Reconciling your cash register at the end of every shift or workday is an essential step. This process ensures that all sales and payments recorded in the POS system perfectly match the actual funds collected. It guarantees accurate financial reporting, prevents unexplained cash shortages or overages, and ensures every transaction is correctly logged.

Prerequisites for Reconciliation

To guarantee a smooth, error-free electronic payment reconciliation, ensure the following requirements are met before starting:

  • Your electronic payment terminal (such as NeoLeap) must be correctly connected to the POS system.
  • The Terminal Serial Number (specifically the first 8 digits) must be accurately entered into the POS settings within the Back Office. If this is missing or incorrect, the system will trigger errors and block the reconciliation process.

Steps to Perform Reconciliation in the POS

  1. Navigate to the Cash Register module from the POS side menu.
  2. Select Reconciliation to open the matching screen.
  3. Click Initiate. The system will instantly connect to the integrated payment terminal to pull the necessary data for reconciliation.

Understanding the Reconciliation Screen

Once you access the screen, you will see a list of reconciliation records containing the following details:

  • Reconcile ID: A unique reference number generated by the system to document the operation, combining the POS ID, Payment Terminal ID, and Stan No.
  • Terminal ID: The identification number of the POS device.
  • Date, Time, Total Amount, and Payment Type.
  • Status: Indicates whether the reconciliation is "Completed" or "Pending". You can use filters to view operations based on their status.

What Happens During and After Reconciliation?

  • Detecting Discrepancies (Disputed Amounts): The system automatically compares the amounts recorded on the cashier screen with the actual readings pulled from the payment device. (For example: it detects if the payment device collected 500 SAR while the recorded invoice is only 200 SAR). After the scan, the system displays the matched amounts and highlights any discrepancies broken down by sub-payment methods.
  • Accounting Automation (SAP Integration): Upon successful reconciliation, if your system is integrated with an ERP (like SAP), the POS automatically posts the accounting journal entry to the central financial system to record the revenue.
  • Back Office Synchronization: Once completed, all reconciliation data, transaction details, and identified discrepancies are sent to the Central Database (Central DB). This enables management and finance teams to access detailed "Reconciliation Reports" from the Back Office to review any variances between recorded sales and actual payments.