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 that was completed. Not until you click 'Begin Cash 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 the Cash 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 cash up if you prefer.

Opening The Cash Up Module

To open the Cash Up module, click the Back Office and System Modules button and then click 'Cash Up (Banking)'.

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

Features Of The Cash Up Module

Completed on - This shows if the cashing up period has been completed or is still uncompleted. If it is completed, it shows who by and when.

Cashing Up Period - The period that the cashing up period covers will be displayed at the top.

Cash Brought Forward - This shows how much money was in the till at the start of the day (cashing up period).

Payments in Period - This shows how much money was recorded on i-Clarity as being taken from patients during the day (cashing up period). This will be broken down by how it was taken e.g. Cash, Card, BACS etc.

Bankings in Period - This shows where the money taken has gone.

• How much went to the bank as cash/cheque or into the safe.
• How much has gone to the bank via the PDQ machine.
• How much went to the bank directly by credit transfer.
• How much was spent on petty cash items.

Closing Balances - This shows how much money was in the till at the end of the day (cashing up period).

In Safe - This shows how much money is in the safe.

Equals - This shows the total of Money in the till drawer at the end of the day + Money recorded as taken from patients during the day - Money banked or put in the safe or spent on petty cash items.

Discrepancy - This shows if the Cash Up is under or over what it should be. It is calculated from the difference between the value of the Equals field and the value of actual cash in the till.

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 Cash 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 the following day.

The 'Maintain Bankings' form will open.

Any banking entries for the displayed cashing up period will be shown in the top part of the box.

You can use the boxes along the bottom of the form to add a new banking entry.

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 the details of the PDQ totals:

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 example below.

Completing Cash Up

Once the Cash Up module is open, click on the 'Begin Cash 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 '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. 

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 in to 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 a cheque), you can amend the details on this form. To change the amount, type over the incorrect amount with the correct amount. To change the payment type, click on the Type 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 Cash Up module and your progress will ne saved. Navigate to the Patient Record and enter the missing sale. Then return to the Review Payment list in the Cash Up module. The missing payment will now be there; however it will have tomorrow's date against it. 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 or notes, e.g. you can enter $40 in 20ps but not £40.50 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 Cash Up' button.

The 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 to identify any errors: Do the PDQ entries 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 the discrepancy then you can still confirm the cashing up anyway.

Click 'Confirm Cash Up'. You will then 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 recorded in the POS/Banking reports.