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Recording ATM Details

This article explains how to correctly record ATM withdrawals, refills, and cash counts in Cashup. Accurate entry ensures the system correctly calculates your expected balance and highlights any variance (overs or unders).

Terminology

Terminology Definition
Opening Balance The amount of cash in the ATM at the start of the day (from previous day's cash count)
Withdrawals Cash dispensed from the ATM, entered by denomination or total
Refills Cash used to replenish the ATM, reducing the bankable amount
Cash Count Physical cash remaining in the ATM at day's end
Expected System-calculated closing cash balance based on withdrawals & refills 
Variance Difference between the Expected and actual Cash Count

 

How to Record ATM Details

Step 1: Withdrawals

Withdrawals represent the total cash dispensed from the ATM during a trade day.

  1. Run a Settlement, Transaction, or Cassette Totals report from the ATM.

  2. In Cashup, click the Withdrawals field for the relevant ATM to open the pop-up menu.

  3. Enter the Dispensed Amount for each denomination as shown on the report.

    • You can enter by denomination, or use a consolidated total in the $5 field if preferred.

  4. Click Save to close the pop-up.

  5. Confirm the Withdrawals total in Cashup matches the Total Dispensed Amount on your ATM report.

Note: Withdrawal figures must be entered daily, even if a refill was not completed.
The Opening Balance will auto-populate from the previous day’s Cash Count (or Expected Balance if unavailable).

    Step 2: Refills

    Refills are the cash amounts used to replenish the ATM float. This amount reduces the Cash Increase and Bankable totals in Cashup.

    1. Run a Refill, Transaction, or Settlement report from the ATM.

    2. In Cashup, click the Refills field to open the pop-up menu.

    3. Enter the Addition Amount for each denomination.

      • You can enter by denomination, or as a total in the $5 field if preferred.

    4. Click Save to record the refill.

    5. The Refills total will now appear in Cashup.

    Step 3: Cash Count

    The Cash Count represents the physical cash remaining in the ATM at the end of trade.

    1. Enter the total cash remaining in the ATM into the Cash Count field in Cashup.

    2. This figure becomes the Opening Balance for the next trading day.

      • If no value is entered, the Expected figure will be used instead.

    3. If refilling occurred, ensure you enter the Cash Count after the refill to maintain accuracy for the next day.

     

    Understanding Expected and Variance

    • Expected = Opening Balance – Withdrawals + Refills

      • This is the system’s calculated amount of cash that should remain in the ATM.

    • Variance = Expected – Cash Count

      • This identifies any difference between the calculated and actual cash.

      • Variances are automatically assigned to the Overs and Unders GL.

       

      FAQs

      1. What if I forget to enter the Cash Count?
      The system will use the Expected balance as the next day’s Opening Balance.

      2. Can I enter totals instead of individual denominations?
      Yes. You can use the $5 field for a consolidated total if preferred.

      3. Why must I enter withdrawals every day?
      Daily entries ensure accurate journal entries to clearing accounts and prevent mismatched balances between reports.

      4. How does a refill affect my bankable total?
      Refills reduce the bankable amount since the cash has been placed back into the ATM.

      5. What if the Expected and Cash Count don’t match?
      The difference will show as a Variance and post automatically to the Overs and Unders GL.