Cash Handling and Transactions SOP

Procedure Steps

💵 Step 1: Recording Cash Income

1. For each cash payment received (e.g., hotel stay, restaurant bill, tours, or souvenirs):

   

   • Double-count the cash to ensure accuracy.

   • Record the transaction in the Central Panel | Contable app by clicking Ingreso.

     

   • Complete the Income Form, selecting Cash as the payment methode with:

     Date of income

     • 

     • Guest or entity name

       

     • Payment detail (e.g., room, meal, tour)

       

     • Currency and Total amount

       

     • Activity type: Specify if it’s hotel, restaurant, tours, Airbnb apartments, or souvenirs.

       

     • For the last part, it is automaticaly registed, so no need to touch it

       

2. Any cash income recorded in the Income Form is automatically added to the Caja Chica (Cash Box) total, tracked in Central Panel | Caja Chica.

💳 Step 2: Handling Non-Income Cash Movements

1. For any non-income cash movements (e.g., money deposited or removed from the cash box):

   • Log this as a Movement in Caja Chica rather than income.

     

   • Click on The 2 arrow icon to open the form

     

   • Complete the Caja Chica Movement Form with:

     

     • Detail of movement (e.g., petty cash withdrawal or deposit)

     • Direction (money in or out)

     • Currency and Total amount

2. Ensure the movement is authorized by management or the person in charge.

🔒 Step 3: Secure Cash Box Management

1. Always double-count cash before placing it in the cash box to verify the amount.

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

3. Confirm the cash box amount at the start and end of each shift, ensuring it matches the recorded totals.

   

   • Any discrepancies must be reconciled by the responsible staff member or reported immediately.

Important Notes

• Tour Commission Payments: Refer to the Tour Commission Processing SOP for handling commission payments from agencies.

• Daily Reconciliation: The end-of-day cash reconciliation process is covered in the Daily Cash Box Reconciliation SOP.

Reference Material

• Central Panel | Contable

• Central Panel | Caja Chica