If you receive a warning during a daily closing that the cash register balance is invalid, this is because you have modified daily closings in the past, which has changed the cash register balance. These changes are properly documented, but they result in the printouts of the daily closings in between containing an invalid cash register balance.
In case of an operational audit, such phenomena as invalid cash register balances are immediately flagged and the period is usually estimated. Therefore, make sure that you count the cash register balance daily and completely avoid any subsequent changes that affect the cash register balance. The reason is that a subsequent change affecting the cash register balance proves that you have not checked the cash register balances in between.
Causes
This can have several causes. In any case, however, it is due to a lack of care in cash register management.
- On this day, tips were frequently paid by card, which should have been taken from the cash register. However, this did not happen, so it was not noticed that the tip given remained in the register.
- Entries were cashed incorrectly or forgotten to be cashed.
- The actual cash balance from the previous day did not match the amount in the daily closing. Either the cash register was not counted or the difference was not corrected.
If you need to make a subsequent change for any particular reason (theft, forgotten tip withdrawals, etc.), try to document the changes thoroughly. You should then, if possible, reopen all daily closings in between, regenerate them, and reprint them. All daily closings will then be marked with a note that is traceable.
Example of a warning after a subsequent change affecting the cash register balance:
In this case, an additional cash receipt was entered before April 12, 2019, so all subsequent daily closings and already saved daily closings will contain this warning.