Cash-box Closure SOP – Shift Reconciliation

⏰ Step 1: Starting Shift Reconciliation

1. Access the Cash Box:

   • Unlock the cash box at the start of your shift.

   • Verify that the cash box log in Central panel is available and up to date.

2. Count the Cash:

   • Count the cash in the box, and register it doing a "Cierre de caja"

     

   • Check for any notes, receipts, or pending transactions left from the previous shift.

3. Record Opening Balance:

   • Log the starting balance in the Central Panel | Caja Chica system: Caja Chica.

   • Note any discrepancies from the previous shift and report them immediately to management via WhatsApp or the Incident Diary Book.

🔒 Step 2: Maintaining Cash Box During the Shift

• Ensure that all cash received during your shift is logged in Central Panel | Income: Income Panel.

• Keep the cash box locked when not actively handling transactions.

• Double-count cash during transactions to avoid discrepancies.

✅ Step 3: Ending Shift Reconciliation

1. Reconcile Cash:

   • Count the cash box contents at the end of your shift, recording the total for each currency.

   • Compare the total with the Central Panel | Caja Chica system to ensure all income and movements are accounted for.

2. Log Closing Balance:

   • Record the closing balance in the Central Panel | Caja Chica, ensuring it matches the physical cash count.

     

3. Report Discrepancies:

   • Note any overages or shortages in the Incident Diary Book and inform management immediately.

     

   • If cash is missing, the responsible staff member may be required to reconcile the amount.

📋 Step 4: Shift Handover

• Provide a summary of the cash box status, including:

  • Total cash balance by currency.

  • Pending transactions or notes.

  • Any reported discrepancies or incidents.

• Hand over the cash box key securely to the incoming staff member.

Best Practices

• Always double-count cash at the start and end of your shift to ensure accuracy.

• Lock the cash box after each use to prevent unauthorized access.

• Document every transaction immediately in the Income system to avoid omissions.

Reference Material

• Cash Handling and Financial Transactions SOP

• Caja Chica System Guide