Cash counts

A cash count checks the cash in one drawer against what your books say it should hold. You count the notes and coins, and the app shows the difference. A count that matches posts nothing. A count that does not match posts one entry between the drawer’s cash account and 6750 Cash Over and Short.

Where

Banking & cash › Daily › Cash counts

Number

CCT-000001, given when you complete the count. An undo gets CCV-000001

Posts to

Only a difference: Cash Over and Short and the drawer’s own cash account

Who

Managers and admins, on the drawers assigned to them. Only admins can undo a count

What it’s for

• Check a drawer at any time. Count it in the middle of the day (a Spot count) or at the end of the day (an End-of-day count).
• Keep proof. The count keeps the notes and coins you typed, who counted, and the reason for any difference.
• Protect the books. After a count, entries on that drawer’s cash account can no longer be added or changed for the dates it covers. See What a completed count protects.

Which drawers you can count:

• You can count only a cash drawer assigned to you. An administrator assigns drawers in Settings › Users & access. Administrators need an assigned drawer too.
• The standard accounts Cash on Hand and Petty Cash cannot be counted here. To count a safe or a petty cash box, give it a cash account of its own in Cash and bank accounts. Then ask an administrator to assign it to you.
• A drawer with a count in progress, or one already counted today, cannot be started again. The drawer list says why.

How it differs from closing the register

Closing the register at the till counts the cash of one shift against that shift’s expected cash. Read Opening and closing the register for that. A cash count is separate and is done in the back office.

	Close register (at the till)	Cash count (Banking & cash)
Compared with	The shift’s expected cash: opening cash, cash sales, cash in and out	What your books show for the drawer’s cash account
Who	The cashier of that register	A manager or admin
When	Ends a shift	Any time the register is not open
A difference posts to	Cash Over and Short and the drawer’s cash account	The same two accounts

• A cash count cannot be completed while a register is open on that drawer. Close the register first.
• After an end-of-day count today, that drawer cannot be opened again today. A spot count does not do this.
• A cash count dated on or after the day of a register close stops anyone changing the counted cash of that close.

Fields

Start cash count and the count itself

Field	What it means	What it changes
Cash drawer	The drawer to count. You see only drawers assigned to you. The first ready drawer is chosen for you	The account the count is about. It is fixed once the count is started
Count date	Always today’s date in your company calendar. You cannot change it	The date of the count and of any entry it posts
Declare this drawer empty	A tick box for a drawer with no notes, coins or other cash	The cash counted is exactly 0.00. It is the only way to count zero
Enter total / Count notes & coins	Two ways to enter the count. Dirhams have a grid of notes and coins; other currencies use one total only	Only the way you type. The count is the same
Boxes for each note and coin (AED 1,000, 500, 200, 100, 50, 20, 10, 5, 1, 0.50 and 0.25)	How many of each. Whole numbers only. A blank box counts as none	Cash counted
Total counted cash	Shown after Enter total. The whole cash in the drawer, as one figure. Up to 2 decimals	Cash counted. No notes and coins are kept
Other counted cash	Shown with the grid. Loose cash that is not in the boxes	Added to the notes and coins
Why is the cash over or short?	Appears only when the count differs. 5 to 500 characters	Kept with the count. Needed before you can complete it
Reference	Optional. Up to 120 characters, such as a shift or drawer name	Kept with the count
Notes	Optional. Up to 2,000 characters	Kept with the count

Above the count, three figures are always in view:

Figure	What it means
Cash counted	The notes and coins and other cash you typed, added up to the fils
Expected cash	What your books show in the drawer’s cash account, with the time it was read. It is not typed by hand
Difference	Cash counted less Expected cash, shown as “Short by AED 10.00”, “Over by AED 5.00” or “Balanced”

Expected cash is the balance of the drawer’s own cash account on your books today. It includes every entry on that account dated up to today: sales, cash in and out, transfers and earlier count differences.

Complete this cash count

Field	What it means	What it changes
What kind of count is this?	End-of-day count (closes this drawer for today) or Spot count (a check during the day; the next shift can still open this drawer). Nothing is chosen for you	What the count protects. See What a completed count protects

Undo this cash count

Field	What it means	What it changes
Why are you undoing it?	Required. 5 to 500 characters	Kept with the undo
Reference	Optional. Up to 120 characters	Kept with the undo
Count date	The date of the count. You cannot change it	The undo keeps the count’s own date
Notes	Optional. Up to 2,000 characters	Kept with the undo
I confirm this count was recorded in error and should be undone.	A tick box	The undo cannot be sent until it is ticked

