Chapter 24

Day-End Procedures

While not mandatory, it is recommended that the cash and other tenders received during the day be reconciled. The reconciliation process:

Compares your tender intake with the actual tenders on hand and generates an over/short transaction for any discrepancies
Generates a bank deposit by tender
Sets your closing tender position for the day

Tender Reconcile Preferences

Before using day-end for the first time, configure these preferences in the Store Master and Tender Master.

Reconcile Method

Set via Store Master → Ledger tab:

Method	Use When
Station	Multiple employees share the same cash drawer. Reconcile by workstation (cash register).
Employee	Each cashier is responsible for their own tenders and accountable for their own over/shorts.

Creating a Safe Station or Safe Employee

A “Safe” represents the destination where tenders are transferred after reconciliation (the physical safe or office).

Method	Setup Steps
By Employee	Create an employee named “Safe” (number 999 suggested) via the Employee Master. Then set this employee as the Safe Employee in the Store Master.
By Station	Create a station named “Safe” (number 999 suggested) via the Station Master. Then set this station as the Safe Station in the Store Master.

Reconcile Timing

Set via Store Master → Ledger tab:

Option	Behaviour
Daily	The Reconcile Wizard ensures all transactions for the day’s activities are posted on the same date — ringoffs, tender transfers, tender adjustments, and bank deposits.
Periodically	All transactions up until the time of ringoff are included in a shift, regardless of date.

Count Method (Per Tender)

Set via Tender Master → Accounts tab:

Method	Description
Single Amount	Enter one total for the tender. Best when totals are readily available (e.g., from a bank POS terminal).
Multiple Amounts	Enter multiple individual amounts (e.g., 20 separate cheques). Quasar totals them.
Denomination	Enter quantities of each denomination (pennies, nickels, dimes, quarters, etc.). Quasar calculates the total. Requires denominations to be set up on the Tender Master.

Deposit Time (Per Tender)

Set via Tender Master → Accounts tab:

Option	Behaviour
Deposit Manually	No automatic deposit — you create bank deposits manually when ready.
Deposit at Day-End	One deposit per tender per day, combining all stations/employees.
Deposit at Reconcile	Each station/employee creates a direct deposit when they reconcile.

Cash Reconcile Steps

The reconciliation process starts at the POS workstation and ends with the Reconcile Wizard in Quasar Accounting.

Step 1 — Print Tender List (POS)

Before ringing off, print the Tender List from the POS. This report lists every tender received (cheques, Visa, MasterCard, Debit, AR charges) sorted by amount. Compare each entry against your physical slips and strike through matches.

Tip: If you discover tender-type errors (e.g., tendered to Visa when the customer paid by Debit), do not worry — count what you actually have. Quasar corrects the tender automatically during reconciliation. AR errors must be corrected separately.

Step 2 — Ringoff the POS Station

Perform the Ringoff (Z reading) at the POS. This:

Closes the work shift for the station
Displays current transaction information
Clears the current transaction file
Creates a shift record in Quasar Accounting

Note: If transactions were entered from the back office (tender transfers in or out, tender adjustments), these appear as “Exchange” type transactions on the ringoff slip.

Step 3 — Tender Count (POS)

Use the Tender Count function at the POS to count your tenders. Follow the prompts for each denomination or tender type, advancing forward or back through each entry as needed.

Count exactly what you physically have. Quasar calculates the over/short based on your count versus expected totals.

Tip: If preferred, tender counts can also be entered in the Reconcile Wizard in Quasar Accounting instead of at the POS.

Step 4 — Organize Ringoff Materials

Bundle the following for the reconcile staff:

Tender List printout
Ringoff slip
Tender Count printout
Card signature slips (Visa, MasterCard, Amex)
Charge signature slips (AR)
Cash, cheques, and other physical tenders

Step 5 — Reconcile Wizard (Quasar Accounting)

Access via Sales → Reconcile Wizard.

The Reconcile Wizard is a six-page wizard that walks you through the full reconciliation:

Page	Purpose
1. Store Selection	Pick the store to reconcile
2. Dates	Set the work date(s) for the reconciliation
3. Reconcile	Review shifts for each station/employee and view expected tender totals
4. Count	Enter or verify physical tender counts (if not done at POS)
5. Summary	Review over/short amounts by tender
6. Finalize	Post the reconciliation — creates tender adjustments (over/short), tender transfers (to safe), and bank deposits

Tender Transfers

Use Tender Transfers to move cash (or other tenders) between stations or employees during the day. Common uses include cash pickups from a register to the safe, or floating cash into a new register.

Screen	Access	Purpose
Tender Transfer	Sales → Tender Transfer	Move tenders between stations or employees

Tender transfers appear as “Exchange” transactions on the ringoff report.

Tender Adjustments

Use Tender Adjustments to receive cash into or remove cash from a station or employee. These transactions record over/short corrections and are also generated automatically by the Reconcile Wizard.

Screen	Access	Purpose
Tender Adjustment	Sales → Tender Adjustment	Adjust tenders for a station or employee

Day-End Workflow Summary

Step	Where	Action
1	POS	Print Tender List
2	POS	Ringoff / Z Reading
3	POS	Tender Count
4	Physical	Bundle slips + tenders for office
5	Quasar	Reconcile Wizard → Finalize

Related Chapters

Chapter 3 — Store Master (Ledger tab: reconcile method, timing, safe station/employee)
Chapter 21 — Cheques & Banking (Bank Reconciliation)
Chapter 23 — Accounts Receivable