Cash
Control Entry
Program/Screen: RACSHT/RACSHT20
Description:
Use this program to review and balance your cash drawer. If you want data from the cash drawer to post to the general ledger, use control record RAMNO2 to set the Cash Control option to 3.
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Navigation
Use this second screen of the Cash Control Entry program to review and balance the cash drawer. Various function keys are available for reviewing details of the categories listed in the cash drawer.
Unique Cash Control Entry Screens
Cash Control Entry
Contracts Opened at Other Locations
Amounts by Currency Denomination
Drawer Over/Short Reason Codes
Cash Control Entry - Deposit Completion
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Fields
Displays the total cash (bills and change) in the cash drawer. Use F20 (Shift + F8) to enter this information.
Enter the total amount from all checks in the cash drawer.
If
you want to keep checks for ROA (receipt on account) separate from
checks applied directly to contracts, set the Break
out ROA amounts field to Y
in the RACS3T control record.
Then enter the total amount for those checks in the next field,
Total ROA Checks, and do not
enter that total in this field.
If you want to keep checks for ROA (receipt on account) separate from checks applied directly to contracts, enter the total amount for those checks in this field.
Displays the total amount of credit card receipts in the cash drawer. This amount should match the cash out report from your credit card machine. If necessary, use F21 (Shift + F9) to enter amounts by credit card type and to separate credit card ROA (receipt on account) payments, if the Break out ROA amounts field in the RACS3T control record is set to Y.
If
the Protect credit card field
in control record RACS32 is
set to Y, the Amount
fields are protected and view-only in the F21
window, and they display the amounts that were automatically posted
to the cash drawer for the credit cards.
Displays the total amount in the cash drawer.
Total
Drawer = Total Currency + Total Checks + Total ROA Checks + Total
Credit Cards
Enter or accept the amount of cash in the drawer at the beginning of the day. This amount comes from the entry in the Next Day Drawer field from the previous day, but it can be changed.
Displays the amount taken into the cash drawer for that day. This calculated amount also populates the Total Transactions field in the right column.
Total
Transactions = Total Drawer - Start Drawer.
Displays the same amount entered in the first Start Drawer field. This is the first field of the details for that day's cash drawer.
Displays the amount of cash that will start in the drawer for the next day. This amount defaults from control record RACS3T, but you can change it by pressing F13 (Shift + F1) to open up the field for entry. If an amount that is less than the default amount is entered, a transaction is written to the general ledger to reduce cash on hand by the difference.
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Displays the total of all deposits for the day including credit cards.
Total
Deposit = Total Drawer - Next Day Drawer
Displays the amount of credit card and debit card deposits for the day that are automatically deposited into the bank.
If the Break out ROA amounts field in the RACS3T control record is set to Y, this field displays the amount of credit card and debit card ROA deposits for the day that are automatically deposited into the bank.
Displays the amount that should balance to the deposit slip taken to the bank for the day.
Total
Deposit in Bank = Total Deposit - (Auto Deposit + ROA Auto Deposit)
Displays the total amount entered in the Customer ROA Payment Entry program for the day.
Displays the total of cash sales for the day. This amount includes any invoices where cash was accepted for cash customer or charge customer transactions.
Displays the total amount of deposits that were applied and refunded that day. If the amount is negative, that means that the amount of deposits refunded exceeded the amount of deposits applied.
The
system assumes that the entire amount of the deposit is refunded at
the time of invoicing, so the total amount of the invoice is listed
in the Cash Sales bucket.
Displays the amount of cash due from a cash customer, but not collected at the close of the contract. This displays as a negative amount that is subtracted from the amount received from the customer for cash sales.
Displays the net amount of wire transfers for the day.
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Displays the net amount received from invoices for the day.
Displays the total amount of new deposits taken from customers for the day. This field is updated from deposits entered when creating or updating an invoice and from deposits entered in the Update Deposit program.
Displays the total amount of refunds that were not given to the customer today. Not issuing a refund happens when you enter a payment type of N -No Refund Given on a cash transaction where a refund is due. This could occur when you want to ensure that the customer's payment clears before issuing the refund, or the refund check must be issued by your Accounts Payable department. This amount is added as a positive amount in this section.
