Cash Registers & Daily Reconciliation

The two stages, and who does what

Register close is a cashier task, done once per register. Daily reconciliation is a manager task, done once per business unit per trading day. The manager's screen is pre-filled from what the cashiers already verified, so the same money is not counted twice.

Hotel front desk registers and POS registers use the same models and the same flow, and both feed the same daily reconciliation.

Common Tasks

How to Open a Register (start a shift, open register session, opening float)

A register must be open before it can take a sale. Opening records the float you start the drawer with.

1. Open the POS. If no session is running you are prompted to open one — or go to Cash & Registers → Register Management and open it from there
2. Choose the register under Select Register
3. Enter the Opening Cash Amount — the float physically in the drawer
4. Click Open Register

Result: The session goes ACTIVE and the register can take sales. The opening cash is the baseline the expected cash is measured against at close.

Note: Only one active session per register at a time. If a register shows as unavailable, someone else has it open — close that session first.

How to Close a Register and Count Cash (close register, end of shift, cash up, z-report)

Closing verifies every payment method the register took, not just cash. Do it at the end of the shift, before the manager reconciles the day.

1. In the POS, choose Close Register
2. Review the Session Summary — Total Sales, Transactions, Opening cash and Expected Cash
3. Under Count your cash, enter the Bills and Coins you counted. Your total appears as Your Count and the difference against expected as Variance
4. Verify the non-cash methods against your terminal and reports — Card (Direct), Card (Aggregator), Bank Transfer and Room Charge where they apply
5. For any method with a variance, pick a reason from Select reason... and add a note under Explain any variances...
6. Confirm the Closing Cashier and complete the Authorization
7. Click Close Register

Result: The session closes and stores the expected, actual and variance for each payment method along with your reasons. Those amounts pre-fill the manager's daily reconciliation.

Note: Use Show breakdown to see the sales that make up an expected figure — this is the fastest way to find the transaction behind an unexpected variance.

How to Explain a Variance (cash over, cash short, register does not balance)

A variance is not a blocker — it is a fact you record so the day can close honestly. Choose the reason that matches what actually happened.

1. In the close screen, find the payment method showing a variance
2. Open Select reason... and choose the closest match
3. For cash, the reasons are Counting Error, Extra Cash Found and Missing Cash
4. For card and transfer, the reasons are Terminal batch mismatch, Bank report mismatch, Settlement timing, Wrong payment method, Classification error, Processing error and Manual adjustment
5. Add a short note describing what you found
6. Continue with the close

Result: The reason and note are stored on the session and carried through to the reconciliation, so the manager sees why the day did not balance exactly.

Note: Settlement timing is the common and harmless one for card: the terminal batched after your cut-off, so the money lands tomorrow. It is not a loss.

How to Run the Daily Reconciliation (close the day, daily recon, end of day, approve reconciliation)

This closes the trading day for a business unit and books it to the accounts. Do it after every cashier has closed their register.

Required permission: Daily reconciliation (manager or administrator)

Before you start: Every register session for the day is closed. An open session is not included and will be missed.

1. Go to Cash & Registers → Daily Reconciliation in the left sidebar
2. Pick the date. The list shows each Register with its Cashier, Sales, Variance and Status — Pending or Completed
3. Click Review on a pending row to open the reconciliation drawer
4. Check the Actual figures, which are pre-filled from what the cashier verified. Adjust any that need correcting and give a reason
5. Read the Accounting Impact panel to see the accounts that will be posted
6. Click Complete Reconciliation

Result: The day is marked Completed and Qvian posts the journal entry for the day's sales, creates the output tax transactions for the period, and records the settlement and deposit entries.

Note: Completing the reconciliation is what creates output tax records for POS and online prepaid sales. A day that is never reconciled will be missing from your tax statements — see Tax Statements.

How to Recalculate a Reconciliation (reconciliation wrong, regenerate reconciliation, refresh reconciliation)

Use this when sales were amended, or a session was closed after the reconciliation was first generated.

Required permission: Daily reconciliation (manager or administrator)

1. Go to Cash & Registers → Daily Reconciliation and select the date
2. Open the reconciliation with Review
3. Click Recalculate
4. Re-check the totals and the Accounting Impact panel
5. Complete the reconciliation again

Result: The reconciliation is rebuilt from the current session and sales data, and the accounting is restated to match.

How to Record a Cash Deposit to the Bank (bank the takings, cash drop, deposit cash)

Record cash physically banked so the cash-on-hand balance reflects what is actually in the safe.

1. Go to Cash & Registers → Daily Reconciliation
2. Choose Record Cash Deposit
3. Enter the amount being deposited
4. Choose the Bank Account the cash was paid into
5. Add Notes (Optional) such as the paying-in slip reference
6. Click Record Deposit

Result: A journal entry moves the amount from cash on hand to the bank account you selected.

How to Review a Day's Sales Activity (daily activity, credit sales, invoice collections, deferred bills)

See what made up the day beyond the register totals — including money that was not collected at the register.

1. Go to Cash & Registers → Daily Reconciliation and select the date
2. Open the daily activity view
3. Review Credit Sales — sales invoiced rather than paid at the counter
4. Review Invoice Collections — payments received against earlier invoices
5. Review Deferred bills — bills left open rather than settled

Result: You see each transaction with its Customer, Method, Reference and Amount, which explains the gap between takings and total sales.

Note: Credit sales are real sales but no cash reached the register, so they legitimately do not appear in your cash count.

How to Deactivate a Register (remove a register, retire a till, hide a register)

Registers are deactivated rather than deleted, so their history and past reconciliations stay intact.

Required permission: Register management (manager or administrator)

1. Go to Cash & Registers → Register Management
2. Find the register in All Registers
3. Deactivate it

Result: The register is hidden from every open-register surface and cannot start a new session. Its past sessions, reconciliations and journal entries are unchanged.

Note: Deactivate rather than delete. Deleting a register that carries history would orphan the accounting records attached to it.

Where a variance is posted

A journal entry must balance. When the day's debits and credits do not agree, Qvian posts the residual to a designated variance account so the close is never blocked — and never disguises a discrepancy as a sale:

• Rounding Adjustment (5920) — immaterial rounding differences
• Cash Over (4100) and Cash Short (5900) — material differences, which are logged prominently

Payment methods and how they are grouped

Transfers, mobile payments and digital wallets are all verified together as Bank / Transfer — at the register there is no practical difference between them, since all arrive as a bank credit. Card is split into Card (Direct), settled by your own terminal, and Card (Aggregator), settled by a delivery or booking platform that pays out later net of commission.

Room Charge appears where a restaurant or outlet can post a charge to a hotel guest's folio. That money is never collected at the register — it settles through the folio. See Folio Management.