Cash Tally & Deposit Process for Cash Sales

Quick Reference

• Load starting change into a Cash Box via journal entry
• Run sales on the Cashier screen
• After the event, submit a Cash Tally Sheet
• Record the deposit using Deposit Match from Pending
• If your cash count doesn't match your sales total, use a journal entry to move the difference into the correct income account

Cash sales at concession stands require a few more steps than card payments. When you ring up a cash sale, the amount is immediately counted toward your selected income account but the money isn't in the bank yet, so it sits in a pending transaction holding area. The steps below walk you through moving that money correctly from the cash box to the bank without double-counting anything.

Setting Up Your Cash Box

Your Chart of Accounts comes with a default Cash Box under Assets > Bank and Cash Accounts. You can rename it or add additional cash boxes if you run multiple concession windows. To load your starting change, create a journal entry that debits the Cash Box and credits the Bank for the amount you're putting in. This keeps both account balances accurate. A quick rule for journal entries: to increase an asset account like a cash box, debit it; to decrease an asset account like your bank, credit it.

Adding Items to the Cashier Store

Make sure your products are set up and assigned to the correct income category before the event. When adding a product, set availability to the Cashier Store if it will only be sold in person, and enter a quantity if you want the system to track inventory for you.

Running Sales

When you open the Cashier screen, select the cash box you loaded and the terminal you're using if you're also taking card payments. Ring up items and select Cash as the payment method. Each sale is logged toward your income but held as pending until you complete the deposit process.

Completing the Cash Tally Sheet

At the end of the event, count everything in the cash box including the original change fund you started with. On the Cash Tally Sheet, enter the event date and end time — use the actual event date even if you're filling it out the next day, since the system uses that date to pull the correct pending transactions. Select the cash box you used, enter your total cash count, and enter how much you're keeping in the box for the next event. The system will calculate your deposit amount automatically.

Recording the Deposit

Do not use a standard deposit transaction — it will double-count your income since the sales are already recorded. Instead, go to Accounting and create a Deposit Match from Pending transaction. Select your cash tally sheet and the system will pull in all cash transactions from that event date and compare them to your tally. If everything matches, save and you're done. If there's a discrepancy, the system will ask whether to place the difference in the Cash Tally Over/Under account — answer yes and handle it with a journal entry afterward.

Handling Over/Under Discrepancies

It's normal for your cash count to be slightly different from your rung-up total. Common reasons include customers who said "keep the change" or a busy stretch where an item was handed out but not rung up. Any difference is temporarily held in the Cash Tally Over/Under account. To clear it, create a journal entry that debits Cash Tally Over/Under and credits whatever income account makes sense for your club — Concessions, Donations, or another category of your choosing.

End of Season

To return the remaining cash box funds to the bank at the end of the season, submit a cash tally sheet with zero in the "less cash retained" field. This deposits everything back to the bank and zeros out the cash box. When you need it again, create a new journal entry to load it back up.

Correcting Mistakes

If you need to delete a cash tally sheet before it has been deposited, go to Reports > Submitted Cash Tally Sheets and omit it. The sheet stays visible as a record but is removed from your accounting. If the sheet has already been deposited, delete the deposit transaction first, then omit the cash tally sheet, and create a corrected one.

Catching Up on a Backlog

If you have a long list of undeposited pending transactions from past events, don't try to resolve them on your own. Submit a support ticket through the Help Center and the team will advise you on the best path forward.