Negative Cash Balance at EOD / on DSR
Understanding Negative Cash Balance
This article will explain what is meant by a negative cash balance both for the actual totals at EOD, and the Cash column of the Receipts section of the Daily Sales Report.
For further explanation on everything in the Daily Sales Report, consult this article: Reports - Sales Reports - Daily Sales Report - DSR
EOD System Totals
Daily Sales Report - Receipts Section
Mainly, it is important to understand that negative cash balance is fairly normal and not cause for concern.
Explanation
A negative cash balance occurs when the amount a restaurant pays out in server tips is greater than the amount of overall cash sales for that night.
- To make these calculations, the assumed starting balance of a cash drawer is 0*
- This is to monitor the balance of ALL cash received vs ALL cash paid out to employee tips for a singular journal date.
*If you want to edit a cash drawers starting balance:
Examples:
- If an employee is owed $200 in cash tips and $200 was paid out from the drawer, you arrive back at 0.
- If employees in total are paid out $1000 for a night, and the restaurant only had $900 in total cash sales , you would arrive at a -$100 cash balance.
Investigation
Using Daily Sales Report (DSR)
- You can verify the amount of total cash sales VS total amount of
tips at a glance by viewing the "Bank Deposits" section of the DSR.
- You will see that the column for Cash Total shows
- Base - total cash sales for that journal date
- Tip - total tips paid out to employees for that journal date
- Total - The system's calculation between those two numbers
- Actual - What was physically counted and input in actual totals when running EOD, and what goes into the actual column for cash in the receipts section of the DSR as well.
Do
note that actual cash totals are limited in the ability to be
externally investigated by a tech, due to the fact this actual total
derives from what was physically counted on site when EOD was ran.
Employee Checkout Details
- There are 2 main ways to verify the details of employee checkout totals if you need:
- Deposit #1 on Daily Sales Report - typically reserved for Cash payments and will give the cash due totaled from printed employee checkouts.
- Employee Payment Summary Report - Via manager console, reports > employees > employee payment summary report.
- This will allow you to see CC and cash sales and tips and show what the final checkout amount was for each employee.
- A positive checkout total is what the employee is owed, A negative checkout total is what the employee owes back to the restaurant.
- If the "checkout" box is missing, you can manually calculate the checkout total by following this article: Calculate Missed Employee Checkout