Floats and player balances

📍 Where in the back officeFonds et avoirs (Floats and player balances)Who can:AdministratorOperationsSupervisorFinance (read-only)

The accounting work screen for everything that is neither takings nor an expense: money missing from or in excess in a register, money that belongs to players, register floats waiting to be put away, and amounts held in suspense in the general ledger. It has five tabs; a number on a tab tells you what is left to handle.

Finance reads everything, with no buttons at all. Actions depend on the role: operations decide and justify; the administrator posts manual journal entries (OD) and decides above the limit.

General ledger not open yet

As long as the general ledger is not open, a banner says so: you can already read discrepancies and registers, but accounting balances, the float chain and the suspense account wait until it opens (see General ledger).

Cash discrepancies

The default tab. When a register is closed with a shortage or a surplus, or a tablet hand-in is confirmed with a discrepancy, the discrepancy stays open here until someone decides it. Shortages and surpluses never offset each other.

Filters: À décider (To decide, default), Décidés (Decided), Tous (All); Caisses et remises (Registers and hand-ins), Caisses (Registers), Remises de tablette (Tablet hand-ins); a period; a person.

Decide a discrepancy

1. Open the register’s line: it shows the closing discrepancy, the live discrepancy (what it has become after late actions: proof received after closing, payment mode correction, adjustment), the decisions already taken and what remains open.
2. Click Décider l’écart… (Decide the discrepancy…).
3. Choose the decision. Only the ones that make sense are offered:
   • for a shortage: Constater en perte (Record as a loss), Retenir sur la personne (Deduct from the person) or À rechercher (To investigate);
   • for a surplus: Constater en profit (Record as a profit) or À rechercher (To investigate).
4. Enter the amount (all or part of what remains open) and, for a deduction, the person (the register holder is suggested).
5. Write the reason (required), then confirm.

The decision is written to the general ledger and to the audit log, with your name, the time to the second, the amount and the reason. À rechercher (To investigate) writes nothing to the accounts: it is a note, the discrepancy stays open and the alert delay starts again from today.

Who decides?

• Nobody decides the discrepancy of their own register, nor a deduction from themselves: « C’est votre propre caisse : un autre membre de l’exploitation (ou l’administrateur) décide l’écart — vous pouvez l’annoter « à rechercher ». » (This is your own register: another member of operations (or the administrator) decides the discrepancy — you can mark it “to investigate”.)
• Above the operations decision limit, the administrator decides. By default this limit is 0: the administrator decides every discrepancy, and operations can only mark it “to investigate”. You set the limit in Settings (« Écarts de caisse : plafond de décision de l’exploitation », Cash discrepancies: operations decision limit).
• A decision taken by mistake is undone with Revenir sur la décision… (Reverse the decision…) (administrator, or operations within their limit and for a decision that is not the administrator’s). “To investigate” cannot be undone.

A discrepancy still open after the set delay (« Écarts de caisse : alerte au-delà de (jours) », Cash discrepancies: alert after (days)) raises an alert, which clears when the discrepancy is decided.

Deductions

The Retenues (Deductions) sub-tab lists, per person, what each one owes the venue after a “Deduct from the person” decision or a withheld tablet hand-in. A deduction is neither a loss nor a profit. In a person’s record:

• Remboursée au coffre… (Repaid to the safe…): the person returns the money to the safe (operations); the note count is required;
• Abandonnée… (Waived…): the venue gives it up (administrator);
• OD sur la paie… (Payroll entry…): the deduction is settled against salary (administrator, venue online).

Nobody settles or undoes their own deduction: another account does it.

Player balances

What the venue owes players on a given date (Maintenant (Now) by default), section by section: credits left in machines, device balances, coins to return, intake leftovers, debts. Each section gives its total in the general ledger and in the register; a value that could not be read is shown as “non lu” (not read) or “non mesuré” (not measured), never 0. The “En suspens” (Pending) block reminds you what is not in the general ledger yet (uncertain transfers). Exporter (Export) produces the statement as PDF, Excel or CSV.

When a player lost coins in a transfer from a pulse machine, the line offers Relier le rendu → (Link the refund →): you first refund the player at the register, then you link that refund to the transfer from its record (see Transfers).

Pending floats

Register floats that are closed but not yet dropped in the safe or reopened in a register. The tab shows their make-up (times to the second), the chain of the last seven gaming days and, if any, its discrepancies, with the action that settles them: Déposer au coffre… (Drop in the safe…) or Prendre au coffre un fond… (Take a float from the safe…) open the Safe form with the amount pre-filled. Floats that have not moved for a long time are a note, not a discrepancy.

Register ↔ meters

For each SAS machine and each gaming day, what the register took in is compared with what the machine’s meters say, over the exact window of its readings. The formula is shown on the line. Pulse machines are not included.

Filters: À justifier (To justify), À revoir (To review), Justifiés (Justified), Tous (All). A line outside tolerance is settled in one of these ways:

• Justifier… (Justify…) (operations): choose the kind — « Billets ou tickets hors caisse » (Notes or tickets outside the register), « Compteur ou relevé en défaut » (Faulty meter or reading), « Pièce de caisse manquante ou fausse » (Missing or wrong register record) or « Autre » (Other) — and write the reason. Nothing is written to the general ledger.
• Constater par une OD (Record with a journal entry) (administrator, venue online): the discrepancy goes to loss or profit through a pre-filled entry.
• Rattacher l’OD (Attach the journal entry): when an entry already posted records the discrepancy, the justification is attached to it, with no new entry.

A line for a closed gaming day is frozen at period close; a gaming day still open is read live.

Suspense account

Each amount placed in the suspense account, grouped by record, with its origin in words (history import, rescue entry, discrepancy from a V5500 / Sigma device, a tablet’s share, safe opening balance…), its age and what remains to be justified. Filters À justifier (To justify) and Tous (All).

1. Open the amount: the suggested counterparts and a pre-filled journal entry are shown.
2. Click Justifier… (Justify…) (administrator, venue online), adjust the lines if needed, write the reason, confirm.

An amount in the suspense account for longer than the set delay (« Compte d’attente : alerte au-delà de (jours) », Suspense account: alert after (days)) raises an alert. The account is expected to be at zero at fiscal year close, without blocking the close.

Tip

All these actions are dated on the current gaming day, even when they correct a past gaming day. Gaming days already closed do not change (see Period closes).