Staff Sub-Ledger
When a register closes, the counted cash is in a person's custody until it is deposited or handed over. Traditionally each cashier had their own account head for this — which meant every hire added an account, every leaver left a dead head behind, and a 40-staff chain grew a forest of tiny clearing accounts.
The staff sub-ledger applies the same control-account discipline as the contact sub-ledger, but to your own people.
The staff sub-ledger and tender clearing are one mechanism enabled together: Staff Clearing is the cash side of the same clearing discipline that handles card money in transit.
What changes when it's on
- POS cash payments collect on a single Staff Clearing control head during the day, with the specific staff member recorded on each line; the register close sweeps the counted cash to the branch's cash-in-hand in one consolidated entry.
- Each cashier's custody balance is a row in the sub-ledger: who currently holds how much cash, in one report that always sums to the control account.
- New staff stop generating account heads.
What it's for
The staff clearing report becomes a daily management tool: at any moment you can see which staff member holds company cash and how long it has been outstanding. A balance that should have been deposited yesterday stands out; a leaver's unreturned float can't hide.
Before you enable it
- The Staff Clearing head must be mapped in the business's accounting settings — support sets this up with the migration.
- Existing per-staff heads are folded onto the control account by support so history is preserved.
- As with all ledger-shape changes: enable at a period boundary, with your accountant aware.
Frequently asked questions
Does this change what cashiers do at register close? No. Counting and closing are identical; only the accounting destination of the posting changes.
Can I see one cashier's history? Yes — drill into any staff member for their complete clearing statement.