In the world of business, staying on top of your finances is crucial. The Cash Up feature is a handy tool that can make this process smoother, but like any tool, it comes with its questions and quirks.

In this article, we've put together a simple guide to address the common questions (FAQs) and troubleshooting tips related to the Cash Up feature. Whether you're a business pro or just starting out, we'll help you tackle any issues and make the most of this useful financial tool. Let's dive in and simplify the world of Revenue Management.

If you can't find what you're looking for, Click Here to get in touch with Centegra. We're here to assist.

Frequently Asked Questions

Troubleshooting

Frequently Asked Questions

How Do I Add A New Payment Type Into The Cash Up Process?

When a new payment media is introduced at the POS or for any integrated remote sales channel, the payment media must be added into the cash up process. 

• Step 1: Configure The Payment Media
• Step 2: Create The Deposit Accounts
• Step 3: Create The Count Denomination(s)
• Step 4: Add To The Cash Up Count Template

Step 1: Configure The Payment Media

The first step is to Update The New Payment Media to assign it to a Media Type within Centegra Plus. (This may have already been done when the media was created previously.) 

For more information on this process, Click Here

Step 2: Create The Deposit Accounts

The next step is to create the account that counts against this payment type should get deposited to when the cash up gets approved.  

To do this: 

• Create A New Chart Account with the following settings: 
  • Chart Code: Enter your company code for this account. This may be your companies GL code for payments of this type, or a generic code if no GL code is required. 
  • Name: Enter the name of this account.
  • Type: Select the account type as either:
    • Cash - If adding the payment type CASH and declaring cash deposits to the bank manually.
    • Bank - For all other payment types that require auto-deposit generation. 
  • Group: Select Current Assets.
  • Media Type: Select the same media type as defined against the media in the previous step.
• Then, Create The Linked Site Accounts at all sites where this new payment media will be used. 

Step 3: Create The Count Denomination(s)

The third step is to Create A New Denomination that will eventually be added into the sites cash up count templates for users to enter counts against. 

Step 4: Add To The Cash Up Count Template

The final step is to Update The Cash Up Count Template at each site, to add the new denomination. 

When adding the line to the cash count template, as a minimum: 

• Denomination: Select the denomination created previously above.
• Account: Select the site account created above.

Additional options can also be defined if required.

Troubleshooting

I'm Unable To Approve My Cash Up.

To ensure data integrity, when approving a cash up there are many checks put in place. If any of these checks fail, you may see an error message below preventing the cash up from approving:

• I cannot see the [APPROVE] button.
• I'm getting the message: "Day Notes Are Incomplete..."
• I'm getting the message: "Cash ups must be approved in order..."
• I'm getting the message "Cash up cannot be approves due to a payments imbalance..." (1 of 2)
• I'm getting the message "Cash up cannot be approves due to a payments imbalance..." (2 of 2)
• I'm getting the message "Transaction Exceptions have been found..."

If you are still unable to approve your cash up, Contact Centegra. 

I cannot see the [APPROVE] button.

If you cannot see the [APPROVE] button within the cash up page, your user profile currently does not have access to the cash up approval process. For more information, Click Here

I'm getting the message: "Day Notes Are Incomplete..."

When selecting the [APPROVE] button, you may see the following message:

Day notes are incomplete for <Day Note Name>

This occurs if you have a Cash Up Day Note that is configured as mandatory, but it has not been entered. Scroll down to the Day Notes section of the cash up and enter the cash up day notes as required.  

I'm getting the message: "Cash ups must be approved in order..."

When selecting the [APPROVE] button, you may see the following message:

Cash ups must be approved in order. You cannot approve this cash up yet, as you have a previous cash up for this till/site which requires approval first.

This occurs if there is a previous cash up that has not yet been approved, as cash ups must be approved in chronological order. Select [CANCEL]to exit the current cash up, and then access and approve the previous cash up that needs to be approved.  

If you have a backlog of cash ups requiring approval, the cash up section only shows cash ups ending in the past 30 days by default, so you may need to Perform A Search to locate the older cash ups that still require approval. 

