Before you start reading this article, it's best to be familiar with cash and check management ( learn more ).
This article is also intended for cases of cash registers with abnormal amounts (e.g. $10,000 in cash). How do you get back on your feet once you've identified this situation? All the more so as this can have an impact on both bank reconciliation and accounting closing.
This article will give you the keys to getting things back to normal! On the program:
Visualize the problem
The first thing to do is find out if there's a visible problem. Nothing could be simpler.
Head to the Accounting > Dashboard module.
On the right, you can see what's available. The green accounts correspond to the cash registers.
Three abnormal behaviors can sometimes be observed:
- The cash register is negative;
- The fund has an unusually high amount (several hundred or thousands of euros);
- The amount does not correspond at all to what you actually have on hand.
In all three cases, checking the following points should help you put your case on the right track.
Points of attention
Forgetting the initial balance
The initial balance is your situation when you start up the software. You can find it by following this path: Settings > Accounting → Opening Balance
The question here is: did you have a cash register when you started Springly? If so, did you fill it in?
- Not ? So fill it in, then check whether your cash register has become consistent;
- Yes ? In this case, move on to the next points.
Carry out research on cash registers
You have several options for your search. Go through Accounting > Search , or Accounting > Documents > General Ledger .
By performing this operation, you will have at your disposal all the entries that have passed through the accounting category or categories in question. You should find relevant information to help you understand why the checkout is abnormal.
Data entry omissions related to collections
First of all, there's the question of collections (memberships, donations, events, store).
Entries and/or receivables may have been generated. Entries are generated when payments are indicated as received (or partially received) in collections. Claims are generated when "No payment" is written.
If you have entries in "No payment" and you have received payment, balance them.
If you don't have access to collections, you can go through Payables and receivables (or payment receivable). This is visible on the accounting dashboard. There may be entries to balance, including cash payments.
Then proceed to the bank reconciliation, which will help you identify any inconsistencies.
Two common input errors
Having read the part on bank reconciliation of the article will go a long way to helping you respond to and apprehend input errors.
An error on the means of payment
First, look for the handwriting you're unsure about. The statement of account can help you find the date and amount concerned.
You can then modify the means of payment ( modify an entry ).
A payment or reimbursement error not initiated by the association
These cases have been identified in the support.
- A volunteer had made an advance payment to the association, paying in cash. The association reimbursed the volunteer by bank transfer, but recorded a cash payment (because the volunteer paid in cash).
- Solution: distinguish between the natural person (the volunteer, who paid in cash) and the association (who reimbursed by bank transfer, which should have been entered in Springly).
- The volunteer is not reimbursed (abandonment of expenses), but the association reimburses the volunteer anyway.
- Solution :
make a voluntary contribution instead of an accounting entry
- Solution :
Rely on your bank reconciliation
If you're not clear on the subject, reading the Understanding bank reconciliation is useful.
There are several possibilities:
- You've never reconciled your entries
- You see neither deposits nor withdrawals in the reconciling entries.
- You regularly perform your reconciliation
- You see the duplicate entries
You've never reconciled your entries
We can only encourage you to do so. This article may help: Performing a bank reconciliation .
You see neither deposits nor withdrawals in the reconciling entries.
This is where bank reconciliation comes into its own.
The principle of bank reconciliation is to display only those entries that have had an impact on a bank account. If you forget to record a cash deposit or withdrawal in Springly, the entries will not appear in the bank reconciliation.
Record the information, then continue bank reconciliation until everything is consistent. If the inconsistencies persist... finish reading the article. 😉
You regularly perform your reconciliation
Be sure to identify all entries corresponding to cash deposits or withdrawals. Then click on the entries you find.
A cash journal ( CA001 in the example) must be specified. When you edit the entry, you should see the following lines "Taken from cash desk" and "Deposited at bank".
If none of these elements are present, there has probably been an input error.
You see the duplicate entries
Another great use for bank reconciliation! Simply delete the duplicate entry. It's advisable to look in detail at what each of the two entries contains, and keep the one with the most information.
Last resort
You can make an adjusting entry. This operation is performed via advanced data entry.
Let's take an example where the objective is to have a cash desk at $0 with an initial cash desk position of -$50. Direction to Accounting > Book Entry > Journal Book entry . You can then set the cash account to $0 by transferring the counterpart to account 658000. This is a relatively common operation in the accounting field.
In the same way, an excessively positive cash position can be regulated by using the offsetting account 758000.
Caution: the use of an accrual entry may be justified for small amounts. However, this operation is not recommended for large amounts.
The Springly team remains at your disposal should you require any assistance in using the software.
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