Store Manager Guide

The close is the job

Completing the daily reconciliation is not bookkeeping housekeeping — it is what creates the output tax records for the day's counter sales. A day left unreconciled is missing from the tax return, and nothing will warn anyone until someone tries to file.

Your daily work

How to Close the Trading Day (end of day, daily reconciliation, close the day)

The central task. Do it after every cashier has closed their register.

Required permission: Daily reconciliation

Before you start: Every register session for the day is closed — an open session is not included.

1. Go to Cash & Registers → Daily Reconciliation and pick the date
2. Review each row — Register, Cashier, Sales, Variance, Status
3. Click Review on a pending row
4. Check the Actual figures, pre-filled from what the cashier verified, and adjust anything that needs correcting with a reason
5. Read the Accounting Impact panel
6. Click Complete Reconciliation

Result: The day is Completed, the journal entry posts, output tax records are created, and settlements are recorded.

Note: If a session was closed after you generated the reconciliation, open it and click Recalculate so the day is rebuilt with it included.

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

A variance is a fact to record, not a failure to hide.

Required permission: Daily reconciliation

1. Check the cashier gave a reason at close
2. Use Show breakdown on the expected figure to see the sales behind it
3. Confirm each sale was recorded under the method actually used — a card sale rung as cash creates a variance on both
4. Accept the variance with its reason, or correct the underlying record

Result: The day closes with the difference explained rather than absorbed.

Note: Watch the trend rather than the day. A steadily growing Cash Short balance is an operational signal — recurring counting errors, an untracked payment method, or a terminal batching across your cut-off.

How to Approve a Stock Recount (approve count, stock variance, review recount)

Counters report what they see; you decide what it means.

Required permission: Inventory adjust

1. Go to Inventory & Products → Stock Recounts and open one showing Pending Review
2. Read the Net Variance across the recount before the individual lines
3. Investigate anything large — a transfer not received, or a delivery booked to the wrong unit, will look like a loss
4. Approve, then post it

Result: Stock is corrected and the adjustment booked.

Note: A large net variance in one direction usually means a systematic problem — often a unit mismatch — not scattered shrinkage. Do not approve it without checking.

How to Work the Queues (what needs attention, pending items, daily checks)

Several queues age silently. Check them once a shift.

1. Open incoming orders — is anything unaccepted while a customer waits?
2. Open orders awaiting handover — was anything dispatched but never confirmed delivered?
3. Open Payment Approvals — is anyone waiting on an order they have paid for?
4. Open the Document Inbox — are supplier invoices piling up unprocessed?
5. Check tasks Awaiting verification in work management

Result: Nothing sits unresolved long enough to become a customer problem.

Note: These queues are bounded by status rather than date, so an item from three days ago is still visible. That is intended — it is exactly the one needing attention.

How to Review Staff Work (verify tasks, check work done, staff accountability)

Completed work goes into a verification queue rather than being taken on trust.

Required permission: Tasks manage

1. Open Tasks and review items Awaiting verification
2. Check the checklist and any required photos
3. Verify, or send it back with a reason

Result: Work is confirmed done to standard.

Note: Verify promptly. A queue that is never worked teaches staff the photos are not looked at, and the evidence stops being real.

How to Bank the Takings (cash deposit, bank the cash, cash drop)

Record cash physically banked so cash on hand reflects the safe.

Required permission: Daily reconciliation

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

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

Where to look

• Registers & Reconciliation
• Inventory and Stock Recounts
• Replenish — what to reorder
• Collect Payment — who owes you
• Tasks & routines
• Business Intelligence