The i-Clarity cash up module has been designed with flexibility in mind. Cashing up can be done at the end of the day or can be done on the following morning. Even though it is recommended that you cash up at the end of each day that the practice is open, the cashing up module will accommodate a day being missed.

When you open the cash up module, it will display the last cashing up completed. Not until you click begin cashing up will you be able to enter the final takings and float for the day. However, at any point during the day you can add the following entries on to the cashing up module: 

• When you take money to and from your practice safe.
• When you take money to the bank.
• When you complete an NHS or other deferred payment reconciliation.
• When you take money from the till to spend on petty cash items.

It is recommended that you enter the above banking entries when they happen during the day to avoid items being forgotten at the end of the day. However, they can be entered at the end of the day when you are completing the cashing up if you prefer.

Opening the Cashing Up Module

Click on the yellow arrow pointing to the right to display the second set of module icons.

Single click on the cash up module icon.

The cash up module will open and display the last cashing up period.

Features of the Cashing Up Module

Entering Details of Safe and Bank Deposits, Petty Cash Expenditures and Deferred Payments Received

Once the cashing up module is open, click on the 'Enter Bankings' button.

If you are completing this during the working day rather than at the end of the day when you are closing the till for the day - do NOT click 'Begin Cashing Up'. Clicking 'Begin Cash Up' will change the payment date of the system so any payments from patients are recorded as going through the system on the following day.

The 'Maintain Bankings' form will open.

Today’s date will be displayed automatically in the date field.

Select the type of banking you are entering from the type drop down.

Next, type in the value of the banking you are entering.

If you are entering a Misc Expenditure select the type from the final drop-down field.

Then click the 'Add' button.

In the example below, the user is entering details of a credit transfer received from the S Glamorgan PCT for NHS payments: 

 In this example the user is entering details of a typical Petty Cash item:

If you are taking money from a safe and then depositing it in the bank, you will have to make two entries – a ‘minus’ entry to remove money from the safe, and a positive entry to record the bank deposit, as shown in the following example: 

Completing Cash Up

Once the cash up module is open, click on the 'Begin Cashing Up' button.

Any further payments that are entered on the system will now be dated the following day.

You should usually do this at the same time as you print out your PDQ machine reading and close it down for the day.

Enter your PDQ Z total into the Bankings form and click the 'Enter Bankings' button.

Select the PDQ option from the type drop-down, enter the z reading printed on your PDQ reading into the amount field and click 'Add' and then click 'Close'.

You will usually be able to tell at a glance if there is a discrepancy between what your PDQ machine says you have taken and what i-Clarity thinks you have taken, by comparing the entries in the ‘Payments in Period’ and ‘Bankings In Period’ columns. In the example below, the Credit Card/PDQ entries both read £374, so there is no discrepancy.

If there is a discrepancy, then you must identify and correct it before proceeding further. The way to do this is to click the 'Review Payments' button.

This will list all the payments received from patients in the cashing up period.

This will allow you to compare the credit card merchant receipts with the list of payments entered onto i-Clarity.

If you find any discrepancies, (e.g. a credit card entry for the wrong amount, or a credit card entry which should have been cash or cheque), you can amend the details on this form. To change the amount, type over the incorrect amount with the correct amount. To change a payment type, click on the drop-down arrow and change the type.

(You cannot change a payment type to a bacs or online payment, and you cannot change an online or bacs payment to another payment type. You will also not be able to edit the amount of a bacs or online payment. This is because automatic banking entries are made for both payment types. If you need to make any corrections, you should do this on the patient record using the amend payment function.)

If a payment has not been recorded on i-Clarity, you can close out of the cashing up module and your progress will be saved. Navigate to the patient record and enter the missing sale. Then return to the review payment list in the cashing up. The missing payment will now be there; however, it will have tomorrows date. Open review payments and over type the date field with today’s date to add this payment to today’s list.

Walk in sales cannot be amended.

Count and enter the money in the till in the final column. Note that you can only put in correct multiples of the selected coins and notes, e.g. you can enter £40 in 20ps, but not £40.50p in 20ps.

When you have finished, the three boxes in the lower right-hand corner of the form should look something like this:

If there is no discrepancy, as shown above, click on the confirm summary button.

This cashing up period will now be closed, and you will not be able to post any further adjustments or amendments for the selected period.

If there is a discrepancy, then you should review your entries and try and identify any errors: Do the PDQ entries in the period match the Bankings in Period? Does the amount of cash i-Clarity has in the till match the actual cash in the till?

If you still cannot find and rectify the discrepancy, then you can confirm the cashing up anyway.

Click ‘Confirm Summary’. You will be prompted to enter a reason for the discrepancy, and then an entry will be made automatically so that the discrepancy becomes zero and is not carried forward to future periods. These discrepancies are reported in the POS/Banking reports.