Use Cash Drawers / Registers in Counter Sales

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Use Cash Drawers / Registers in Counter Sales

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Cash Drawers / Registers hold cash in various denominations until the end of a period’s reconciliation. Using this feature, you can tag a cash transaction with one of multiple cash drawers associated with a particular check-out lane, station, or other similar division.

Cash Register Units

Cash Register Units refer to units of currency each register handles. Different countries and regions may use multiple types of currency or different denominations of a currency (allowing versatility when localizing currency).

The Code refers to the item of currency itself (e.g., a dime).

The Type refers to whether the currency item is a coin or a note, such as a dollar bill.

Deposits and Adjustments

You can transfer money to a bank or general ledger account by default for ease of accounting after reconciliation. You still need to make a physical deposit, but this feature saves a recurring step.

You can set this feature on the Payment Methods page, using the following columns:

  • Cash Register Deposit Account
  • Cash Register Deposit Account No.
  • Cash Register Adjustment Account
  • Cash Register Adjustment Account No.

These columns must be filled out for every payment method associated with a register.

After a register’s reconciliation, the value collected in the account listed in the Bal. Account No. and Bal. Account Type columns automatically transfers to the account set in the Cash Register Deposit Account and Cash Register Deposit Account No. columns.

If you need to make an adjustment, you can set the account to log those adjustments for that register in the Cash Register Adjustment Account and Cash Register Adjustment Account No. columns.

Perform a reconciliation

Reconciliations are completed at the end of a set period to remove cash from the physical register, count, and deposit it. The following fields are found on the Counter Sales Cash Register Reconciliations page:

  • Ending Balance: The total amount of cash in the Cash Drawer.
  • Closing Balance: is the Ending Balance minus Deposits; the Closing Balance is of a previous reconciliation is the Starting Balance of the next reconciliation.
  • Difference: The expected amount of cash in the register minus the float (Starting Quantity), Cash Payments, and Adjustments. The register is balanced when the Difference value is zero, and it must be zero for the reconciliation to post.

Complete the following to begin a cash register reconciliation in Counter Sales:

  1. Navigate to the Counter Sales Cash Register Reconciliations page in Business Central.
  2. Select the required cash register and select New / OK.
  1. Count the cash in the cash drawer by denomination and enter the tally for each coin and note type into the Ending Quantity
  2. Edit the Deposit Quantity column values if needed.
  3. Select Post to post the reconciliation.

When the Counter Sales Cash Register Reconciliation Worksheet opens, the Cash Register Code and Payment Method Code auto-populate, and the Starting Date and Posting Date default to the current date. The Posting Date is meant to capture the date of posting if any adjustments were made to the general ledger or other account.

If a sale has occurred since beginning reconciliation, you can select Populate Lines to refresh the Lines. This may erase your entered values.

Once posted, you can find the posted reconciliation in the Counter Sales Posted Cash Register Reconciliations list. Use this list to find historical data for reconciliations.

Set up Cash Registers

To set up Cash Registers, an initial bank reconciliation needs to occur in Business Central for banking information to be available. Set up Counter Sales, including basic Payment Methods and accounts, before you set up Cash Registers to simplify this process.

To set up Cash Registers:

  1. Navigate to the Counter Sales Setup page in Business Central.
  2. Select Related / Cash Registers / Cash Register Units.
  3. Verify your entries if needed.
  4. Enter data into the following fields for the Cash Register Units for your region if needed:
    • Code
    • Description
    • Type
    • Denomination
  5. Return to the Counter Sales Setup page.
  6. Select Related / Cash Registers / Cash Registers.
  7. Create entries for each register:
    • Payment Method Code: Ensure it is set for each register.
    • Last Reconciliation No.: The number a reconciliation is associated with and refers to the first reconciliation (can be left as the default as the first reconciliation is completed later).
    • Terminal Code: Leave blank.
    • Receipt Report Printer Code. Leave blank.
  8. Return to the Counter Sales Setup page.
  9. Select Related / Counter Sales Users.
  10. Assign a Cash Register Code to each user (the user is assumed to be using their assigned register when they are logged in).
  11. Return to the Counter Sales Setup page.
  12. Select Related / Payment Methods.
  13. Ensure the cash registers’ associated accounts have information in the following fields:
    • Cash Register Deposit Account
    • Cash Register Deposit Account No.
    • Cash Register Adjustment Account
    • Cash Register Adjustment Account No.
  14. Complete an initial reconciliation for each Cash Register created:
    1. Navigate to the Counter Sales Cash Register Reconciliations page.
    2. Select the required cash register and select OK.
    3. Modify the following fields to yesterday’s date:
      • Starting Date
      • Ending Date
      • Posting Date
    4. Input the desired number of coins and notes of each denomination in the cash drawer as a float into the Ending Quantity field.
    5. Leave the Deposit Quantity as “0”.
    6. Verify that the Ending Balance value in the header matches your desired total float amount.
    7. Edit the Adjustments value to match the Ending Balance value (Difference value is “0”).
    8. Post the reconciliation.

Once the initial reconciliations for every register are completed, you have set up the Cash Registers. Every user assigned a Cash Register is assumed to be making sales in it based on their settings in the Payment Entries.

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