Entering a New Safe Count

This article is part of Safe Counts and covers entering a new safe count.

When creating a safe count, users must enter all the necessary cash information to log the count. In addition to adding the total bill and coin amounts, users entering safe counts can add paid outs, paid ins, and change orders that will calculate into the count total and help determine the over/short amount. If necessary, attachments can be uploaded to the safe count.

The over/short amount is determined by calculating how much over or short the Safe Count total is compared to the Expected total. Expected totals reflect the amount set when configuring safe count settings. Read more about safe count settings, here.

Safe count entries are for tracking purposes only. The cash totals, including paid outs, paid ins, change orders, and any attachments or over/short calculations are not connected to any other feature in R365.

Navigation

To open a new Safe Count form, click the +Create button  in the top right corner of the Safe Counts page. This will open the New Safe Count form.

New Safe Count Form

To enter a Safe Count, users must complete the New Safe Count Form as necessary based on the Cash count of the Safe. 

The New Safe Count Form is broken up into the following sections:

• Details

• Bills

• Coin Rolls

• Loose Change

• Paid Out

• Paid In

• Change Order

• Comments

• Totals

Details

In the details section, users would include necessary information about the safe count.

Bills

In the Bills section, users can enter the totals each denomination of bills included in the Safe Count. Users can either enter the number of bills (Count) or the total dollar amount that the number of bills totals to (Amount). When one field is entered, the opposite field will update with the corresponding value. 

The Bill Total dollar amount will update as this section is completed. 

Coin Rolls

In the Coin Rolls section, users can enter the totals of each denomination of coins in the safe Count. Users can either enter the number of coin rolls (Count) or the total dollar amount that the number of coin rolls totals to (Amount). When one field is entered, the opposite field will update with the corresponding value.

The Roll Total dollar amount will update as this section is completed.

Loose Change

In this section, users can enter the total dollar amount of loose change in the count. This section is for all additional loose coins that may not have made it into a coin roll. 

Paid Out

In this section, users can enter the amount of any cash paid out from the safe as well as upload any necessary attachments, like receipts.  Values entered in this section are positive totals and will add to the safe balance.

This section should only be completed for paid outs that are not being handled in the POS system. 

Paid In

This section allows users to enter the amount of any cash paid in to the safe as well as upload any necessary attachments.  Values entered in this section are negative totals and will subtract from the safe balance.

This section should only be completed for Paid Ins that are not being handled in the POS system.

Change Order

This section allows users to enter the amount of any change orders made from the safe as well as upload any necessary attachments. Values entered in this section are positive totals and will add to the safe balance. 

Comments

This section allows users to leave any necessary comments or notes about the Safe Count for other users to read. Here, users can add any additional context to a safe count, if needed. 

Totals

The totals section shows the calculated safe count totals.

At the bottom of the Safe Counts form, users will see the following:

Saving a Safe Count Form

To save a safe count form, first review the information entered in the form as well as the calculated Safe Count Total, Expected amount,  and the Over/Short. After reviewing the form, check the box labeled 'I confirm that these numbers are accurate.'

Users cannot save the safe count without clicking the confirmation checkbox.  When Save  is clicked before the checkbox is checked, the system will prompt the user to confirm before saving.

Once saved, the safe count entry will be logged in the safe counts list. The form can be opened and referred to when necessary.