This article will go through what a Cash Reconciliation is in Blackpurl as well as explain how to process a Cash Reconciliation


There is also a section on what User Permissions are required in order to process a Cash Reconciliation in Blackpurl



What is a Cash Reconciliation 


The Cash Reconciliation is a tool that will help you compare the Payment Methods processed in Blackpurl totals vs the actual cash and credit/debit receipts for a particular date range


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



We would recommend:


  • that at the close of business every day you balance out your Point of Sale Cash Drawers (Tills)

Please review our article - Reporting - Customer Payments (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


  • to then finalise the process we would recommend that you do a Cash Reconciliation for each days taking 

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 January 2024, that payment will appear in the Cash Reconciliation on the 21st January 2024


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 and the restrictions - please 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



 
  • Then using the Calendar > click on the date you are wanting to reconcile




For Dealerships that only have one single Cash Drawer: 


  1. Your screen will look similar to this:



Payment Type 
These are already setup in Blackpurl

These are the Payment Method options on how Customers pay their Invoices or Deposit ie by cash / Visa etc

Processed 
This is how much has been processed through Blackpurl against each Payment Type

Actual
This is a manually entered field
Users will be required to enter in an actual amount
against each Payment Type (even if it is zero)


Variance
If there is a variance between the Processed amount and the Actual amount, it will list in this column 




  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 amount for each Payment Type, click on on the relevant Payment Type line and it will list the transactions


  

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


Any variances can then be followed up by the Dealership as to why the total that Blackpurl says that you are banking for that day, does not balance out to the manual figures you have just entered in


  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



Option 1 

If you are using the Payment Accounting Method and have been through the conversion (as per this article - Payment Accounting Method Conversionthen you will be shown the journal that will go across to your accounting package 


To accept this journal entries click on  


Option 2
 
If your dealership has elected not to use the Payment Accounting Method then no journal entry option will be available to you and the Cash Reconciliation will just close out



  1. Blackpurl will change the Cash Reconciliation status to Reconciled and it will show up as green in the calendar. 

User-added image



For Dealerships that have multiple Cash Drawers 

  1. For Dealerships with multiple Cash Drawers, the Cash Reconciliation section will list similar to this:


User-added image


    
1.Viewing By
User can view by Drawer or by Transaction Type
They will just need to click on their selected view


2.
Print all Cash Drawers

This gives the User the option to print
3.Cash Drawers
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
It will give a summary of the Payment Type ie Cash/Card and Non Cash etc

5.Processed
This is how much Blackpurl is indicating 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 amount (even if it is zero)

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. Then 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 (difference between Processed and Actual), it 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 amount for each Payment Type, click on on the relevant Payment Type line and it will list the transactions


Any variances can then be followed up by the Dealership as to why the total that Blackpurl says that you are banking for that day, does not balance out to the manual figures you have just entered in

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

  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


Option 1

If you are using the Payment Accounting Method and have been through the conversion (as per this article - Payment Accounting Method Conversionthen you will be shown the journal that will go across to your accounting package 


To accept this journal entries click on  


Option 2
 
If your dealership has elected not to use the Payment Accounting Method then no journal entry option will be available to you and the Cash Reconciliation will just close out 


  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




User Permissions - Cash Reconciliation / Cash Drawers:

There are User Permissions that control who has access to Cash Reconciliations etc - System Settings > User Permissions




User-added image