Cash Register Tool
If you run a shop, café, market stall or any business that makes lots of small sales, raising an invoice for every transaction isn’t practical. The cash register takings tool lets you enter each day’s takings as a single line instead, split between cash and card.
When you save, QuickFile records each line as a paid sales invoice, with the cash and card amounts posted to the accounts you choose. Your sales, VAT and bank balances stay up to date without the extra work.
Prefer to watch?
Prefer a video walkthrough? Watch our QuickFile Cash Register Tool Explained: Manage Sales Easily tutorial on the QuickFile Help Guides YouTube channel.
Setting up the cash register
You only need to do this once. The settings tell QuickFile where to record your takings.
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Go to Sales › Enter cash register takings.
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Click Cash register settings at the top of the screen.
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Choose your defaults, then click Save. You’ll see “Advanced Settings Updated!”
- Cash Register - Client - the client record all your takings are posted to. Start typing to search. A general client such as “Daily Takings” or “Shop Sales” works well.
- Cash depositing account - the cash account (under bank overview) that your cash takings are paid into, for example Petty Cash.
- Card depositing account - the merchant account (under bank overview) that your card takings are paid into. Leave this as No Card Deposits if you only take cash.
- Sales nominal code - the nominal code your sales income is posted to. The default is General Sales.
Please note: The Card Total column only appears on the takings screen once you’ve chosen a card depositing account.
Entering your takings
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Go to Sales › Enter cash register takings.
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Check the Date. It defaults to today, but you can change it to the day the takings relate to.
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Enter a Description, for example Shop takings - Friday.
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Enter the Cash Total and, if you take card payments, the Card Total. Enter the totals including VAT.
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QuickFile works out the VAT Total and Gross for you. For example, £120.00 cash and £240.00 card gives a gross of £360.00, including VAT of £60.00 at 20%.
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To enter another day’s takings, click the green + to add a line and repeat steps 2 to 5.
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Click Save Details. You’ll see “Register Takings Saved”.
Tip: The VAT Total can be changed if it needs to be different, for example when some of the day’s sales were zero-rated. The VAT figure you save is the one used for the sale.
What happens when you save
Each line is saved as its own paid sales invoice to your cash register client, so you’ll find them in your main invoice list.
The cash and card amounts are recorded as separate payments against each invoice. The cash goes into your cash depositing account and the card amount into your card depositing account.
Tip: When you bank your cash, or your card provider pays out, record it as a transfer from that account into your bank account. See Accounting for daily takings and Handling payments from merchant accounts.
Troubleshooting
There’s no Card Total column
Open Cash register settings and choose a Card depositing account. The column appears once a card account is set.
My takings include sales at different VAT rates
Enter the correct combined VAT amount in the VAT Total box for that line, or raise an itemised sales invoice for that day instead.