WHAT IS A CASH RECONCILIATION


The Cash Reconciliation feature will allow the comparison of Payment Methods processed in Blackpurl vs the actual cash and credit/debit receipts for a particular date range.


This feature will assist the Dealership in reconciling the days taking (for a particular date) and noting any variances.


Recommendations:

  • We would recommend that at the close of business every day you balance out your Point of Sale Cash Drawers (Tills).
See our article -How to Process the End of Day Balancing of Cash Drawers

This will ensure that your Cash Drawers are correct and you are not over or under in your cash etc.
  • Then to finalise the process we would recommend that you do a Cash Reconciliation for each days takings. 
Please note:
  • Cash Reconciliations can be done at any time ie the same day / the next day / in a weeks time etc.
It is at your discretion when (or even if) you do a Cash Reconciliation.
Just remember that it may be harder to reconcile or work out what went wrong a couple of days or weeks down the track.  
  • If you take advantage of the feature of back dating Customer Order Deposits / Payments then the backdated payment will show up on the Cash Reconciliation on the backdated date.
For example, if the Dealership backdated a Deposit payment to the 21st March 2019, that payment will appear in the Cash Reconciliation on the 21st March 2019
  • However if you try and backdate a Customer Order Deposit or Payment to a date that has already been reconciled in the Cash Reconciliation, the system will NOT allow you to select that date.
For further information on backdating Customer Order Deposits / Payment - review our article -How to Backdate Customer Order Deposits / Payments / Invoices



HOW TO PROCESS A CASH RECONCILIATION 


From the Blackpurl Header > click User-added image


User-added image 


Using the Calendar > click on the date you are wanting to reconcile.

FOR SINGLE CASH DRAWER:

  1. For Dealerships with single Cash Drawer. it will list the following:
  • Payment Type - These are already setup in Blackpurl.  These are the Payment Method on how Customers pay their invoices or Deposits ie by cash / debit etc. 
  • Processed  - This is how much Blackpurl is saying has been processed against each Payment Type.
  • Actual - This is a manually entered field.  Users will be required to enter in the actual amounts against each Payment Type.
  • Variance - If there is a variance between the Processed amount and the Actual amount, it will list in this column
User-added image
  1. Work your way down the Actual column entering the actual figures for each Payment Type making sure there is a figure in each field (even if it is zero).
TIP: To see what transactions make up the Processed amounts for each Payment Type, click on User-added imageon the relevant Payment Type line and it will list the transactions.

  

User-added image

If there are line variances they will show on the particular Payment Type line item in the Variance column and will also give a collective variance at the bottom.
  1. Once you are happy with your Cash Reconciliation, click on User-added image
A confirmation window will appear - if the changes are correct > click on User-added image


User-added image


Once the changes have been confirmed, the Cash Reconciliation for that date can never be changed or reopened.
  1. Blackpurl will change the Cash Reconciliation status to Reconciled and it will show up as green in the calendar. 

User-added image


FOR MULTIPLE CASH DRAWERS 

  1. For Dealerships with multiple cash drawers, the Cash Reconciliation section will list like this:
User-added image
1.  Viewing by - User can view by Drawer or Transaction Type - just click on the selected view
2.  Print all cash drawers - gives the User the option to print
3.  Cash Drawer - If User selects to View by Drawer - the Drawers will list down / If User selects to View by Transaction Type - then the Transaction Types will list
4.  Payment Type - gives a summary of the Payment Type (Cash/Cards and Non-Cash)
5.  Processed  - This is how much Blackpurl is saying has been processed against that Payment Type
6.  Actual This is a manually entered field and Users will be required to enter in the actual amounts
7.  Variance - If there is a variance between the Processed amount and the Actual amount, it will list in this column
  1. Each Cash Drawer will need to be reconciled.  To start click on the Cash Drawer that you wish to reconcile to open up the Transaction Type section in full.  
In our example below we are reconciling the Main cash drawer:

User-added image
  1. Work your way down the Actual column entering the actual figures for each Payment Type making sure there is a figure in each field (even if it is zero). 
If there are line variances they will show on the particular Payment Type line item in the Variance column and will give a collective variance at the bottom.

User-added image
TIP: To see what transactions make up the Processed amounts for each Payment Type, click on User-added imageon the relevant Payment Type line and it will list the transactions.
Once you are happy with this Cash Drawer Reconciliation, click on User-added image
  1. Click on User-added image to go back to the main Cash Reconciliation screen and complete Steps 2 and 3 for all Cash Drawers until all Cash Drawers have the status Reviewed.
TIP:   Cash Drawers can still be amended at any time in the Reviewed status.
  1. Once all the Cash Drawers are in Reviewed Status, it is time to reconcile the day. 
User-added image
If you are happy with all cash drawers and the relevant variances etc, click on User-added image


  1. A confirmation window will appear - if the changes are correct > click on User-added image

  

User-added image


Once the changes have been confirmed, the Cash Reconciliation for that date can not be amended/changed or reopened.
  1. Blackpurl will change the status of the Cash Reconciliation and all the Cash Drawers to Reconciled and it will show up as with a green mark in the calendar. 

  

User-added image

  

TIP:  There is an print option on the Transaction Type tab so that you can Print the summary 

User-added image


TIP: You may need to check your user permissions for Cash Reconciliation / Cash Drawers:

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