FAQ: Cash Drawer Reconciliation

Cash drawer reconciliation is the process of verifying and balancing the amount of cash, checks, and credit/debit card and other payments received at the close of business or shift change and creates accountability of the day’s (or shift’s) transactions. eLube recommends performing the cash drawer reconciliation every day (or end of shift) of all cash drawers to ensure proper control and monitoring of business funds and reliable accounting records.

The process of opening and selecting the appropriate cash drawer is broken down by the separate eLube software modules while the actual reconciliation process is detailed at the end of the document as it is the same for each module.

Select Cash Drawer Business Operations (eLube)

1. Open Business Operations (eLube) software

2. Select ‘Operations’ tab

3. Select ‘Cash Reconciliation (Ctrl+F7)’
   
   

   Open

   

    

   1. Select ‘Search (F7)’
      
      

      Open

      

       

   2. Highlight desired cash drawer

   3. Select ‘Ok (F5)’
      
      

Select Cash Drawer in eLube (Back Office)

1. Open eLube software

2. Select ‘Business Management’ from top panel menu

3. Select ‘Cash Management’ from left panel menu

4. Click on ‘Cash Reconciliation’
   
   

    

5. Select ‘Search (F7)’
   
   

    

   1. Highlight desired cash drawer

   2. Select ‘Ok (F5)’
      
      

Reconcile Cash Drawer (This Drawer Option)

If “Use Detailed Starting Drawer” option IS NOT enabled within Store’s Business Operations Cash Settings

1. This Drawer: Enter each counted amount from drawer contents

   1. If ten (10) dimes are counted, enter 10 not 1.00

   2. If three (3) Half Dollars are counted, enter 3 not 1.50

2. Cash
   
   

    

   1. Expected Total: Displays total amount of cash recorded based on transactions

   2. Counted Total: Displays total amount recorded based on entries in This Drawer column

   3. Difference: Displays value (Even, Short, or Over) between Expected Total and Counted Total

3. Checks
   
   

    

   1. Expected Total: Displays total of checks recorded based on transactions

   2. Counted Total: Displays total amount of checks based on selection(s)

   3. Select Counted Total to display checks received (Figure 1)

      1. Select each check confirmed in cash drawer (Figure 2)

      2. Select ‘OK (F5)’
         
         

          

   4. Difference: Displays value (Even, Short, or Over) between Expected Total and Counted Total

4. Credit & Debit Cards

   1. Expected Total: Displays total of credit/debit card payments based on transactions

   2. Counted Total: Displays total amount of credit/debit payments based on selection(s)

   3. Select Counted Total to display credit/debit card payments
      
      

       

      1. Select each transaction confirmed with receipt(s)
         
         

          

      2. Select ‘OK (F5)’

   4. Difference: Displays value (Even, Short, or Over) between Expected Total and Counted Total

5. Gift Certificates & Gift Cards

   1. Expected Total: Displays total of gift certificate/card payments based on transactions

   2. Counted Total: Displays total amount of gift certificate/card payments based on selection(s)

      1. Select ‘Counted Total’ to display gift certificate/card payments
         
         

          

      2. Select each transaction confirmed with receipt(s)
         
         

          

      3. Select ‘OK (F5)’

   3. Difference: Displays value (Even, Short, or Over) between Expected Total and Counted Total

   4. Other (External Terminal, WebPay, and any payment methods created as Other within eLube)

      1. Expected Total: Displays total of other payment types as set within eLube software

      2. Counted Total: Displays total amount of other payment types based on selection(s)

      3. Select ‘Counted Total’ to display other payments
         
         

          

      4. Select each transaction confirmed with receipt(s)
         
         

          

      5. Select ‘OK (F5)’

   5. Difference: Displays value (Even, Short, or Over) between Expected Total and Counted Total

6. Grand Total (Fields are not editable!)
   
   

    

   1. Expected Total: Displays grand total of Cash, Checks, Credit & Debit Cards, Gift Certificates & Gift Cards, and Other payments. Automatically updates as each section is completed.

   2. Counted Total: Displays total amount of physical count of cash and selections of Checks, Credit & Debit Cards, Gift Certificates & Gift Cards, and Other payments. Automatically updates as each section is completed.

   3. Difference: Displays value (Even, Short, or Over) between Expected Total and Counted Total prompting user to double-check entries and/or selections. Automatically updates as each section is completed.
      