Displays the amount of cash received or paid out by one location for another location. Depending on the details of the transaction, the amount is added or subtracted from the daily total.
Example: A rental contract
is opened at location 001 with a deposit taken, and then closed at
location 002 with additional money due and paid on the same day -
for location 001. For location 001, the system adds the entire
invoice amount to the Cash
Sales bucket; adds the deposit amount to the Deposits Taken bucket; adds
the same deposit amount to the Deposits
Refunded bucket; and then adds the amount paid at location
002 to the Inter-location
Cash bucket as a negative amount. This ensures
that location 001 will not have to account for that amount at the
end of day. For location 002, the amount received at the location
when the contract was closed is added to the Inter-location
Cash bucket as a positive amount, since they have to
account for it at the end of the day.
Displays the amount calculated as follows:
Total
Cash = Net Cash from Invoices + Deposits Taken + Refunds Not Given
+ Inter-location Cash (which could be a negative number)
Displays the total amount of cash taken for the day, and it is populated with the amount in the Total Transactions field in the left column.
Displays the amount that the cash drawer is either short or over. This amount is calculated as Total Cash - Total Transactions. If this amount exceeds the value entered in the Max Overage/Underage field in the RACS3T control record, you will not be able to post the cash drawer.
Displays the amounts you have accounted for (from the short/over amount) on the Drawer Over/Short Reason Codes popup window.
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Function Keys
|
Function Key |
Description |
|
F1 |
Help. Place your cursor in a field and press F1 to access online help for that field. Place your cursor outside of any field, and press F1 to access online help at the program level. |
|
F2 |
Charge. Advance to the Charge Invoice Detail screen to review a list of contracts/invoices for charge customers for the date your are balancing. |
|
F3 |
Exit. Exit the page or program. |
|
F5 |
Refresh. Refresh the screen and remove entered data. |
|
F6 |
Cash. Advance to the Cash from Invoices Detail screen to review cash received against open invoices for the date you are balancing the cash drawer. |
|
F7 |
New Deposits. Advance to the New Deposits Detail screen to review deposits received for new contracts on the date you are balancing. |
|
F8 |
Additional Deposits. Advance to the Additional Deposits screen to review additional deposits received for existing contracts on the date your are balancing. |
|
F10 |
By Date/Time. Advance to the Cash Control Detail screen to review all of the cash control detail on one screen. |
|
F12 |
Cancel/Previous. Exit the program or move back a screen. |
|
F13 (Shift + F1) |
Change Start. Opens the Next Day Drawer field so that you can change the starting cash drawer amount for the next day. |
|
F14 (Shift + F2) |
All Invoices. Advance to the Total Business Detail screen to review all completed cash and charge invoices for the date you are balancing. |
|
F15 (Shift + F3) |
Beginning Deposit. Advance to the Beginning Deposits screen to review all invoices that have a deposit for the date you are balancing. |
|
F16 (Shift + F4) |
Inter-Location Cash. Advance to the Contracts Opened at Other Locations screen to review contracts that closed at your location, but were opened at other locations. |
|
F19 (Shift + F7) |
ROA (Receipt on Account). Advance to the Cash ROA Control Detail screen to review cash received on account for the date you are balancing. |
|
F20 (Shift + F8) |
Currency. Access the Amounts by Currency Denomination popup window to enter amounts and quantities of bills and coins in the cash drawer. |
|
F21 (Shift + F9) |
Credit Cards. Access the Amounts by Credit Card popup window to review amounts from various credit cards that posted to the cash drawer for the date you are balancing.
If the Protect credit card field in control record RACS32 is set to Y, the Amount fields are protected and view only in this window, and they display the amounts that were automatically posted to the cash drawer for the credit cards. |
|
F22 (Shift + F10) |
Over/Short Reason Code. Access the Drawer Over/Short Reason Codes popup window to enter reason codes for the short or over amounts in your cash drawer. |
|
F24 (Shift + F12) |
More Keys. Display more available function keys for the program. |
Special Topics
Reconciling the Cash Drawer troubleshooting guide
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