Start with the count
When the cash in the float and the machine does not match what you expected, the temptation is to guess. Resist it. Sit down, recount the notes and coins, and separate the float from the takings before deciding anything. Most small differences on a busy round are an arithmetic slip or a missed coin, not a real loss.
Use the cash-up screen as your record
Record the actual counted figures in your cash-up app at the site, even when they differ from what you hoped. The point of the tool is to capture the true position, not to flatter it. Enter the real coin and note totals, then compare them against the expected amount the app works out.
Look before you call it a loss
- Recheck the float you started with.
- Look for coins that dropped behind a machine or down a side.
- Check whether a swap or collection was logged earlier in the shift.
- Confirm you have not simply picked up a float from the wrong site.
Record it and move on
If the difference is small and you cannot find an obvious cause, record the variance honestly and carry the figure in your notes. Patterns matter more than single events. One small miss is easy to shrug off. Three in the same week on the same machine tells you something needs a closer look, perhaps on the next service visit.
For a fuller picture of how money flows from the machine to the bank, see our guide to reconciling vending cash.