What is Cash Reconciliation
Cash Reconciliation is a tool in Blackpurl that helps you compare the Payment Method totals processed in Blackpurl against the actual cash and credit/debit receipts for a given date range. It assists the dealership in reconciling the day's takings for any particular date and noting any variances.
Recommendations
To keep your records accurate, Blackpurl recommends the following approach:
At the close of business each day, balance your Point of Sale Cash Drawers (tills). See Customer Payments Report for guidance. This ensures your Cash Drawers are correct and you are not over or under in your till.
To finalise the process, perform a Cash Reconciliation for each day's takings and batch each day's banking as a separate bank deposit.
Timing: Cash Reconciliations can be done at any time — the same day, the next day, or even a week later. It is at your discretion when (or even if) you do a Cash Reconciliation. Keep in mind that it may be harder to reconcile or identify what went wrong if you leave it for several days or weeks.
Backdated payments: If you use the feature to backdate Customer Order Deposits or Payments, the backdated payment will appear in the Cash Reconciliation on the backdated date. For example, if a deposit is backdated to 21 January 2024, it will appear in the Cash Reconciliation for 21 January 2024.
However, if you attempt to backdate a Customer Order Deposit or Payment to a date that has already been reconciled, Blackpurl will not allow you to select that date. For more information on backdating and its restrictions, see Backdate Customer Order Deposits, Payments, and Invoices.
User Permissions
User Permissions control who has access to Cash Reconciliations and Cash Drawers. These are managed under System Settings > User Permissions.
How to Process a Cash Reconciliation
To open Cash Reconciliation, click Tools in the Blackpurl header, then select Cash Reconciliation.
Using the calendar, click the date you want to reconcile.
Single Cash Drawer
For dealerships that have only one Cash Drawer, follow these steps.
1. Open the Cash Reconciliation for the date you are reconciling. The screen lists each Payment Type with its Processed amount, an Actual field for you to fill in, and a Variance column.
Payment Type | The payment methods already set up in Blackpurl — for example, Cash, Visa, and other options used by customers to pay invoices or deposits. |
Processed | The total amount processed through Blackpurl against each Payment Type. |
Actual | A manually entered field. Enter the actual amount counted for each Payment Type, even if it is zero. The field defaults to zero. |
Variance | If there is a difference between the Processed amount and the Actual amount, it appears in this column. |
2. Work down the Actual column, entering the actual figures for each Payment Type. Make sure every field has a value — the field defaults to zero, so override it with the correct amount. To see the individual transactions that make up the Processed amount for a Payment Type, click REVIEWED on the relevant line and the transactions will be listed. Any variances will appear on the relevant Payment Type line in the Variance column and as a collective variance total at the bottom. Follow up any variances to determine why Blackpurl's expected banking total does not match the figures you have entered.
3. Once you are satisfied with your Cash Drawer, click Reconcile day, then click Post Entry. Depending on how your Blackpurl is set up, follow either Option 1 or Option 2 below.
Option 1 — Payment Accounting Method enabled
Option 1 applies to new Blackpurl dealerships and any dealership that has been through the Payment Accounting Method conversion (see Payment Accounting Method Conversion). Completing the reconciliation sends a journal entry across to your accounting package.
To accept the journal entries, review the RECONCILE DAY JOURNAL ENTRY modal and click Post Entry.
Once posted, the Cash Reconciliation will show that it has been reconciled and the date on which it was reconciled.
You will also have the option to click View journal entry and View in QuickBooks. Clicking View in QuickBooks gives you a snapshot of the journal that was sent to your accounting package. If your accounting package is open, clicking through will take you directly to the journal.
If you need to correct a mistake, click Re-open to reopen the Cash Reconciliation, then confirm by clicking Yes, Commit changes. This will reopen the Cash Reconciliation and remove the journal from your accounting package. Note that if you have already modified the journal or allocated undeposited funds to it, Blackpurl will not allow you to reopen the Cash Reconciliation.
Option 2 — Payment Accounting Method not enabled
If your dealership has elected not to use the Payment Accounting Method, no journal entry option will be available. You will need to confirm the reconciliation by clicking through the confirmation dialog to close out the Cash Reconciliation.
1. Blackpurl will change the Cash Reconciliation status to Reconciled and it will appear as green in the calendar.
Multiple Cash Drawers
For dealerships with multiple Cash Drawers, the Cash Reconciliation screen lists each drawer and its payment types separately.
1. Open the Cash Reconciliation for the date you are reconciling. The screen displays all Cash Drawers with their Payment Types, Processed amounts, Actual fields, and Variance column.
1. Viewing By | Switch between viewing by Drawer or by Transaction Type by clicking your preferred option. |
2. Print all Cash Drawers | Prints all Cash Drawer information for the selected date. |
3. Cash Drawers | When viewing by Drawer, the drawers list down this column. When viewing by Transaction Type, the transaction types list instead. |
4. Payment Type | A summary of the Payment Type for each drawer — for example, Cash, Card, and Non-Cash. |
5. Processed | The amount Blackpurl shows as processed against each Payment Type for that drawer. |
6. Actual | A manually entered field. Enter the actual amount for each Payment Type, even if it is zero. |
7. Variance | If there is a difference between the Processed amount and the Actual amount, it appears in this column. |
2. Click the Cash Drawer you want to review to expand the Transaction Type section in full.
3. Work down the Actual column, entering the actual figures for each Payment Type. Make sure every field has a value — the field defaults to zero, so override it with the correct amount. To see the individual transactions that make up the Processed amount for a Payment Type, click REVIEWED on the relevant line and the transactions will be listed. Any variances will appear on the relevant Payment Type line in the Variance column and as a collective variance total at the bottom. Follow up any variances to determine why Blackpurl's expected banking total does not match the figures you have entered. Once you are satisfied with this Cash Drawer Reconciliation, click the back arrow to return to the main Cash Reconciliation screen.
4. Return to the main Cash Reconciliation screen and repeat steps 2 and 3 for each Cash Drawer until all Cash Drawers have a status of Reviewed.
5. Once all Cash Drawers are in Reviewed status, click RECONCILE DAY. If you are satisfied with all Cash Drawers and the relevant variances, click Post Entry. Depending on how your Blackpurl is set up, follow either Option 1 or Option 2 below.
Option 1 — Payment Accounting Method enabled
Option 1 applies to new Blackpurl dealerships and any dealership that has been through the Payment Accounting Method conversion (see Payment Accounting Method Conversion). Completing the reconciliation sends a journal entry across to your accounting package.
To accept the journal entries, review the RECONCILE DAY JOURNAL ENTRY modal and click Post Entry.
Once posted, the Cash Reconciliation will show that it has been reconciled and the date on which it was reconciled.
You will also have the option to click View journal entry and View in QuickBooks. Clicking View in QuickBooks gives you a snapshot of the journal that was sent to your accounting package. If your accounting package is open, clicking through will take you directly to the journal.
If you need to correct a mistake, click Re-open to reopen the Cash Reconciliation, then confirm by clicking Yes, Commit changes. This will reopen the Cash Reconciliation and remove the journal from your accounting package. Note that if you have already modified the journal or allocated undeposited funds to it, Blackpurl will not allow you to reopen the Cash Reconciliation.
Option 2 — Payment Accounting Method not enabled
If your dealership has elected not to use the Payment Accounting Method, no journal entry option will be available. You will need to confirm the reconciliation by clicking through the confirmation dialog to close out the Cash Reconciliation.
1. Blackpurl will change the status of the Cash Reconciliation and all Cash Drawers to Reconciled and they will appear with a green mark in the calendar.
