Every busy day, a little money can go the wrong way: change given from the wrong bill, a GCash transfer nobody checked, a sale rung up twice. Caught the same evening, each one takes a minute to explain. Found at the end of the month, it takes an afternoon, and often it can't be explained at all.
This guide is a closing routine you can run in about ten minutes, with the reason behind each step, whether you take cash, GCash, bank transfers, cards, or all of them.
Run the steps in the same order every night
The order matters, because each step depends on the one before it. A drawer count means something only once every cash sale is recorded, and a GCash total only once every receipt is approved.
- Clear what's still waiting: open sales and unchecked receipts.
- Match each account's total to its own app.
- Count the drawer, before any cash leaves it.
- Read the day's refunds and voids.
- Save the numbers where your accountant can use them.
Start from a known float
You can't check a drawer without knowing what was in it at opening. Keep the same float every day if you can, so a wrong figure stands out on sight.
- Count it when you open, in front of whoever opens with you, and write the amount down.
- Keep small bills and coins for change, so nobody makes change from their own pocket.
- At closing, take out everything above the float, so tomorrow starts from the same number.
In Onsuki, the float is the Starting cash you enter on End of Day.
Clear what's still waiting
A sale left open or a receipt left unchecked makes every total after it wrong, and the error looks like missing money when it is only missing paperwork.
- Check out every client who was served. Look for appointments or court bookings still showing a balance.
- Approve or reject every GCash and bank receipt waiting to be checked.
- Record any payment taken outside a checkout, such as a transfer a regular sent in Messenger.
Onsuki's Unpaid list shows receipts To verify, bookings with a balance, and refunds you still owe, in one place. A payment taken another way is recorded with Mark as paid. See Payments.
Match each account to its own app
Each way you take money lands in a different place, so each needs its own check. Matching one grand total hides a GCash shortfall behind a cash overage.
| Method | Check it against |
|---|---|
| Cash | The drawer count, less the float |
| GCash | The GCash app's transactions for the day |
| Bank transfer or QR Ph | Your BDO, BPI, or other bank app |
| Card on your terminal | The terminal's settlement slip |
| Card online | Your payment gateway's dashboard |
When a row is off, first ask whether it is timing or loss. A transfer that reached your app but still waits for approval is timing, and clearing it fixes the row. A payment recorded in Onsuki with nothing behind it in your app is the one to chase, today, while the client still has the receipt.
Onsuki's End of Day lists each way you were paid with what was collected, what was refunded, the net, and the number of payments, with each of your accounts on its own row, so two GCash numbers are matched separately. If a row is off, open Sales History to find the sale, its reference, and any photo of the receipt.
Count the drawer before any cash leaves it
Expected cash is the float plus the day's cash sales, less any cash you refunded. Cash handed out for anything else, such as a supplier paid from the drawer or tips paid out at closing, is outside that figure. Count first, then take cash out, and write down what left and why.
- Matches: you're done.
- Over: usually a sale that wasn't recorded, or change not given. Find it before you bank it.
- Short: usually wrong change or a cash refund nobody recorded. Write it down even if you can't explain it yet.
In Onsuki, enter the Counted cash, and End of Day shows what's expected in the drawer and whether it matches, is over, or is short. Save the count and it records who counted and when. With more than one location, each drawer is counted on its own.
Read the day's refunds and voids
Every refund and void should have a reason someone can explain. A void is for a sale rung up by mistake; a refund is money going back to a client. Glance at both before you close, and ask about any refund nobody remembers the next morning.
In Onsuki, a void works only on a fully paid sale from the same day that has no refund and wasn't paid online, and it comes off that day's totals. Everything else is a refund, which shows under Refunded on the day it was made. The Team Activity report shows who refunded, voided, and approved what.
Keep the numbers your accountant needs
Daily counts add up to a month your accountant can trust. Keep them in one place, not split between a notebook and three group chats. Ask your accountant which receipts you need to issue and how to record them.
Onsuki's Sales report shows gross and net sales by type and payment method for any date range, and exports as a CSV. See Reports.
