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Cash Z Posting Guide

Introduction​

Cash Z's are accounting records generated when stores close their registers in Chaindrive POS. While this process doesn't directly impact store operations or customer data, it's essential for:

  • Ensuring accurate GL postings
  • Facilitating bank reconciliation
  • Maintaining financial accuracy

Accessing the System​

  1. Log into MD Accounting
  2. Navigate to: Accounting > Cash Z
  3. Default view displays all unposted Cash Z's

Understanding the Interface​

Main Dashboard​

Cash Z Main Screen

The main Cash Z screen displays crucial information including:

  • Branch (retail location)
  • Department
  • Cash ID (station/register)
  • Transaction totals
  • Variance information

Key Data Fields​

FieldDescription
SalesTotal sales for the register
ReturnsProcessed returns
Petty CashCash removed for store expenses
DepositsMoney transferred to bank or store safe
VariancesDiscrepancies between expected and actual amounts

Daily Processing Workflow​

1. Record Filtering​

Start by setting up your view:

  • Set date range to previous business day
  • Filter by specific branches if needed
  • Use "Non-Posted" view for pending transactions

2. Variance Review​

Variance Check Screen

Review these key variance types:

  • Store Deposit Variance
  • Cash Variances
  • Float Variances
  • Branch variances
Important

Variances exceeding internal threshold require investigation before posting.

3. Deposit Verification​

Deposit Information Screen

For each Cash Z record, verify:

  • Deposit amounts
  • Tender types
  • Store comments
  • Float values

4. Posting Procedures​

Option A: Batch Posting​

For records without variances:

  • Use "Post All" function
  • System performs automatic validation
  • Suitable for clean batches only
warning

The "Post All" button posts everything - use with caution!

Option B: Selective Posting​

For records with variances:

  1. Filter out variance records
  2. Post clean records first
  3. Investigate problematic records
  4. Make necessary corrections
  5. Post corrected records

Handling Variances​

Common Issues​

Investigation Steps​

  1. Check deposit tab for missing entries
  2. Review float amounts
  3. Look for missing petty cash entries
  4. Contact store if needed

Typical Variance Causes​

  • Forgotten deposit entries
  • Incorrect float amounts
  • Missing petty cash documentation
  • Inter-day timing differences

Post-Processing Verification​

GL Entry Verification​

After posting, verify these entries:

  • Sales postings
  • Cost of goods entries
  • Tax account entries
  • Deposit amounts

Best Practices​

Daily Operations​

  1. Process records daily to prevent backlog
  2. Address variances promptly
  3. Document unusual situations
  4. Maintain store communication
  5. Use filters effectively

Important Notes​

  • Changes must be made before posting
  • Post-consolidation changes are complex
  • Posted Cash Z's archive at period close
  • Process doesn't affect store operations

Tips for Success​

Efficiency Guidelines​

  • Review early in the day
  • Maintain organized documentation
  • Build good communication with stores
  • Stay current with processing
  • Address issues as they arise

Record Management​

  • Use filters effectively
  • Keep clear notes
  • Maintain audit trail
  • Document special cases
  • Follow up on recurring issues