At Onslip, our goal is to make your daily operations as smooth and accurate as possible. An important part of this is the end-of-day closing. Ensuring that the figures in the cash register match your actual sales is the foundation of reliable bookkeeping and gives you full control over your business.
Sometimes discrepancies arise, meaning that the actual cash on hand differs from the Z-report. “This is sometimes due to human error, or because your network temporarily loses connection to peripheral devices.” As your partner in Customer Success, we’ve created this guide to help you quickly identify discrepancies, secure your documentation, and maintain high-quality accounting.
Reconciliation Guide
If the numbers in the report and the cash register don’t match, follow these steps to identify the discrepancy:
- Card payments: Verify that the number of card purchases in the cash register matches the records in the card terminal.
- Swish: Verify that the number of Swish purchases in the cash register matches the transactions completed in the Swish app or the business portal.
- Cash: Verify that the actual amount in the cash drawer corresponds to the recorded cash deposits.
- Period: Ensure that the Z-report covers the correct sales period (correct date and time).
- Journal: Reconcile the opening and closing cash balances against the cash journal. Review deposits, withdrawals, returns, and discounts to ensure that everything is correctly recorded.
- Documentation: Notera eventuella avvikelser tydligt. Detta underlättar vid framtida uppföljningar eller revisioner.
Find transaction records in the card terminal
In the event of an external network outage, a card terminal may, in rare cases, have a purchase approved by the bank just before the connection is lost. To ensure that no transaction is lost, the terminal then saves the purchase locally. Since the information has not yet been transferred to the cash register at that moment, a temporary discrepancy may arise in the daily closing.
- Verify the purchase: Check via the card terminal provider’s portal or the card terminal’s history to confirm that the purchase has been approved.
- Save documentation: Secure the receipt (“merchant copy”) from the terminal as proof of the transaction.
- Record the purchase: Record the purchase in the cash register using the payment method “Other terminal” to balance the report and ensure a correct daily closing.
- Note in the journal: Document the action in the cash register journal for a complete history and traceability.
If you want to optimize your network in your premises and would like advice on how to create the best possible network environment for your equipment, you can find information here
Accounting and Procedures
To maintain sound finances and comply with generally accepted accounting principles, we recommend the following procedures:
- Record transactions based on the Z-report: Always use the figures from the Z-report as the basis for your bookkeeping.
- Separate handling of discrepancies: Handle any discrepancies separately, for example in account 3710 “Cash Discrepancies,” to keep the general ledger clean.
- Structure: Use a clear chart of accounts and saved documentation to make your cash management as efficient and transparent as possible.
- Easy integration: Easily connect the cash register to Fortnox, Spiris or Bjorn Lunden to automatically sync daily closings with your accounting system.
Note: This text is general in nature. We recommend consulting with your finance manager or accounting consultant to tailor the procedures to your specific business.