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Sessions and cash-ups

Look back at any session: what went out, what came back, who came, and whether the cash matched.

Who can do this: coordinators and admins. Trustees can read it too, which suits a treasurer.

Steps​

  1. Choose Reports in the sidebar, then the Sessions tab.
  2. Choose your dates in From and To, then press Show.
  3. Read the table. Each session has a row with its Site, Loans, Returns, People, Takings and Cash variance.
  4. Check the Cash variance column:
    • Matched means the cash counted at the end was what Gizzago expected.
    • An amount means the cash was over or under.
    • Not cashed up means nobody has finished the cash-up yet.
  5. Click a row to open that session's summary.
  6. To take the whole table away as a spreadsheet, press Export CSV at the top of the Sessions tab.
What you'll see

The session summary page, titled with the session and its date, for example "Hollowbrook lending, Sat 10 Oct". It has three parts:

  • The session in four lines: loans, returns, people and money, plus the handover note if one was left.
  • Cash-up: Expected cash, Counted cash, the Difference and any Note the volunteer added.
  • Takings: Takings by method and person, so you can see who took what, in cash or on card.

If the session has not been cashed up, the page says "This session has not been cashed up." Finish it from the session itself (see Cash up and close the session).

When the cash does not match​

A small difference is common: a coin dropped, change given wrongly, or a payment recorded the wrong way. Read the volunteer's Note first. Then check Takings by method and person: a payment marked as cash that was really card is the usual cause. If you need to correct a payment, do it from the person's page (see Payments, charges and balances).

Monthly habit​

Many coordinators look at this tab once a month, before the trustees' meeting, together with the Money tab.