Reconciliation
Match your POS data with bank deposits and accounting records.
Overview
Reconciliation ensures:
- Deposits match - POS totals equal bank deposits
- Cards settled - Credit card batches reconciled
- Cash accurate - Cash drops match deposits
- No discrepancies - Over/short detected and explained
- Audit ready - Complete documentation
Reconciliation Dashboard
Daily View
┌─────────────────────────────────────────────────────────────────┐
│ RECONCILIATION January 24, 2026 │
├─────────────────────────────────────────────────────────────────┤
│ │
│ STATUS: ✓ Reconciled │
│ │
│ POS TOTALS BANK DEPOSITS │
│ ──────────────────────── ──────────────────────── │
│ Cash Sales: $1,245.00 Cash Deposit: $1,245.00 │
│ Card Sales: $3,856.25 Card Deposit: $3,748.34 │
│ Card Fees: -$107.91 (Net after fees) │
│ ──────────────────────── ──────────────────────── │
│ Net: $4,993.34 Total: $4,993.34 │
│ │
│ Variance: $0.00 ✓ │
│ │
│ BREAKDOWN │
│ ─────────────────────────────────────────────────────────── │
│ ✓ Cash reconciled - exact match │
│ ✓ Visa/MC reconciled - matched to batch 012426 │
│ ✓ AmEx reconciled - matched to deposit 012426 │
│ ✓ Discover reconciled - matched to deposit 012426 │
│ │
│ [View Details] [Export] [Close Period] │
│ │
└─────────────────────────────────────────────────────────────────┘
Types of Reconciliation
Cash Reconciliation
Match cash from POS to deposit:
┌─────────────────────────────────────────────────────────────────┐
│ CASH RECONCILIATION Jan 24, 2026 │
├─────────────────────────────────────────────────────────────────┤
│ │
│ POS CASH │
│ ─────────────────────────────────────────────────────────── │
│ Cash sales received: $1,345.00 │
│ Cash tips collected: $245.00 │
│ Total cash in: $1,590.00 │
│ │
│ Cash tips paid out: -$245.00 │
│ Starting bank: -$100.00 │
│ ─────────────────────────────────────────────────────────── │
│ Expected deposit: $1,245.00 │
│ │
│ BANK │
│ ─────────────────────────────────────────────────────────── │
│ Deposit recorded: $1,245.00 │
│ │
│ Variance: $0.00 ✓ │
│ │
└─────────────────────────────────────────────────────────────────┘
Credit Card Reconciliation
Match card sales to settlements:
┌─────────────────────────────────────────────────────────────────┐
│ CREDIT CARD RECONCILIATION Jan 24, 2026 │
├─────────────────────────────────────────────────────────────────┤
│ │
│ Card Type POS Sales Fees Expected Deposited │
│ ─────────────────────────────────────────────────────────── │
│ Visa/MC $2,856.25 -$71.41 $2,784.84 $2,784.84 ✓│
│ AmEx $756.00 -$26.46 $729.54 $729.54 ✓│
│ Discover $244.00 -$9.78 $234.22 $234.22 ✓│
│ ─────────────────────────────────────────────────────────── │
│ TOTAL $3,856.25 -$107.65 $3,748.60 $3,748.60 ✓│
│ │
│ Settlement Details: │
│ Batch ID: 012426 │
│ Settled: Jan 25, 2026 3:42 AM │
│ Bank ref: DEP012426-CC │
│ │
└─────────────────────────────────────────────────────────────────┘
Gift Card Reconciliation
Track gift card liability:
┌─────────────────────────────────────────────────────────────────┐
│ GIFT CARD RECONCILIATION January 2026 │
├─────────────────────────────────────────────────────────────────┤
│ │
│ Opening Balance: $4,250.00 │
│ │
│ Activity: │
│ ─────────────────────────────────────────────────────────── │
│ Cards sold: +$1,800.00 │
│ Cards redeemed: -$1,425.00 │
│ Adjustments: -$25.00 │
│ ─────────────────────────────────────────────────────────── │
│ Closing Balance: $4,600.00 │
│ │
│ Verification: │
│ System balance: $4,600.00 │
│ Card provider balance: $4,600.00 │
│ Variance: $0.00 ✓ │
│ │
└─────────────────────────────────────────────────────────────────┘
Matching Process
Auto-Matching
System automatically matches:
| POS Data | Bank Data | Match Rule |
|---|---|---|
| CC batch $3,748.60 | Deposit $3,748.60 | Amount + date |