      

       

7. Adjustment Reason: Enter brief explanation for over/under adjustment amount

8. Next Starting Amt: Defaults to pre-set amount; however, editing the next starting amount is possible

9. Cash Deposit: Enter total amount of cash to be deposited into the bank account

10. Check Deposit: Enter total amount of checks to be deposited into the bank account

11. Total Deposit: Automatically displays total of Cash and Check Deposit entries

12. Deposit Type: Not in use

13. Deposit Bag: Optional entry for deposit bag number or descriptions

14. Trustee: Select desired clocked-in employee from drop-down menu. Optional entry provided “Is Trustee Required” is NOT enabled within Store’s Business Operations Cash Settings

15. Select ‘Save (F5)’
    
    

     

16. Drawer has been Reconciled: Select ‘OK’
    
    

     

17. Select ‘Close (Esc)’

Reconcile Cash Drawer

If “Use Detailed Starting Drawer” option IS enabled within Store’s Business Operations Cash Settings

1. This Drawer: Enter each counted amount from drawer contents

   1. If ten (10) dimes are counted, enter 10 not 1.00

   2. If three (3) Half Dollars are counted, enter 3 not 1.50

2. Next Drawer: Enter each counted amount for use in next drawer

   1. If ten (10) dimes are to be used, enter 10 not 1.00

   2. If three (3) quarters are to be used, enter 3 not .75

3. Cash

   1. Expected Total: Displays total amount of cash recorded based on transactions

      1. Counted Total: Displays total amount recorded based on entries in This Drawer column

      2. Difference: Displays value (Even, Short, or Over) between Expected Total and Counted Total
         
         

          

4. Checks

   1. Expected Total: Displays total of checks recorded based on transactions

   2. Counted Total: Displays total amount of checks based on selection(s)

   3. Select Counted Total to display checks received
      
      

       

      1. Select each check confirmed in cash drawer
         
         

          

      2. Select ‘OK (F5)’

   4. Difference: Displays value (Even, Short, or Over) between Expected Total and Counted Total

5. Credit & Debit Cards

   1. Expected Total: Displays total of credit/debit card payments based on transactions

   2. Counted Total: Displays total amount of credit/debit payments based on selection(s)

      1. Select Counted Total to display credit/debit card payments
         
         

          

      2. Select each transaction confirmed with receipt(s)
         
         

          

      3. Select ‘OK (F5)’

   3. Difference: Displays value (Even, Short, or Over) between Expected Total and Counted Total

6. Gift Certificates & Gift Cards (only Gift Certificates are available in eLube)

   1. Expected Total: Displays total of gift certificate/card payments based on transactions

   2. Counted Total: Displays total amount of gift certificate/card payments based on selection(s)

   3. Select Counted Total to display gift certificate/card payments
      
      

       

      1. Select each transaction confirmed with receipt(s)
         
         

          

      2. Select ‘OK (F5)’

   4. Difference: Displays value (Even, Short, or Over) between Expected Total and Counted Total

7. Other (External Terminal, WebPay, and any payment methods created as Other within eLube)

   1. Expected Total: Displays total of other payment types as set within eLube software

   2. Counted Total: Displays total amount of other payment types based on selection(s)

      1. Select Counted Total to display other payments
         
         

          

      2. Select each transaction confirmed with receipt(s)
         
         

          

      3. Select ‘OK (F5)’

   3. Difference: Displays value (Even, Short, or Over) between Expected Total and Counted Total

8. Grand Total
   
   

    

   1. Expected Total: Displays grand total of Cash, Checks, Credit& Debit Cards, Gift Certificates & Gift Cards, and Other fields

   2. Counted Total: Displays total amount of physical count of cash and selections of Checks, Credit/Debit, Gift Certs/Cards, and Other payments

   3. Difference: Displays value (Even, Short, or Over) between Expected Total and Counted Total
      
      

       

9. Adjustment Reason: Enter brief explanation for over/under adjustment amount
   
   

    

   1. Next Starting Amt: Defaults to total of values entered in Next Drawer fields. Not editable.

   2. Cash Deposit: Enter total amount of cash to be deposited into the bank account

   3. Check Deposit: Enter total amount of checks to be deposited into the bank account

   4. Total Deposit: Automatically displays total of Cash and Check Deposit entries

   5. Deposit Type: Not in use

   6. Deposit Bag: Optional entry for deposit bag number or descriptions

   7. Trustee: Select desired clocked-in employee from drop-down menu. Optional entry provided “Is Trustee Required” is NOT enabled within Store’s Business Operations Cash Settings

   8. Select ‘Save (F5)’
      
      

       

10. Drawer has been Reconciled: Select ‘OK’
    
    

     

11. Select ‘Close (Esc)’