Short answer: Close out the same way every day. Count the cash, match each payment type to the register report, log incentives and vouchers, record what sold and what came back, and put the money in a safe place. One person signs off.
A written close-out keeps your money safe and your reports clean. Funders and incentive programs will ask for these numbers.
At the last stop
Sell or give away what will not last until tomorrow.
Pack food first, then cash, card readers and tablets.
Keep cash in a locked bag that stays with one person.
Back at base, every day
Count the cash. Subtract the starting float. Two people count when they can.
Run the register report. Match cash, card, SNAP and incentive totals to it.
Log incentives and vouchers. Record matched dollars, WIC checks and produce prescription vouchers for billing.
Record inventory. What went out, what sold and what came back. Note waste and donations.
Note what happened. Shopper count, weather, issues and anything to fix.
Secure the money. Deposit it or lock it in a safe, the same way every time.
Sign off. One person signs the close-out sheet.
If the numbers do not match
Recount before you guess.
Check for voided sales and offline payments that have not synced.
Write down the gap and the likely reason. Small gaps happen. Patterns need a fix.