Buttons

Button	When you see it	What happens	Accounts
Start cash count	The Cash counts list. Greyed out when no drawer can be counted, with the reason beside it	Opens the form to count a drawer	No change
Cash drawers	The Cash counts list	Opens a panel with each drawer: Expected cash now, Last completed count, and Count this drawer or Resume count	No change
Start cash count	At the foot of the Start cash count form	Saves your count as a draft. You complete it on the next screen	No change
Save draft	A draft with changes. Becomes Refresh expected cash when cash activity changed	Saves what you typed and reads the expected cash again	No change
Complete cash count	A draft that is saved and ready. The line beside the buttons says what is missing when it is not	Opens “Complete this cash count?” with the figures and the kind of count, then Complete cash count	Posts only if the count differs
Back	In “Complete this cash count?”	Closes the question. Nothing is completed	No change
Discard draft / Keep draft	A draft	Asks “Discard this draft?” The count you typed is lost. You can start a new count for the drawer	No change
Print cash count / Print ‹number›	A draft, or a completed or undone count	Opens the print preview for the count	No change
Accounting details	Every count screen	Shows the entry the count will post, or posted, with links to the journal	No change
Undo cash count	A completed count. Admins only. Also in the ⋯ menu of the list	Opens “Undo this cash count?”	Posts a correcting entry, if the count had a difference
Back to cash counts	Every count screen	Returns to the list. It asks first if you have unsaved changes	No change
Check status / Reload	In a yellow notice, after a lost answer or a changed count	Asks the app what really happened, or reads the count again	No change

Statuses you will see: Draft, Balanced, Cash over, Cash short, Undone and Discarded. The list can be filtered by Cash drawer, Outcome (All counts, Draft, Balanced, Over or short, Undone, Discarded), dates, and a search for the number, drawer, reference or reason.

What gets posted

A balanced count posts nothing. A count with a difference posts one entry, dated the day of the count, in the same save that completes the count. If the entry cannot be posted, the count is not completed and nothing is saved.

Example 1A shortageBooks 150.00 · counted 140.00

• 1 × AED 100 note100.00
• 2 × AED 20 notes40.00
• Cash counted140.00
• Expected cash (books)150.00
• Difference-10.00

Account	Debit (AED)	Credit (AED)	Why
6750Cash Over and Short	10.00		Shortage: cash the books expected is not there
The drawer’s cash account		10.00	The books now show the 140.00 in the drawer
Total	10.00	10.00	Balanced

A reason of at least 5 characters is required. The drawer’s cash account is the one you counted, not 1000 Cash on Hand.

Example 2An overageBooks 1,000.00 · counted 1,100.50

• 2 × AED 500 notes1000.00
• 1 × AED 100 note100.00
• 2 × AED 0.25 coins0.50
• Cash counted1100.50
• Expected cash (books)1000.00
• Difference+100.50

Account	Debit (AED)	Credit (AED)	Why
The drawer’s cash account	100.50		The books now show the 1,100.50 in the drawer
6750Cash Over and Short		100.50	Overage: more cash than the books expected
Total	100.50	100.50	Balanced

The same entry is posted when you enter 1,100.50 as one total instead of counting notes and coins.

Your company may use another code for Cash Over and Short if 6750 was already taken. The screens show the code the app used.

What does not post

• A count that matches the books posts no entry. The count is still saved and numbered.
• Saving, discarding or printing a draft.
• A count never moves cash. It only brings the books to the cash you counted. To move cash to the safe or the bank, use Transfers.

Undoing a count

Undoing a count with a difference posts a correcting entry on the count’s own date. It reverses the original: the same two accounts, the opposite sides. The books return to the balance they had before the count. The original entry stays in history. A balanced count has nothing to reverse, so its undo posts no entry.

What a completed count protects

A completed count locks the drawer’s cash account, so the counted figure cannot be changed behind your back. The kind of count decides how far the lock goes.

	End-of-day count	Spot count
Opening a register on this drawer today	Refused	Allowed
New entries on the drawer’s cash account dated on or before the count date	Refused	Refused if dated before the count date. Allowed if dated the count date, so the till can carry on
Changing or deleting an existing entry on the drawer’s cash account dated on or before the count date	Refused	Refused
Another count of the same drawer on the same date	Refused	Not offered on screen. Undo the spot count first

This also covers edits made from other screens. For example, a transfer into the drawer cannot be edited while a count covers its date. To change it, undo the latest count first. A bank reconciliation or a locked period can also block a change, as explained in Accounting basics.

Where it shows up

Place	What changes
Banking & cash › Daily › Cash counts	The count, with its status, drawer, Expected cash, Counted and Difference
Cashbook	The difference entry on the drawer’s cash account. An undo shows as its own entry
Day book	The entry, with the type “Cash count”. An undo is listed under the same type
Balance sheet	The drawer’s cash account equals the cash you counted
Profit and loss	Cash Over and Short: a shortage is a cost, an overage reduces it
Register close	A count dated on or after a close day stops that close’s counted cash being changed. See Opening and closing the register
Edits of older entries	Entries on the drawer’s cash account covered by the count are refused until the count is undone

What the app blocks

These checks happen before anything is saved, so a refused step leaves no half-written records.

