How to use Open/Close Ledger and Track Cash and Checks

Tan-Link will allow ledgers to be opened and closed ONLY at opening and closing OR at the beginning and ending of every shift.  If your site is enabled to Open and Close Ledger's on each shift change, then each time your staff starts or ends their shift, you should open and close your individual ledger.  If not, then it is required to Open the Ledger in the AM when the store opens and Close the Ledger at the end of the day at closing.

Open/Close Ledger Once per Day

If your site is enabled to open and close only once per day, the opening ledger will look as follows.  The opening employee will open the ledger and the closing employee with close the ledger.  **WE SUGGEST YOU ADD THESE ITEMS TO YOUR BUILT-IN TAN-LINK CHECKLISTS AS REMINDERS.  To Open the ledger, go to the top of the main Tan-Link screen to Staff > Open Ledger.  You are only required to enter the total cash into  "Cash in Box" at opening and any notes.  You will then click on "Open Ledger".

At closing you will go to Staff > Close Ledger.  Here you will enter the total cash including the register or cash box.  You will then enter the total cash to be deposited and any checks received.  Finally, you should enter notes to show any discrepancies.

Open/Close Ledger Per Shift

To open the ledger for each shift, go to the top of the main Tan-Link screen to Staff > Open Ledger and to close ledger for that shift, go to Staff > Close Ledger.

When you open or close the ledger, count each denomination of currency and put it in the box on the left, then click on Calculate Cash>> to convert it to an amount. Add any notes to report discrepancies and click on the Open Ledger or Close Ledger button.

How to Verify and Track Ledger

Go to Staff > View Ledger History and search the date or date range for review.

If your site is set to record opening/closing for each shift, the ledger will appear as below. 

In the example below, HannahS started her shift with $100 cash. She sold $7 in cash and $82.55 in checks. At the bottom, she noted down that she had a total of $107 in cash and $82.55 in checks so the totals match.  Any discrepancies will show in the ledger in RED if the ledger is being done per shift.

In this example, there is a mismatch. After opening with $100, KayleaA sold cash worth $74.07 so the total should be $174.07. However, she entered $179.02, so the cash was over by $4.95. Likewise the check amount was over as well on this opening/closing of the shift.

If your site is set to only open and close the ledger once a day, the ledger history will appear as in the image below.  Any discrepancies will be highlighted in yellow, and all notes can be viewed over to the right of the screen.  If an employee failed to open/close a ledger, the information will appear blank next to the $/value for either opening/closing or both for that day.

** Please note:  If an employee forgets to open or close a ledger, and it is caught on a different date, there is NO ability to go back and add it since there is no option to select date/time at Open/Close of Ledger. Furthermore, a ledger CANNOT be edited; however, on the same day you can either reopen the ledger or re-close the ledger to make it accurate.