I'm getting the message "Cash up cannot be approves due to a payments imbalance..." (1 of 2)

When selecting the [APPROVE] button, you may see the following message:

Cash up cannot be approved due to a payments imbalance. Typically, this is a result of new payment media being used. The following media have no media type assigned: <Payment Media Name>. To resolve this, assign any new media to a media type and configure for revenue management. Alternatively, contact your head office to configure this for you. If the issue remains, email help@centegra.co.uk with a screenshot of this page.

This occurs when a new payment media has been used within the date range of the cash up, but the payment media has not been configured within the cash up process. The message will list any media not yet configured for your company.

To resolve this, you need to Configure The New Media For Cash Up. 

I'm getting the message "Cash up cannot be approves due to a payments imbalance..." (2 of 2)

When selecting the [APPROVE] button, you may see the following message:

Cash up cannot be approved due to a payments imbalance. To report this, please email help@centegra.co.uk with a screenshot of this page.

This occurs when the sum of product sales does not match the sum of sales payments the cash up date range. If you see this message, Contact Centegra with details of the cash up. 

I'm getting the message "Transaction Exceptions have been found..."

When selecting the [APPROVE] button, you may see the following message:

Transaction Exceptions for this Cash Up have been found. This has automatically been logged with Centegra to be resolved within the next 24 hours, for the time being save in Counted state. For further details, please email help@centegra.co.uk

When transactions are processed into Centegra Plus from the various sales channels, many checks are performed to ensure that the sale meets requirements. Occasionally, a transaction may not meet all requirements so is set aside as an exception for review and you can't approve the cash up until this is done.

If you see this message, Contact Centegra with details of the cash up. 

My Cash Up Has Incorrect Dates Assigned

Each cash up has three dates assigned to it. If you notice that any of these are incorrect, the following information may help you correct the date: 

• Start Date & Time
• End Date & Time
• Sales Date

Start Date & Time

The start date is the date and time at which the cash up starts. Sales after this time (up until the end date) will be included in the cash ups expected total.

The cash up start date is automatically populated based on the end time of the cash up before it. Therefore, if the start date of this cash up is incorrect, the end date of the previous cash up is likely to be incorrect. 

If this is the case, you will need to: 

• Delete the current cash up.
• Unapprove the previous cash up (if the end date is incorrect).
• Delete the previous cash up.
• Recreate the previous cash up with the correct end date. 
• Recreate the current cash up, which should now have the correct start date. 

End Date & Time

The end date is the date and time at which the cash up ends. Sales up until this time (from the start date) will be included in the cash up expected values.

The cash up end date is either: 

• Defined manually when creating a cash up via Centegra Plus. 
• Defined automatically when creating a cash up via the POS or by using the Quick Cash Up Feature. 

The end date of a cash up cannot be edited, so if the end date is correct, you will need to: 

• Delete the current cash up.
• Recreate the current cash up with the correct end date. 

If you find that cash ups generated using the Quick Cash Up Feature are creating with the incorrect end date, Contact Centegra for assistance.

Sales Date

The Sales Date is the trading day that the cash up relates to, and is used to associate the cash up to other areas of the Revenue Management. For example, bank deposits also capture the sales date, so as to reconcile the deposits against cash ups with the same sales date. 

If the Sales Date within a cash up is incorrect, you can adjust this within the cash up when the cash up is in Pending state. If the cash up has already been approved, you can Unapprove The Cash Up to make this change. 

Note that the Sales Date must fall between the cash up start date and time, and cash up end date and time, where that the sale date times are based on your companies Reporting Day configuration. 

"Cash Up Gross" & "Sales Date Gross" Do Not Match In Reports.

In the Cash Up Summary Report, there are two columns showing gross sale amounts: 

• Sales Date Gross: The total gross sales received on the sales date shown. 
• Cash Up Gross: The total gross sales received within the date range of each individual cash up that is linked to the sales date shown. 

In general these totals should match, however, if you notice an unexpected difference in these totals it highlights that at least one cash up assigned to the sales date shown has an incorrect date range assigned as sales from a difference sales date are being captured.