Cash register nominal codes and settings

Nominal codes

When you install your Sage software, the following new nominal codes are created by default:

Settings

1. Select Settings and choose Bank Defaults.
2. The following Cash register settings are available:
   
   

   Bank A/C	The cash register bank account, 1235 by default. Once you post transactions to this bank account, you can't change this setting. You can’t enable or change Bank Reconciliation for this account.
   Sales nominal	By default, your till sales use nominal code 4000.
   Tax code	The default tax code for till takings is T1. If required, you can change this.
   Discrepancies	The nominal code used when adjusting for discrepancies, 8206 by default.
   Takings are VAT inclusive	Select this checkbox to use VAT-inclusive gross values if your till takings don’t show net and VAT separately.

3. To save any changes you've made, press OK.

These are the default settings when recording till takings. You can amend the sales nominal and tax code when you enter your till takings.

Record till takings

1. Select Bank accounts and choose Cash register.
2. Complete the Cash Register window as follows:
   
   

   Date	Enter the date for the till takings.
   Ref	If required, enter an appropriate reference.
   N/C	From the dropdown list, choose the nominal code for the sales. The nominal code 4000 is selected by default.
   Department	If required, from the dropdown list, choose the correct department for the till takings. This feature isn't available in Sage Instant Accounts.
   Method	From the dropdown list, choose the appropriate method of payment for the till takings. Choose from Cash, Cheque, Card or Bank Transfer.
   Details	Enter any relevant details for the till takings.
   Net*	Enter the net value of the takings.
   T/C*	From the dropdown list, choose the appropriate tax code for the till takings.
   Tax*	This column displays the VAT value based on the net value and the tax code applied.
   Gross*	Enter the gross value of the till takings.

   *The columns shown depend on whether you select Takings are VAT inclusive in Settings > Bank Defaults.
   
   
   
3. If your till takings don’t match the cash in the till, record the difference using Discrepancy.
   To do this, press the Discrepancy button and enter the requested information as follows:
   
   

   Dropdown list	If there's more cash than expected, choose There's an overpayment of. If there's less cash than expected, choose There's a shortfall of.
   Amount	Enter the value of the discrepancy.
   Reference	Enter an appropriate reference.
   Date	Enter the date of the discrepancy.

4. To confirm your entry, press OK.
   
   The Cash Register window updates with the discrepancy value. This is deducted from, or added to, the Actual takings value as appropriate.
   
   
5. To save the transaction details, press Save then press Close.
   
   The Cash Register window closes and the transaction details are posted to the audit trail. 
   Cash values are recorded as Bank Receipts (BR). Discrepancies are journalled between the Cash Register and Cash Register Discrepancies nominal codes.

Record payments

Occasionally, you may need to make a payment from your till. This could be a one-off purchase or a customer refund. You can post a bank payment to record this.

1. Select Bank accounts and from the Payments dropdown, choose Bank Payments.
2. Complete the Bank Payments window as follows:
   
   

   Bank	Date	Ref	N/C	Details	Net	T/C	Tax
   Enter the cash register nominal code	Date payment made	Reference	Enter the relevant nominal code	Enter the details	As original payment	As original payment	As original payment

3. Press Save and press Close.
   
   

You've now successfully posted a bank payment from the cash register account.

Bank payments appear as negative values when you deposit cash.

Record the banking of till takings

1. Select Bank accounts and choose Deposit cash.
2. Complete the Deposit Cash window as follows:
   
   

   Account to	From the dropdown list, choose the bank account where the takings have been deposited.
   Date	Enter the date that the takings were banked.
   Description	Enter an appropriate description for the deposit.
   Reference	Enter an appropriate reference for the deposit.
   Cash register transactions	Select the checkboxes next to the transactions that have been banked in this deposit.

3. If you want to retain an element of the takings to provide a float in the till, press the Float adjustment button and complete the Float Adjustment window as follows:
   
   
   • From the dropdown list, choose to increase or decrease the till float
   • In the amount box, enter the value that you want to adjust the float by
   • To save your float adjustment press OK
     
     
4. Press Save and press Close.
   
   

You've now successfully recorded the banking of your till takings.

Account for bounced cheques

If you deposit a cheque, which is later returned by the bank, the steps you take to record it depend on whether the payment will be reissued.

If the customer reissues the payment

1. Select Bank then choose Payments then press Bank payment.
2. Complete the Bank Payments window as follows:
   
   

   Bank	Date	Ref	N/C	Details	Net	T/C	Tax
   Enter the Bank nominal code	Date deposit made	Reference	8206	Cheque returned	As original deposit	As original deposit	As original deposit

3. Press Save then press Close.

1. Select Bank accounts, choose Receipts then press Bank receipt.
2. Complete the Bank Receipts window as follows:
   
   

   Bank	Date	Ref	N/C	Details	Net	T/C	Tax
   Enter the Bank nominal code	Date new cheque received	Reference	8206	Replacement cheque	Net value	Tax code	Tax value

3. Press Save then press Close.
   
   

If the payment isn't reissued

1. Select Bank, choose Payments then press Bank payment.
2. Complete the Bank Payments window as follows:
   
   

   Bank	Date	Ref	N/C	Details	Net	T/C	Tax
   Enter the Bank nominal code	Date deposit made	Reference	8206	Cheque returned	As original deposit	As original deposit	As original deposit

3. Press Save and press Close.

If you've established that the payment isn't going to be made, journal the amount to the Bad Debt Write Off nominal code, 8100 by default as follows:

1. Select Nominal codes and choose Journal entry.
2. Complete the Nominal Ledger Journals window as follows:
   
   

   N/C	Name	Details	T/C	Debit	Credit
   8206	Cash Register Discrepancies	Write off	T9		Amount of write-off
   8100	Bad Debt Write Off	Write off	T9	Amount of write-off

3. Press Save, and press Close.
   
   

You've now successfully recorded the bounced cheque and journalled the balance to the Bad Debt Write Off nominal code.