This article will explain:
- What a reconciliation is
- How to perform a reconciliation in WaiterMate
- How to view past reconciliations
- How to print a reconciliation
- A definition of terms
What is a Reconciliation?
The reconciliation feature in WaiterMate allows you to balance each cash drawer's total against the system's takings totals. Sometimes, this is referred to as 'Cashing up'.
How to perform a Reconciliation in WaiterMate
- Login to WaiterMate
- Select the 'System' icon in the bottom right hand corner of the WaiterMate screen
- Select 'Cashdrawer' then 'Reconciliations'
- To begin a new reconciliation, select the required date under 'Shift' and then select the 'Edit Reconciliation' icon located at the bottom left corner of the screen
- You will now see the 'reconciliation' page. Select each field on the left to fill in the amounts (see 'definition of terms' further on in this article)
- The three columns displayed are:
- Total: displays the total of the amounts entered
- Expected: displays the figures the system thinks it should have. All these amounts are aligned with everything that was put through the system during service
- Variance: displays the Total less Expected (Total - Expected = Variance)
- Once all of the information has been entered select 'OK' on the bottom right hand corner of the screen.
How to view past reconciliations
- The reconciliation for the current date or any other completed date can be viewed by selecting the shift from the right hand side of the screen and then the 'View Reconciliation' icon
How to print a reconciliation
- A copy of the reconciliation page can be printed by selecting the ‘Print’ icon. This information will also now reflect and be view-able in OfficeMate.
Definition of terms
Float is the amount you start with in the cashdrawer at the beginning of the shift.
Select the 'float' button then enter the float amount in this field only if the total cash includes this figure. If this amount has been physically separated prior to counting the totals it is not required in this field.
Actual Cash is the full amount you have in the cashdrawer at the end of the shift. The amount you need to record for your reconciliation in 'Actual Cash' should be the full total amount of cash, including the float. You should also populate the 'Float' amount.
Select 'actual cash' button then fill in the fields. By entering the quantity of each note and coin the system will calculate on the right column the amounts. When all fields have been entered, select 'OK'
Select the 'cash out' icon and then enter the amount that has been processed as cash out (if any)
Petty Cash is anything that you have purchased with money from the cashdrawer during the day or shift.
The 'petty cash' button is unable to be selected as you enter petty cash in a different section of WaiterMate and that information then automatically displays in this field.
Over rings are used to record and account for any errors. For example if you charge too much for an item or accidentally charge twice for an item. By recording this it ensures that your totals are correct at the end of the day.
Enter any over rings (if any). Over rings should be entered as a total for each cashdrawer. Please note this will amend takings in reconciliation only and not adjust any sales associated.
Any tips received during the shift should be entered into the correct cash, credit and debit fields
Select the 'credit' button and fill out the fields applicable.
- To find the Eftpos totals you can refer to the eftpos terminal for the figures.
- If the system has an independent eftpos terminal, see the provider for instructions on how to access your summary or sub totals. Then enter these figure into the credit fields. They are entered separately as shown below
Select the 'web' button and fill out the fields applicable.
Finalise the Reconciliation
Mark the reconciliation complete by logging into OfficeMate and navigating to ‘Reconciliation’ - This can be found in the ‘Daily Tasks’ folder. Select the ‘Mark as Completed' Icon to confirm that reconciliation is complete.