📝 Overview
Accurate daily deposit reconciliation is essential to keeping your books clean and your accounting in sync. This article walks you through how to use Dash as your accounts receivable and billing system, how to record daily journal entries for cash, checks, credit cards, and customer credits, and how processor settlement times affect the reporting period you should use for each deposit. Following this process every time you make a deposit will help prevent reconciling differences between Dash and your accounting system, and supports good internal security practices.
For guidance on month-end accounting, including how to set up balance sheet clearing accounts and post sales transactions using the GL Report, see the resource below.
💡 Additional Resource: For month-end accounting steps, including recommended balance sheet accounts and how to post sales transactions, visit the Month-End Sales & GL Posting article.
🏦 Daily Deposit Journal Entries
Click the arrow to learn more about daily deposit journal entries
Click the arrow to learn more about daily deposit journal entries
⚠️ Important Note: If your Sales Report does not match your bank deposit, you will have reconciling differences between Dash and your books. Always verify your reports before posting.
We recommend treating Dash as your accounts receivable and billing system. If you are familiar with accounting, treat it as a subsidiary ledger for AR and billing. Set up a balance sheet account called Dash Customer AR. At the end of every month, this account should be zero, unless you use the Customer Credit function in Dash.
For every deposit you make, run a Sales Report for that period of time. If you make a deposit every three days, run the report over that three-day period. If you close your tills several times a day, run the report for that span of hours.
💡 Additional Resource: For a full breakdown of the Sales Report and its filtering options, visit the Financial Reports article.
Cash and Checks (Open to Closing Time)
DR (Debit) Bank Account $594.17
CR (Credit) Dash Customer AR $594.17
Credit Cards (Settlement Time, e.g., 9:00 PM)
DR (Debit) Bank Account $57.00
CR (Credit) Dash Customer AR $57.00
You need to know what time your merchant account settles each night. Each processor has a default settlement time. For example, if your settlement time is at 10:00 PM, run your Sales Reports from 10:00 PM the night before to 9:59 PM the day of the deposit. This will match the amount deposited in the bank.
✍️ Note: Credit cards may take 2 to 3 business days to reach your bank account.
✍️ Note: Overages and shortages can occur for a number of reasons, including unsettled credit card transactions, partial payments, or timing differences between when a payment was made and when it was deposited. If your deposit does not match your Sales Report, review the time range used when running your report and verify that all transactions have fully settled before investigating further.
💳 Customer Credits
Click the arrow to learn more about customer credits
Click the arrow to learn more about customer credits
Customer credits are non-payment credits applied to team accounts. These include Early Payment Discounts, Employee Discounts, and Manager Credits. They appear on your Sales Report by credit type. You can view the detail for each in the Sales by Team report.
💡 Additional Resource: For a full breakdown of credits by team, including payments received, discounts, and balances, visit the Sales by Team report in the Financial Reports article.
Customer Credits Journal Entry
DR (Debit) Team Credits Expense (or contra-revenue account)
CR (Credit) Dash Customer AR