Terminology
| Terminology | Definition |
| Classes | Category of sales from the point of sale system, e.g., food & beverage |
| Tenders | Method of payment taken through the point of sale system, e.g., cash & EFTPOS |
| Entry Variance | The difference between total sales recorded and the payments received — typically caused by a data entry error |
| Cash Variance | The variance between the expected cash count and the actual cash counted — this typically represents a true cash discrepancy. |
Recording Point of Sale Manually
- Using a Z-Read from the POS system, record sales classes & tenders. You can click other classes or other tenders for more options.
- Record any petty cash under transactions for more information check out this article
- Record the physical cash counted (excluding float) in the cash count.
- Review any entry variances (total classes - total tenders) - If the variance is less than or greather than $0 there may be a data entry error.
- Review any cash variances (cash - cash count). If a cash variance exists, investigate whether it is due to a counting error or a genuine cash discrepancy before proceeding to submit.
Entry and Cash variances are mapped to a variance account - commonly called Overs and Unders - and appear as a variance line on the Profit & Loss report.
Updating Point of Sale with Integration
- Click the Update button to pull the latest data from your POS integration.
- Record any petty cash under transactions for more information check out this article
- Record the physical cash counted (excluding float) in the cash count.
- Review any entry variances (total classes - total tenders) - If the variance is less than or greather than $0 there may be a data entry error.
- Review any cash variances (cash - cash count). If a cash variance exists, investigate whether it is due to a counting error or a genuine cash discrepancy before proceeding to submit.
This icon indicates that a POS-integrated venue's data has been manually overridden. Click the Update button to refresh the data directly from your POS integration.
For more information on your POS integration mapping, check out this article.
Investigating Variances
Entry Variances are calculated by (total classes - total tenders) and will be highlighted when there is a discrepancy between the sales recorded and payments recieved.
To investigate an entry variance, compare the recorded figures with your point of sale report. If the figures match, accept the variance in the Review tab. If there is a discrepancy:
- For POS-Integrated venues, contact support@quantaco.co as your mapping integration may need updating
- For Non-POS-Integrated venues, update the data in Cashup.
Cash Variances are calculated by (cash - cash count) and will be captured in the review tab as a variance to be acknowledged prior to submit & approve.