Daily shop cashbook

Because a small discrepancy found today is one receipt to check - the same discrepancy found in a week means digging through days of transactions. Daily reconciliation catches missed payments, wrong entries, and pending M-Pesa transfers while they are still easy to fix.

Check for the usual causes first: an order paid later than the sale, a pending transfer that has not landed, a refund, a duplicate entry, or cash held by a staff member. M-Pesa payments sometimes settle after you record the sale, so compare by payment date, not order date.

A positive variance means you collected more than your recorded sales - often an unrecorded payment or a refund not subtracted. A negative variance means you collected less - commonly an unpaid order, a pending transfer, or an error. Either way the number tells you exactly how far off you are.

Investigate before you close the day. Re-check M-Pesa confirmations, pending transfers, and the till count, and make a short note on the unresolved amount so tomorrow starts from a known position instead of a silent gap.

Enter the cash you actually have in the "Cash collected" box. The tool adds M-Pesa, cash, and bank/card collections, subtracts refunds, then compares the total against your recorded sales to show the variance for the day.

Enter refunds in the dedicated box. The tool subtracts them from your total collections before comparing with recorded sales, so a customer refunded today lowers what the day collected and stops it showing as missing money.

Use notes for anything you could not resolve: a missing payment, a pending M-Pesa transfer, or a correction to check tomorrow. The note stays with the day, so the next morning starts from a known position instead of a silent gap.

Click the "Reset day" button. It clears the sales, M-Pesa, cash, bank/card, and refunds figures plus the notes, so the tool is ready for tomorrow's reconciliation with nothing carried over by mistake.

It covers M-Pesa, cash, and bank or card collections, plus a refunds box. Enter each in its own field and the tool combines them into one collected total to compare against your recorded sales.