Prepare a cash handover and acknowledge receipt
Cash handovers track custody from the station drawer to head office. Expected cash, counted cash, cash in transit and cash received must not be collapsed into one figure. Drawer funding is an internal transfer, not sales revenue.
Reviewed 7 October 2026
Who this is for
Authorized station and finance staff; use separate responsible people for declaration and receipt where required.
Before you begin
Select the station and business date. Finish relevant shift/payment entries and physically count cash.
1Prepare and confirm a handover
- Open Cash handovers and select station and reporting period. Read the explanation of the expected amount.
- If money was genuinely supplied to the drawer, record drawer funding with its source, amount and voucher/reference before preparing the handover. Do not invent funding to remove a shortage.
- Choose the business date and Calculate expected cash. Review shifts, repayments and drawer payments in the breakdown.
- Enter the actual declaration/count requested and confirm. A confirmed handover awaiting receipt means the transfer is still in transit, not received at head office.
- Use the retained-cash carry action only for money actually retained and carried into the next business date.
The declared handover freezes a supported cash position and custody state.
2Record receipt at head office
- Open the awaiting-receipt entry and compare its reference with the physical delivery of money.
- Enter the amount actually received and record receipt. If it differs, keep the discrepancy for review instead of typing the declared amount blindly.
- Use batching to group eligible handovers for handling, without treating a batch as a second collection.
- Review custody exceptions and any warning that underlying records changed after the handover was frozen. Resolve with evidence, not duplicate handovers.
Receipt and any difference are acknowledged explicitly.
A practical example
A station declares 300,000 FCFA but head office counts 299,500. Record 299,500 received and review the 500 difference. Reporting 300,000 would hide the custody discrepancy.
If something goes wrong
Expected cash changed after confirmation
The recorded handover may remain frozen while source records changed. Review the drift warning and related correction.
Money is still retained at the station
Keep it in the correct custody/retained state. Do not mark it received at head office or deposited at a bank.
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