How to Reconcile the Cash Register in HANA POS

Reconciliation is a critical daily task in retail and floral businesses using HANA POS.

 It ensures that the cash drawer is accurately balanced at the end of each day and that the system’s financial records align with the actual cash on hand. 

It also helps set the starting balance for the next business day.

This article provides a complete breakdown of the Reconcile Cash Drawer Balance feature, available on the Cash & Carry Page. It includes how each field works and what to expect during reconciliation.

Why Reconciliation Matters

Reconciling your cash drawer allows you to:

• Detect any discrepancies between actual and system-calculated cash

• Log cash inflow/outflow activity, including payouts

• Prevent financial errors or missed transactions

• Start the next business day with a clean, verified balance

Step-by-Step: How to Reconcile the Cash Register

Step 1: Access the Cash & Carry Page

• Navigate to New Order and select Cash & Carry from the dropdown list.

• Note: This feature is available on all pages of Hana POS, allowing quick order creation from any screen.

  The Cash & Carry Page will be displayed.

  
  

  

Step 2: Select Shop and Cash Register

Once on the Cash & Carry page:

• Shop Dropdown: Choose the relevant shop location if you manage multiple locations.

• Cash Register Dropdown: Select the cash register you're reconciling.

This ensures you're working with the correct cash drawer for the intended store and register.

Step 3: Access the reconcile page

• On the Cash and Carry Page, click Reconcile.

  • Shortcut: Press Alt + R for quick access.

The Reconcile Cash Drawer Balance Dialog will appear.

The latest date and time of the last reconciliation and the current opening balance will be displayed.

Step 4: Review Current Reconciliation Information

When you open the Reconcile panel, you’ll see an overview of the last reconciliation and current values: 

Step 5: Review Sales Summary for the Day

Next to the denomination section, you’ll see a Sales Review panel for the selected register:

Use this section to cross-check with sales activity and reconcile discrepancies, if any.

Step 6: Enter Denomination Balances

You will now enter physical cash counts based on denomination.

Denominations Available
$1, $2, $5, $10, $20, $50, $100 bills
Pennies, Nickels, Dimes, Quarters

 

How it works:

• Enter how many of each bill/coin you have in the drawer.

• As you enter values, the Actual Balance auto-calculates.

• The system compares it with the Expected Balance and shows any discrepancy.

This helps you verify if the physical cash matches what should be in the register based on your transactions.

Step 7: Reconcile and Close the Register

After verifying denomination totals and sales:

1. Click Reconcile

   • This locks in the cash count and records any difference.

   • Reconciled records are saved for reporting and audits.

     Reconciliation Formula in HANA POS

     The Expected Balance is calculated using this formula:

     Expected Balance = Open Balance + Cash Sales – Payouts

     • Open Balance: The amount of cash in the register at the start of the day. This is typically carried over from the previous day's Cash Out Balance.

     • Cash Sales: Total cash received from customer transactions during the day. This does not include credit card or check payments.

     • Payouts: Any cash that was taken out of the drawer for expenses, vendor payments, or other purposes.

   • ---

     Actual Balance

     The Actual Balance is the amount of cash physically present in the drawer, calculated after entering the denomination counts and clicking the Reconcile button.

     ---

     Discrepancy / Difference

     Difference = Expected Balance – Actual Balance

     • If the difference is 0, the drawer is balanced.

     • If the difference is positive, there is more cash than expected (over).

     • If the difference is negative, there is less cash than expected (short).

   • Discrepancies should be reviewed and resolved before closing the register to ensure financial accuracy.

     
     
     
     

2. Enter Cash Out Balance

   • Enter how much cash will remain in the drawer for the next day (this becomes the next day's Open Balance).

   • Excess cash may be removed from the drawer at this time for safe storage or deposit.

3. Click Close Cash Box

   • Finalizes the reconciliation and closes the cash register for the day.
     Once closed, the drawer is locked for transactions until the next day’s operations begin.  

What Happens Behind the Scenes

• The system saves a timestamped log of reconciliation activity for auditing.

• Differences (if any) are recorded for future reporting.

• The Cash Out Balance becomes the Open Balance for the next day's sales.

• Users with proper permissions can view reconciliation history.

Best Practices

• Always perform reconciliation at the end of each business day.
  
  

• Have a supervisor or manager review discrepancies before closing.
  
  

• Please make sure all payouts are recorded to avoid confusion regarding expected cash.
  
  

• Keep denomination counts accurate for easier audits and banking.

Troubleshooting Tips

Conclusion

Reconciliation is a daily accounting task that helps businesses track cash flow, prevent errors, and prepare registers for the next business day.