Cash drawer reconciliation with Xero FAQs

I’ve just connected my Xero account, can I send a past Kitomba Cash Drawer Reconciliation to Xero?

No. To prevent duplicate figures reaching Xero, Kitomba does not automatically send or allow you to manually send, cash drawer reconciliations prior to the date you set up our Xero intergration.

If you need to send a past cash drawer reconciliation to Xero you will need to do so using your previous process.

What do I do if my cash drawer isn’t balancing and my total difference isn’t zero?

If you’re having trouble balancing your cash drawer we recommend using the ‘Save’ option.You won’t lose any edits you’ve already made and can then check the following questions:

• Have you counted your cash correctly?
• Have you checked all the EFTPOS receipts?
• Does the amount on the EFTPOS receipts equal what was charged on the invoices? 
• Does the date and time match your transaction summary. 
• Have you entered all petty cash transactions into Kitomba? If you haven’t your actual cash could be lower than you expected.

If I can’t get the cash drawer to balance, can I still send my daily figures to Xero?

You can still send your cash drawer reconciliation to Xero if it doesn’t balance. However, if you choose to do this a ‘cash drawer variance’ amount will be sent to Xero. This serves as a balancing figure, so that both sales and payment amounts can be sent to Xero as accurately as possible.

The cash drawer variance amount will appear in Xero as an expense and by default is sent to an account in Xero created by Kitomba called ‘Cash Drawer Variance’. The purpose of this account is to highlight cash handling discrepancies and ensures that tax can be calculated correctly.

When you work out the problem, you can re-open and re-send the cash drawer reconciliation. 

What do I do if I’ve finalised and sent my cash drawer reconciliation to Xero, but there is a mistake on it?

You can edit any finalised cash drawer values by reopening the cash drawer reconciliation.

To make an edit:

1. Re-run the Kitomba Cash drawer reconciliation report for the relevant date.

2. Select Re-open on the Cash drawer Reconciliation.

3. Read the warning message that explains that re-opening, editing and re-finalising a cash drawer reconciliation will create a credit note to reverse the previous invoice sent to Xero, and a new invoice will then be created.

4. If you are OK with proceeding select OK.

5. Make the required edits.

6. Select finalise and send to Xero.

By doing this Kitomba will:

1. Reverse the previous invoice sent to Xero by creating a credit note
2. Create a new invoice in Xero with an updated summary of your cash drawer reconciliation

Tips

• If you re-open and re-finalise a cash drawer reconciliation without changing any of the values, Kitomba won’t reverse the previous invoice or send a new one.
• Each invoice Kitomba creates in Xero will reference the cash drawer reconciliation date it’s resulted from.
• Each credit note Kitomba creates (as a result of re-opening and re-finalising a cash drawer reconciliation) will reference the Xero invoice it is reversing.  

What do I do if one of the values in an expected field is zero? Can I still send my cash drawer reconciliation to Xero?

Having a $0 expected figure means that none of your clients paid with that payment type on that day. This isn’t uncommon and your cash drawer reconciliation can still be finalised and sent to Xero.

If you suspect that the $0 expected figure is wrong, check:

• all of your appointments on that date have been invoiced and
• that they were invoiced using the correct payment type
• if all of your expected values are zero.

Kitomba shows my voucher payment type on the cash drawer reconciliation, why doesn’t it send to Xero?

To support businesses that practice accrual / invoice accounting, the Kitomba cash drawer reconciliation provides information on payment types like vouchers and concessions. However, our integration with Xero only supports cash / payments based accounting at this time and won’t send these payment types to Xero.

How can I tell if a cash drawer session has already been sent to Xero?

1. Run the Kitomba cash drawer reconciliation report for the relevant date.

2. Check for a ‘sent’ status at the bottom of the cash drawer reconciliation wizard.

Note: A status will also show if the cash drawer reconciliation has been saved or if it has failed to  send to Xero.