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The counter: cashiering and supervisor approvals

Cashiering: open a session on a drawer with a float, find the account, take cash, check, card or money order, take a deposit, ask for a void, and close with the count. Cash Approvals: a supervisor approves voids and closes — never their own.

A day at the counter

  1. Open CRM › Utilities › Utility Cashiering & Payments › Cashiering.
  2. Under Open a cash session, choose the Drawer and enter the Float, then press Open session. A drawer in use by somebody else says so.
  3. Find the account by Account number, name, telephone or address and press Find. The account shows what it owes, what is past due, and a life support flag.
  4. Enter the Amount and the Tender — cash, check (with the Check number), card (Card last four only) or money order — and press Take payment. The payment is spread over the account’s open bills, oldest due first; anything over becomes a credit on the account.
  5. Take as deposit takes the amount as a deposit held on the account, not as a payment of its bills.
  6. To undo a payment, press Ask for void on it and say why. A supervisor approves it.
  7. At the end of the day, enter Cash counted and Checks counted and press Close the session. The session shows cash expected and the over or short; a supervisor approves the close.

Utility Payments › Record a mailed payment records a check, money order or ACH that came by post, with the account, amount, check number and reference. Ask for a void is on its row too.

Cash Approvals (supervisor)

  • Cash Approvals lists the voids cashiers asked for and the drawer closes waiting: the payment, the session, the amount, why, who asked, the cashier, and for a close the expected, counted and over / short.
  • Approve void reverses the payment’s receipts: each is undone by a negative receipt with its own journal, the invoice’s paid amount goes back down, and the payment row keeps both. Nothing is deleted.
  • Refuse void leaves the payment as it was.
  • Approve close records the Bank deposit slip and closes the session.
  • A supervisor cannot approve a void they asked for, a payment they took, or the close of their own session. Another supervisor must.

Cash Sessions keeps every session with its float, takings, count, over or short and who approved the close. Cash Drawers lists the drawers (Code, Name, Where).