Here is an example of a safe log I use in excel that handles negative deposits. Negative deposits happen when our servers take in more credit card tips than cash, which is getting more and more common as credit/debit card usage continues to rise. I would be happy to send you the excel sheet if it helps.
- Negative deposits are something that I find quite often confuses newer managers. They think they are short money when in fact they can actually be long even with a negative deposit.Check out Saturday the 3rd for an example.
- Our safe balance GOAL is to be at $2500. Anything above $2500 becomes a deposit to take to the bank. If it below that, we use any cash collected to build the safe back up to $2500.
- With our excel spread sheet, we only record a safe audit in the am and at close in my store. If this were database driven, it could recorded as often as you want during a day.
- We lock our AM audit line on purpose. If we find a discrepancy in the morning we change the numbers from the night before because that is truly where the cash over/short happened.
- In order to not create a 'gap', the opening numbers have to always equal the closing numbers.
- Drawer on our sheets represents what we have in our bar drawers
- The column for Mngr Initials is accountability for which manager counted the safe last
- Ideal deposit comes from our POS system.
- Actual deposit is what we take to the bank.
- The column for Mngr Taking to Bank provides a history on which manager took the deposit out of the store and to the bank
- Cash +/- is the sum of the change in the safe from open to close + Ideal Deposit - Actual Deposit. This gives a true cash +/- while taking into account the safe changing.
- We take Checks in our location. So on Feb 10th, you will see a $7 deposit even though we are below our $2500 balance. That is because we accepted a check for $7 that day.
- The two columns to the far left are just for convenience for my closing managers. They don't really do anything but calculate a couple numbers they need. If the store keeps track of cash over short in the POS, the first column will give the proper number to post that takes into account adjusting the safe balance. The second is simply how far below the GOAL for the safe we are currently.
- We also have a spot to enter a note on every day to make a memo about something we discovered that is causing our cash to be off where it should be. For example Feb 7th, you will see we had to pay out some tip share from a previous day that was messed up so it made our safe short, but now I know exactly why if I ever have to justify that to the owners.
- Looking at this in a format like this, we can also see bounce backs very easily. For example, look at Feb 9th and 10th. We were long $50 on Friday, but on Saturday we were short $47. In reality, we most likely miscounted something Friday night and it was corrected on Saturday.
- The HS Conversions line was something I added when we used to keep track of our safe with Hot Schedules because everyone was struggling with converting rolls of coins into numbers needed to post in hot schedules.
- On a side note. I have worked in places that needed much, much larger petty cash accounts on the weekends so they would get 'extra' cash from the bank. For example it wasn't uncommon to bring in an extra $10,000 dollars in ones and fives. To handle this with this spread sheet, all we had to do was post a 'paid in' in our POS and it would make the ideal deposit reflect the money that the closing managers were responsible for.
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