At the end of a busy day, most shop owners in Sri Lanka count the cash in the drawer and put it away. But counting is not the same as checking. Unless you compare the cash you have with the cash you should have, small shortages go unnoticed, and over a month they add up to real money.
A daily cash-up (also called till reconciliation) takes about ten minutes. This guide shows how to do one, with a worked example in rupees.
A cash-up compares two numbers at closing time:
If the two match, your records and your cash agree. If they do not, you know there is a problem the same day, while everyone still remembers what happened.
A float is the small amount of change you put in the drawer before opening, for example Rs. 5,000 in small notes and coins. Use the same amount every day and keep it separate from the day’s takings. This makes the cash-up much simpler.
Expected cash = Opening float + Cash sales + Cash received from credit customers − Cash paid out
Here is an illustrative example:
| Item | Amount |
|---|---|
| Opening float | Rs. 5,000 |
| Cash sales | Rs. 62,450 |
| Cash received from credit customers | Rs. 3,000 |
| Cash paid out (with notes) | (Rs. 1,200) |
| Expected cash | Rs. 69,250 |
Count each type of note and coin separately and write it down. It is faster and more accurate than counting a mixed pile.
| Note / coin | Quantity | Amount |
|---|---|---|
| Rs. 5,000 | 6 | Rs. 30,000 |
| Rs. 1,000 | 25 | Rs. 25,000 |
| Rs. 500 | 15 | Rs. 7,500 |
| Rs. 100 | 48 | Rs. 4,800 |
| Rs. 50 | 20 | Rs. 1,000 |
| Rs. 20 | 20 | Rs. 400 |
| Coins | Rs. 250 | |
| Counted cash | Rs. 68,950 |
Counted cash Rs. 68,950 − Expected cash Rs. 69,250 = Rs. 300 short.
Write the difference down every day, even when it is zero. A single small difference is usually a counting or change-giving mistake. A pattern is a warning sign. In this example, if the drawer is Rs. 300 short every day, that is Rs. 9,000 a month.
Then remove the float for tomorrow, and bank or safely store the rest.
Card payments do not go into the drawer, so check them against your card machine or payment provider’s report instead. The card total in your sales records should match the card total settled to your bank.
Accurate sales records are what make a cash-up possible. VeeraOne records whether each sale was cash, card or on-credit, and gives each staff member their own login, so your expected cash is based on real records rather than memory. For managing naya balances, see our guide to customer credit in a small shop, and to see what the day actually earned, read how to calculate daily profit.
Enough to give change for the first customers of the day. Many small shops use Rs. 3,000–5,000 in small notes and coins. Keep the same amount every day.
Record it too. Extra cash usually means a sale was not recorded or change was not given correctly. Over and short amounts both show your records are incomplete.
No. Check card sales separately against your card machine or payment provider’s report.
Sales, stock, staff logins and daily profit & loss in one simple app. Free plan, no card required.
Get started free