| Cash drop $1,245.00 | Deposit $1,245.00 | Amount + reference |
| AmEx batch $729.54 | AmEx deposit $729.54 | Amount + merchant ID |
Manual Matching
For unmatched items:
- Go to Accounting > Reconciliation
- Find unmatched item
- Click Match
- Select corresponding bank transaction
- Confirm match
Split Matching
When one deposit covers multiple batches:
Bank Deposit: $4,978.14
Matched to:
├── Visa/MC Batch 012424: $2,784.84
├── AmEx Batch 012424: $729.54
├── Visa/MC Batch 012425: $1,463.76
└── Total: $4,978.14 ✓
Discrepancy Handling
Detecting Discrepancies
System flags:
- Over/short conditions
- Unmatched items
- Timing differences
- Amount mismatches
Over/Short Report
┌─────────────────────────────────────────────────────────────────┐
│ OVER/SHORT REPORT January 2026 │
├─────────────────────────────────────────────────────────────────┤
│ │
│ Date Type Expected Actual Variance Status │
│ ─────────────────────────────────────────────────────────── │
│ Jan 24 Cash $1,245.00 $1,245.00 $0.00 ✓ │
│ Jan 23 Cash $1,156.00 $1,154.50 -$1.50 Short │
│ Jan 22 Cash $1,089.00 $1,091.00 +$2.00 Over │
│ Jan 21 Cash $1,345.00 $1,345.00 $0.00 ✓ │
│ Jan 20 Cash $987.00 $985.00 -$2.00 Short │
│ ─────────────────────────────────────────────────────────── │
│ │
│ MTD Summary: │
│ Total Over: $2.00 │
│ Total Short: -$3.50 │
│ Net: -$1.50 │
│ │
│ Over/Short Threshold: $5.00 │
│ Incidents above threshold: 0 │
│ │
└─────────────────────────────────────────────────────────────────┘
Resolving Discrepancies
For each discrepancy:
- Investigate - Review transactions
- Document - Record explanation
- Adjust - Create correcting entry if needed
- Approve - Manager sign-off
Common Causes
| Discrepancy | Common Cause | Resolution |
|---|---|---|
| Cash short | Miscounted, incorrect change | Count training |
| Cash over | Customer left change | Document |
| Card mismatch | Tip adjustment, void | Review batch |
| Timing | Deposit next day | Wait for settlement |
Bank Feed Integration
Connecting Bank Feeds
Import transactions automatically:
- Go to Settings > Bank Connections
- Click Add Bank
- Sign in to your bank
- Select accounts
- Enable transaction import
Feed Matching
┌─────────────────────────────────────────────────────────────────┐
│ BANK FEED MATCHING │
├─────────────────────────────────────────────────────────────────┤
│ │
│ UNMATCHED BANK TRANSACTIONS (3) │
│ ─────────────────────────────────────────────────────────── │
│ │
│ Jan 25: $3,748.60 Card Services Inc │
│ [Match to CC Batch 012424] [Create Entry] [Skip] │
│ │
│ Jan 25: $1,245.00 Cash Deposit │
│ [Match to Cash Drop 012424] [Create Entry] [Skip] │
│ │
│ Jan 24: -$156.00 Supply Co │
│ [Not POS related - Skip] [Create Entry] │
│ │
│ MATCHED THIS WEEK: 14 of 17 │
│ │
└─────────────────────────────────────────────────────────────────┘
Period Close
Daily Close
End of day reconciliation:
- Review all transactions
- Match deposits
- Resolve discrepancies
- Approve day
Weekly Close
Weekly summary and review:
- All daily closes complete
- Weekly totals balanced
- Adjustments documented
- Manager approval
Monthly Close
Month-end procedures:
┌─────────────────────────────────────────────────────────────────┐
│ MONTHLY CLOSE CHECKLIST January 2026 │
├─────────────────────────────────────────────────────────────────┤
│ │
│ [✓] All daily reconciliations complete │
│ [✓] All credit card batches matched │
│ [✓] Gift card liability reconciled │
│ [✓] Over/short documented │
│ [✓] Adjustments approved │
│ [✓] Journal entries synced │
│ [ ] Manager final review │
│ [ ] Lock period │
│ │
│ Month totals: │
│ Revenue: $142,456.00 │
│ Cash deposits: $38,450.00 │
│ Card deposits: $98,456.00 │
│ Gift card change: $350.00 │
│ Over/short: -$1.50 │
│ │
