Discrepancies and safe inventory
A discrepancy is any difference between what should be there and what actually turned out to be there: the cashier put less in the envelope than the till shows, the accountant counted an envelope and money was missing, a seal was broken, an envelope wasn't found during an inventory. jeCheck records the discrepancy itself, assigns a responsible person and notifies the section administrator, who makes a decision.
Where discrepancies come from
| Where | What happened | Responsible |
|---|---|---|
| Handing in an envelope | the envelope doesn't hold as much as the till shows (shift discrepancy) | cashier |
| Opening an envelope | on counting, the amount didn't match what was declared | the envelope's cashier |
| Acceptance by act | an envelope is missing, a seal is broken, the count didn't match, cash outside envelopes didn't match | sender or the envelope's cashier |
| Inventory | an envelope is missing, a seal is broken, there's more or less cash outside envelopes than on record | — |
A difference within the tolerance (small change, rounding) isn't counted as a discrepancy — the balance is simply adjusted to the actual amount. The tolerance is set in Cash storages → Rules. A broken seal becomes a discrepancy without an amount.
A shift discrepancy doesn't move money: exactly what was put in the envelope goes into the safe. All other discrepancies immediately change the storage balance to the actual amount — the balance always equals what's really there.
Discrepancy list
Acts and discrepancies → Discrepancies: the Open, Closed, All switch and the Open, total amount. The table shows the date, What happened, Where, Amount, Responsible and Decision. The number of open discrepancies is also shown on the overview — the Open discrepancies tile.
Reviewing a discrepancy
The decision is made by an employee with the Cash: settings permission — for example, the CFO of a restaurant chain or the owner of the salons.
- Open the discrepancy. Click Review in its row.
- Choose a decision: Written off as a loss, Deducted from employee, Money found (for shortages only), Accounting error or Other.
- Check the responsible person and add a comment. The responsible person is filled in automatically and can be changed.
- Click "Close discrepancy".
If Money found is chosen, the amount returns to the storage. A closed discrepancy can be brought back with the Reopen button — except when the decision was "Money found".
"Deducted from employee" only records the decision. The actual payroll deduction is made separately.
Opening envelopes
To turn the money from envelopes into regular storage cash (for example, in the main cash office before a bank deposit), open the storage and click Open envelopes. Enter the counted amount for each opened envelope and click Save count. Any difference from the declared amount becomes a discrepancy against the cashier.
Safe inventory
An inventory is a count of the whole storage with an act. It requires the Cash: counting permission for the location.
- Open the storage. On the overview, click the safe card and choose Inventory.
- Check the envelopes. In the Envelopes on record block, mark each envelope present and seal intact.
- Count the cash outside envelopes. The Cash outside envelopes — actual field — as a total or by note. Below you can see On record, Actual and the difference; if everything matches — "matches".
- Specify the committee. In the Committee field, select who is present at the count.
- Sign and complete. If signatures are turned on in the rules, sign. Click Complete and draw up act.
An envelope that isn't found gets the "Lost" status and becomes a shortage; a cash difference becomes a shortage or a surplus. All inventories are on the Acts and discrepancies → Inventories tab: clicking a row opens the inventory act in PDF.
Frequently asked questions
Who finds out about a discrepancy?
Employees with the Cash: settings permission for that location immediately get a "Shortage …" or "Surplus …" notification with the Review the discrepancy button.
How often should an inventory be run?
That's up to the company — for example, when the location manager changes or on a schedule. The inventory act number comes from the same series as handover acts.
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