How to track the cash in your offices and with your guides
TourTask adds up every cash payment, expense and bank deposit, so it knows how much cash each of your sales points and each guide or seller should hold. Your staff count the cash to check it.
Switch it on
- 1
Choose the sales point
Go to Channel manager → Sales points, open one of your own sales points and switch on Track cash here.
- 2
Count the cash there now
Type how much cash there is now and click Save. From then on, every cash entry there is tracked.
For the cash a guide or a seller holds, click Track cash held by a person under Economy → Cash, choose them and type what they hold now. Only an administrator switches cash tracking on.
Count the cash
- 1
Open the count
Go to Economy → Cash and click Count on the cash box.
- 2
Type what you find
Type the cash in each currency, or click Count notes and coins.
- 3
Check it
Click Check. When it matches, the count is saved.
When it does not match, count again, or click Save with a difference and explain it. After three checks, only saving with a difference is left.
Staff count without seeing how much cash is expected. The cash a guide or a seller holds is counted by someone else.
Add or take out cash
Each needs a note. A mistake can be undone until the next count.
- Add cash: change for the box, cash brought from the bank or by the owner, or handed in by a person.
- Take out cash: an expense, a payment to a guide, driver or partner, a commission, a refund or cash taken by the owner. You can add a photo of the receipt.
- Move to another cash box: for example, when a guide hands in the cash they collected.
Taking out all the cash, cash for the owner and a bank deposit ask for a count first.
Take cash to the bank
- 1
Record the deposit
Click Take to the bank on the cash box, choose the bank account and type the amount.
- 2
Confirm it
When the bank shows the money, click Confirm in the bank under On the way to the bank. Type the bank's date, its reference and the amount it credited.
A deposit the bank credited short, or not confirmed after 5 days, waits in To review. To keep change in the box, set Change to keep in the box in Cash box settings: a deposit then suggests taking the rest.
Cash payments on bookings
- When you register a cash payment on a booking, choose in Cash put in the cash box it went into.
- A customer who pays in another currency: switch on Paid with another currency and type what they handed over and the change given.
- Refund payment on a cash payment gives the cash back from a cash box, chosen in Cash given back from.
- Pay tours and Pay commissions pay in cash from a cash box, chosen in Paid in cash from.
- Sellers in the TourTask Sales app say where the cash went, and those who hold cash for you see how much.
Check what your staff did
To review lists what someone should look at, such as counts with a difference, cash your staff took out and deposits the bank credited short. Select them and click Mark selected as reviewed.
Who is told chooses the administrators who get an e-mail about these, and about a cash box not counted by its time in Counted every day by (Cash box settings). History on a cash box lists its entries and counts, and Export downloads them as an Excel file.
Questions we get asked
So that a count really checks the cash. Administrators see it, and the users you give See cash amounts under Users → Manage.
Yes. Expenses paid from a cash box show in Monthly profit as Cash box expenses. Don't enter them again in Additional costs.
Empty the cash box, then click Stop tracking cash: a last count must find nothing. Its history stays.