│ [Complete Month Close] │
│ │
└─────────────────────────────────────────────────────────────────┘
Reports
Reconciliation Summary
| Report | Shows | Frequency |
|---|---|---|
| Daily Recap | Day's reconciliation status | Daily |
| Weekly Summary | Week totals and variances | Weekly |
| Monthly Report | Complete monthly reconciliation | Monthly |
| Over/Short | All discrepancies | On demand |
| Unmatched Items | Items needing attention | On demand |
Audit Trail
Complete history:
Reconciliation Audit - January 24, 2026
Time Action User Notes
───────────────────────────────────────────────────────────
11:00 PM Day closed System Auto close
11:02 PM Cash matched System Exact match
11:02 PM CC batch matched System Batch 012424
11:05 PM Reconciled System All matched
11:15 PM Manager approved M. Johnson Verified
Settings
Reconciliation Settings
┌─────────────────────────────────────────────────────────────────┐
│ RECONCILIATION SETTINGS │
├─────────────────────────────────────────────────────────────────┤
│ │
│ THRESHOLDS │
│ ─────────────────────────────────────────────────────────── │
│ Cash variance alert: $5.00 │
│ Card variance alert: $1.00 │
│ Review required above: $10.00 │
│ │
│ AUTO-MATCHING │
│ ─────────────────────────────────────────────────────────── │
│ [✓] Auto-match exact amounts │
│ [✓] Auto-match within 1% variance │
│ [ ] Auto-approve matched items │
│ │
│ NOTIFICATIONS │
│ ─────────────────────────────────────────────────────────── │
│ [✓] Alert on unmatched items │
│ [✓] Alert on variances above threshold │
│ [✓] Daily reconciliation summary │
│ │
│ [Save Settings] │
│ │
└─────────────────────────────────────────────────────────────────┘
Voice Commands
| Task | Say |
|---|---|
| Check status | "Hey Maximus, reconciliation status" |
| View variance | "Hey Maximus, show today's cash variance" |
| Match items | "Hey Maximus, start reconciliation" |
| Monthly close | "Hey Maximus, start month close" |
Best Practices
Daily
- Reconcile same day - Don't let items pile up
- Match all deposits - No unexplained items
- Document variances - Note reasons
- Review exceptions - Address issues promptly
Monthly
- Complete all days - No pending reconciliations
- Review trends - Watch for patterns
- Lock period - Prevent changes
- Archive reports - Keep for audits
Controls
- Segregation - Different people count and deposit
- Dual control - Two people for large amounts
- Manager review - Sign off on variances
- Documentation - Everything in writing
Quick Glossary
New to financial terms? Here's what the key terms mean:
| Term | What It Means |
|---|---|
| Reconciliation | Matching your POS sales records to what actually landed in your bank account |
| Settlement | When your credit card processor sends money to your bank (usually 1-2 days after the sale) |
| Batch | A group of credit card transactions processed together (typically once per day) |
| Variance | The difference between what you expected and what you got—ideally $0.00 |
| Over/Short | When your cash count doesn't match expected—"over" means extra cash, "short" means missing cash |
| POS Totals | The sales recorded in your point-of-sale system |
| Card Fees | The percentage your credit card processor keeps (typically 2-3% per transaction) |
| Starting Bank | The cash you keep in the register at the start of each day (e.g., $100 for making change) |
| Cash Drop | Moving cash from the register to the safe during a shift |
| Period Close | Locking a time period (day, week, month) so no more changes can be made |
Don't see a term?
Ask "Hey Maximus, what does [term] mean in accounting?" for instant explanations.
Related Guides
- Accounting Overview - Integration overview
- Journal Entries - Understanding entries
- Reports Overview - Financial reports