Cashier Reconciliation - Maintain a Flawless and Unchangeable Audit Trail

A Cashier Reconciliation is similar to a Bank Reconciliation and can be found in the history drop-down menu. Users are encouraged to read the corresponding article in the History menu for further information.

When performing a Cashier Reconciliation in Accounts mode, all the comprehensive details are automatically stored in the History file. These details are securely preserved by SapphireOne and cannot be altered or removed. They serve as a permanent record in your data file and may be viewed using this Cashier reconciliation function here.

All inquiry screens in SapphireOne offer the option to customise the list of items displayed on the page. This feature, known as Custom Inquiry, allows you to select the data fields to be shown and the order in which the columns of data appear across the screen. Although a client list is used as an example below, any type of inquiry can be customised within SapphireOne.

The list below represents the standard inquiry list, displaying a basic set of data fields for each client record:

Swap to Custom Inquiry

When you select the ‘Swap to Custom Inquiry’ button in the lower left-hand corner of the screen, SapphireOne will display the default Custom Screen, as shown below. This Custom List screen provides the user with two main options for organising the data display:

  1. To add or remove the data field columns displayed on the screen, click the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen, you can right-click on the column lines and choose from Delete, Move Left, or Move Right. More information on the Setup screen is provided below.
  2. To change the order in which the data field columns are displayed, click the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen, you can right-click on the column lines and choose from Delete, Move Left, or Move Right. More information on the Setup screen is provided below.

Once you have customised the Custom Inquiry screen, the screen view will be unique to you, and each time you log in, you will see the same custom view. You also have the option to select and save an unlimited number of custom views. This can be done in the ‘Setup’ screen, as detailed below.

The Inquiry screen below is the initial Custom Inquiry screen, which can be modified by the user.

Custom Inquiry Screen ‘Setup’ Function

To begin setting up your Customised List screen, click the Setup button, as shown above. The Setup screen will appear, as displayed below.

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From this screen, users can add and remove data columns as needed. Almost every field within the SapphireOne data tables can be included in the Custom List screen, provided the user has the necessary authorisation.

The screen features several menu items across the top, which include:

  • Reset to Default – Clicking this button resets the display to the default settings determined by SapphireOne. When you add a new data field, SapphireOne will place it on the right-hand side of the data columns. You can then click on the field heading and drag it to your desired location on the screen.
  • Show Related Record – This option allows you to add related fields from other tables. By ticking the Show Related checkbox at the top of the screen, you can select a related record, and a mini view of that related record for the chosen entry will be displayed for the currently selected record. You will need to select the fields to be displayed.
  • Favourite Set – Located at the top left of the screen, this option enables you to save a custom-created screen for future use. For instance, you can have a simple Inquiry screen for general use and a more complex screen view when auditing specific information.

Viewing Cashier Reconciliation records.

Double-clicking on a record or selecting a record and clicking on the view/look icon will open the page displayed below.

Reconciliations in Inventory Mode:

In Inventory Mode, under the POS drop-down menu, you’ll find the Reconciliation function. When the Reconciliation function is executed in Inventory Mode, SapphireOne maintains a record of the reconciliation.

Accounts mode reconciliation

This Reconciliation record from POS can be viewed, but not modified, from the Cashier Reconciliation function here in Accounts Mode. The Cashier Reconciliation functionality is primarily utilized for point of sale transactions. It enables the user to sort different payment types and calculate their totals, facilitating the reconciliation of electronic and cash payments from a till.

  • Double-clicking on a record or selecting a record and clicking on the view/look icon will open the page displayed above.
  • The record includes the different types of payments, cash received, and the remaining cash in the till.
  • On the right-hand side of the screen, you will find the opening cash balance, the cash received, and any variance, which should ideally be zero.

Utilising the provided functionality, users can review any reconciliations conducted from Inventory Mode at any point in the past.


You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.

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