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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