Starting and saving a count

Situation	What you see
No drawer is assigned to you	No cash drawers are assigned to you. Ask someone who can assign cash drawers to assign a drawer before starting a cash count.
Every drawer is counted or in progress	Each drawer can be counted once a day, and a drawer with a count in progress must be resumed from the list.
No drawer chosen	Choose a cash drawer.
A drawer already counted today	This drawer was already counted today. in the drawer list, or This Cash account has already been counted for today.
A drawer with a count in progress	This drawer has a count in progress. Resume it. or This Cash account already has an open count. Resume that draft instead.
An archived drawer	This drawer is archived.
Cash on Hand, Petty Cash or a drawer not assigned to you, sent anyway	Choose an assigned physical cash drawer. Protected cash accounts are unavailable for cash counts. Refresh the drawer list or ask an administrator for access.
Nothing counted	Enter the counted total, or the number of notes and coins, or declare the drawer empty.
Enter total left empty	Enter the counted total, including 0.
More than 2 decimals	Enter an amount with up to 2 decimals.
Empty drawer declared with cash entered	An empty drawer cannot contain denomination rows or other cash.
Reason shorter than 5 characters	Use at least 5 characters to explain the cash difference.
Draft from an earlier day	Cash counts must use the current company calendar date. Discard an expired draft and restart.
The count was changed by someone else	This cash count changed. Reload it before saving.

Completing a count

Situation	What you see
Unsaved changes	You have changes that are not saved. Save the draft, then complete. beside the buttons
Difference and no reason	Explain the difference (at least 5 characters), save the draft, then complete. beside the buttons
Kind of count not chosen	Choose end-of-day or spot count.
Cash moved while you counted	Cash activity changed while you were counting. then Save the draft to refresh the expected cash, then review the difference. The button becomes Refresh expected cash. What you typed is kept
A register is open on the drawer	Close the active POS register for this Cash account before completing its cash count.
Difference to post and the date is in a locked period	The count date is in a locked accounting period. Reopen the period before completing or undoing it. A balanced count can still be completed
The drawer’s cash account or Cash Over and Short is not available	The selected Cash Financial Account is unavailable. Reload and choose another account.
The answer was lost	Completing was not confirmed. Check status before doing anything else. Nothing on the screen can change until you press Check status. Pressing it again cannot complete the count twice

Undoing a count

Situation	What you see
A later count exists for the drawer	A later count exists for this drawer. Undo that one first. with Review later cash counts
The drawer has a draft count	This drawer has a draft count. Discard the draft first. with Review open draft
Already undone	It has already been undone.
The count had a difference and its date is in a locked period	The count date is in a locked accounting period. Reopen the period before completing or undoing it.
No reason	Use at least 5 characters to explain this undo.
Box not ticked	Tick the box to confirm.
You may not undo	This cash count is complete and locked. You don’t have permission to undo it.

Other screens

Situation	What you see
Adding, changing or deleting an entry on the drawer’s cash account for a counted date	This Cash account was already counted through the selected date. Undo its latest cash count or choose a later transaction date.

Warnings that do not stop you

• A difference. The strip above the count tells you the figure and the reason box appears. You can still change the count.
• Unsaved changes. If you leave with changes, the app asks “Leave without starting the count? What you entered will be lost.” or “You have changes to the count that are not saved. Leave without saving them?”

Who can do it

Action	Admin	Manager	Cashier
See the list and open a count	Yes	Yes	No
Start, save, discard and complete a count	Yes, on drawers assigned to them	Yes, on drawers assigned to them	No, cashiers count their own register when they close it
Print a count	Yes	Yes	No
Undo a completed count	Yes	No	No
Assign drawers to users	Yes	No	No

These are the standard roles. Your administrator can give a custom role each action separately in Settings › Users & access.

Fixing a mistake

1. You typed a wrong figure and the count is still a draft. Change the boxes and press Save draft. Nothing has posted.
2. The whole draft is wrong. Press Discard draft, then start a new count. Nothing has posted.
3. Cash moved while you were counting. A sale or a cash entry changed the books. Press Refresh expected cash, check the difference, and complete again.
4. You completed the count and the figure was wrong. An admin presses Undo cash count, gives a reason and ticks the confirmation.
   • The original count stays in history, marked Undone.
   • A correcting entry cancels any difference that was posted.
   • You can then start a new count for the same drawer. It is dated today, even if the undone count was on an earlier date.
5. You cannot undo a count. The page tells you why.
   • A later count exists: undo the later one first.
   • A draft exists on the drawer: discard it first.
   • The count had a difference and its date is in a locked period: an admin reopens the period first.
6. The difference is real. Do not undo the count. The shortage or overage stays in Cash Over and Short as a record. Find the cause, and record any missing item with the right document.
7. The cash is in the wrong place. If the cash is in the safe and not in the drawer, move it with Transfers and count again. A transfer cannot be edited while a count covers its date.
8. A count is blocking an edit. You see “This Cash account was already counted through the selected date.” Undo the latest count, make the change, then count the drawer again.
9. You counted the wrong drawer. An admin undoes the count. Then count the right drawer.
10. The register is open on that drawer. Close it first, then complete the count. See Opening and closing the register.