Revenue Management
Cash On Site
See the live balance of every cash account at your site.
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About
Cash On Site shows the live balance of every cash account at your site, so you always know how much cash should be there.
How a balance is worked out
Starting balance
The balance declared in the last Approved cash period.
Movements
Plus or minus every movement in or out of the account since, such as cash ups, deposits and purchases.
Current balance
What should be in the account now.
Which accounts are shown
Every site account of type Cash, Control or Float at your site.
If they're set up, you also get
Balance alerts
A warning when a balance gets close to, or falls below, its minimum allowed balance.
Recent safe counts
The latest safe counts for each account.
Reporting
To see cash on site for several sites at once, use the Cash On Site report.
Ready to look?
Go to the Cash On Site tab.
Cash On Site
See the current balance of each cash account at your site, and how it compares with its minimum and desired balances.
Steps
1
Open Cash On Site
Go to Revenue Management > Cash On Site.
2
Check the balances
Each account shows:
The account's name.
The lowest the balance should go, if set.
The balance the account should aim for, if set.
The account's balance now.
How far the current balance is from the desired balance, if one is set.
3
See recent safe counts
Select + on the left of an account to see its latest 5 safe counts from the past 7 days, where there are any.
You can see the cash at your site. Balance wrong? See how to update a balance.
What the colours mean
Red balance
The account's current balance is below its minimum allowed balance.
Red total row
The total of all accounts is below their combined minimum allowed balances.
Yellow total row
The total is getting close to the combined minimum, within a percentage you choose. Set it with Cash On Site Alert Threshold % on the Global Settings tab of company setup.
Several sites?
Use the Cash On Site report to see cash on site across sites.
FAQs
Frequently asked questions
QHow do I update an account's balance?
If a balance in Cash On Site, or a safe count, shows it's wrong, the fix depends on what happened:
Why is the balance wrong?
Cash was moved between accounts
Record a cash movement from one account to the other.
Cash came in from the bank
The balance is too low, because cash was brought in from outside, such as the bank, but not recorded. Record a cash movement from the external bank account into the cash account.
Cash was taken to the bank
The balance is too high, because cash was paid into the bank but not recorded. Record a bank deposit.
Cash was spent on a purchase
The balance is too high, because cash was spent but not recorded. Record a cash purchase.
There's no explanation
If you can't explain the difference, it may be a genuine variance. Correct it in one of two ways:
If you use cash periods
Enter the right count for the account on the period-end cash count sheet. The difference is written off as a period cash variance. See cash periods.
If you don't
Use a cash event to move the variance into the cash up over or short.
QHow do I add or remove accounts in Cash On Site?
You can't add or remove them here. Cash On Site shows every site account of type Cash, Control or Float at your site.
If an account isn't used, delete it from your site accounts. It's then removed from Cash On Site and everywhere else it appears.
QHow do I set minimum and desired balances?
Set these on each Cash account in its site account setup:
The balance the account should aim for. Cash On Site then shows the shortfall.
The lowest the balance should go. Cash On Site then warns you when it's close to, or below, this.