Empower your team to easily perform end of day takings/reconciliation. You can minimise cash variances and ensure accountability by conducting regular takings every end of trade or end of shift.
Whether you call it cash up, z-read, or reconciliation - Takings should be done regularly to make sure all your accounts are balanced and you are banking the expected revenue that has been recorded from finalised sales.
Watch this video to see just how easy it is to perform takings on Kounta.
This guide covers how you can set up your Kounta to help you the next time you do takings.
What's in this guide?
What takings are and when to do them
You might call it your takings, cash up, z-read or reconciliation. The takings process allows you to quickly and easily compare actual payments taken with orders put through the POS so that you can track and control your revenue by payment type.
We don’t need to tell you how important it is to be tracking your takings is, but we do recommend that you do these at least daily or by shift if you have longer trading hours. In this way you can see much more clearly when, with whom, and how discrepancies occur.
Configure your takings workflow
Depending on the workflow in your business, your takings may get counted by different staff or at different (or multiple) times of the day.
1. Under Sites from the Back Office, select Site Information
2. Scroll down to Takings reconciliation. Select one of the three:
By Register - If you need to count each registers takings separately (e.g. each register has its own dedicated cash drawer)
By Site - If you finalise your takings across all your registers together, or if there are multiple registers but only 1 cash drawer, then this is the option for you.
By Staff - Generally a very niche use case, however, if you need to finalise takings by staff member then we would recommend that they have their own register (and use the By Register Takings method) or at the very least their own cash drawer so that there is no confusion come takings time as in this setup, the users would need to reconcile the total from the sales that they themselves finalised.
3. Select Save
Finalise takings / End of Day Reconciliation
At the end of a busy day or shift, here’s how you finalise takings.
Note - Remember to close any open orders (or at least know what they are if they need to stay open) before proceeding.
1. From the Kounta POS, select the menu icon on the top left of the screen
2. Select Takings
3. If you still have open orders, you will be prompted with this dialogue box. Finalise your open orders before continuing
4. You will be taken to the Takings page. Enter the counted amount for each payment type.
For cash takings - the system will give you the option to enter either the total counted amount or denominations.
For card payments through an integrated EFTPOS - the field will not be editable because the payment here doesn’t need to be counted
For card payments through an unintegrated EFTPOS - these are card payments that are recorded manually. You would need to enter the amount counted in the provided fields. The same goes for other manually created payment types.
5. Select Finalise Takings
If you have the Tipping add-on enabled and the permission to withdraw tips as cash is enabled you will be prompted if you’d like to withdraw tips at this stage - this will be recorded in Takings as Money Out.
6. Next, you will be taken to Takings History. Here, you can review the takings history slip and print it out if needed.
The takings history contains the recorded amount (from finalised sales) v. the counted amount (from finalised takings) v. the variance between the two.
A breakdown of payments, tips and cash out can be found further down the slip.
View Reconciliation Report
Note - The reconciliation reports are point-to-point and therefore differs from the sales reports. The reconciliation reports will be generated based on when you last did takings. If, for example, you do takings every two days, then the reports will be for that duration of two days.
Using Kounta Insights
Take action on your data to bank the expected revenue, every time.
With Kounta Insights’ Reconciliation Dashboard, you can see data trends of when or with which staff these variances happen. Then you can take action to better secure your revenue. If you don't know how you can minimise variances, let your data talk through the Kounta Reconciliations Dashboard.
In Back Office
The Reconciliation Report is a summary of takings. Compared to Kounta Insights's Dashboard, it is more basic so it's good for basic backtracking. It consists of Payment Breakdown, Sales, Payments, Tips, Money In/Out, and Adjustments.
1. Under Reports from the Kounta Back Office, select Reconciliation
Use the filter to display reports based on timeframe, site, staff, or register.
2. Select the eye icon to view the report
3. The report will open as the Payment Breakdown first. You can select Sales, Payments, Tips, Money In/Out, or Adjustments to zoom in on these details.
Frequently Asked Questions
Do I need to grant special permission for my staff to finalise takings?
Yes. Staff must be granted permission from the People Page under Advanced POS Permissions. You would need to tick Finalise Takings.
Can I edit the takings amount after I have finalised my takings?
Once the takings are finalised, these are locked from editing to ensure the security and accuracy of the counts. If you missed some of your counted money from your takings you can enter a second takings immediately afterwards with the extra amount included.
Can I edit the payment type for an order after it is paid?
Once orders are finalised, it is locked from editing. If you have entered the incorrect payment type during checkout, simply refund the order and enter again with the correct payment type.
Can I opt to not show my staff the expected amount for takings?
There is an option to hide the expected amount for takings (based on the recorded sales) from the staff - this is sometimes preferred to make sure that the staff enters the exact counted amount when finalising takings - not just skipping ahead and entering “perfect counts” which should be generally uncommon.
This setting is made in the People Page under Advanced POS Permissions. You would need to tick View Current Takings.
What's my next step?
Now that you're recording your takings regularly, use this wealth of data to help you secure your revenue and minimise variances. Check out the Reconciliation Dashboard on Kounta Insights.
Integrating EFTPOS payments make one step of finalising takings a lot easier. You have plenty of payment integrations to choose from that work well with Kounta.
Have you added in your staff? This is absolutely necessary for takings.