# Discrepancies and safe inventory

> Where cash shortages and surpluses come from, how to review them, and how to run a safe inventory with a count, a committee and an act.

Источник: https://jecheck.io/en/docs/cash/discrepancies

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.

> [!NOTE]
> 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.

1. **Open the discrepancy.** Click **Review** in its row.
2. **Choose a decision:** **Written off as a loss**, **Deducted from employee**, **Money found** (for shortages only), **Accounting error** or **Other**.
3. **Check the responsible person and add a comment.** The responsible person is filled in automatically and can be changed.
4. **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".

> [!TIP]
> "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.

1. **Open the storage.** On the overview, click the safe card and choose **Inventory**.
2. **Check the envelopes.** In the **Envelopes on record** block, mark each envelope **present** and **seal intact**.
3. **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".
4. **Specify the committee.** In the **Committee** field, select who is present at the count.
5. **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.