Guide to Running Till Reconciliation Reports

Till Reconciliation Reports are a vital end-of-day control mechanism for both the Parts and Service departments. They provide a record of daily transactions, including payments received via cash, cheque, card, or account, and help ensure accurate banking and audit compliance. These reports should be run daily, typically at the end of the working day, and submitted to the accounts team alongside all associated takings and documents.

This guide outlines how to generate, use, and interpret the till reconciliation reports in both departments.

Part 1: Parts Department Till Reconciliation

How to Run the Report

1. From the main menu, select the Parts dropdown.

2. Click on Parts Manager's Toolkit.

3. Select the Till Reconciliation icon.

The system will default to the current date.

4. Click Report to generate the report.

You will typically see a two-page report:

• Page 1 – Parts Department Till Reconciliation Sheet

• Page 2 – Invoice Summary Sheet

  If there are many sales, additional pages may be included.

What the Report Shows

• A breakdown of all invoices taken that day.

• The payment method for each (cash, cheque, card, or account).

End-of-Day Process

1. Match the receipts (cash, cheques, card slips) with the report.

2. Place the following into an envelope, bag, or folder:

   • All money and receipts

   • The till reconciliation report

   • Any relevant invoices

3. Submit to the Accounts Department at the end of the day or first thing the next morning.

Part 2: Workshop Till Reconciliation

How to Run the Report

1. From the main menu, select the Workshop dropdown.

2. Click on Service Manager's Toolkit.

3. Select the Till Reconciliation icon.

The system will default to the current date.

4. Click Report to generate the report.

You will typically see a two-page report:

• Page 1 – Service Department Till Reconciliation Sheet

• Page 2 – Jobs Invoiced But Not Released

If there are no unreleased invoices, the second page will show only headings with no dataScript - 12a  Till Reco….

What the Report Shows

• All service invoices for the day and their payment methods.

• A separate sheet highlighting jobs that were invoiced but not yet released.

These unreleased jobs should be reviewed to ensure they are finalised correctly.

End-of-Day Process

1. Check all paid jobs have been released.

2. Run PDQ Z totals for both Service and Parts terminals.

3. Match receipts (cash, cheques, card slips) to the reconciliation sheet.

4. Place the following into a secure envelope or folder:

   • All cash, cheques, and card receipts

   • Till reconciliation report

   • Any physical invoices

5. Submit to Accounts at close of business or the next morning.

If any discrepancies or issues are noted (e.g. missing receipts or errors), these should be written directly on the till reconciliation sheet for the accounts team to review.

Summary Checklist

By following this guide daily, departments can ensure their financial records are accurate, traceable, and complete, reducing the risk of cash handling errors and aiding internal auditing procedures.