Day closing for a retail shop: a simple cash reconciliation routine

Ignore the software for a moment. At close, the cash that should be in the drawer is: the cash you took from sales, plus any cash collected from customers paying off credit, minus any cash you paid out for expenses during the day — plus your opening float, if you keep one. Only cash counts here. UPI and card payments go to your bank, so they belong in a different check.

Compare that expected figure with what you actually count. The difference is your variance: positive when you have more than expected, negative when you have less.

Do it in the same order every night so the habit is easy to keep.

1. Finish the last sale and stop billing.
2. Enter any expense you paid from the drawer today that is not recorded yet.
3. Count the cash in the drawer, note by note, once.
4. Compare your count with the expected cash and write down the difference.
5. If the difference is small, note it and move on; if it is large, look for the cause before you close.
6. Confirm the close so the day has a dated record.

Most variances come from a short list: a bill recorded as cash that was actually UPI (or the other way round), an expense taken from the drawer and never logged, a Khata repayment received but not recorded, or simple wrong change at the counter. Checking these in order clears most nights in a few minutes.

Look at the payment split for the day. If your cash figure is higher than expected and your UPI figure is lower, a payment was probably recorded under the wrong type.

Open Day close under More for the active Store. Store Mitr works out the expected cash for you — cash sales plus cash collected on Khata, minus the day’s expenses. You enter the cash you counted, review the variance it shows, and confirm the close. There is one close per Store per day.

If you notice a mistake afterwards, a closed day can be reopened and edited for the last seven days. Owners and Managers can also see, from Home, which of their Stores have closed today and which are still open.

The reconciliation is only as good as the expense log. Under Expenses, add each payout with an amount, a category — rent, salary, utilities, transport, packaging or misc — a note and the date. Entering them at the time takes a few seconds; reconstructing them at night is where errors creep in.

A ₹10 difference is not worth an argument, but a pattern is. If the variance is regularly negative, or regularly linked to one shift, the daily record makes that visible in a week instead of a quarter. That is the real value of closing every day, not just the nights it does not match.