Q: Why is there a discrepancy between my card machine and the Xpos cashing-up report?

A: Discrepancies between your card machine and the Xpos cashing-up report typically occur due to data entry errors. The most effective way to identify the cause is to perform a line-by-line reconciliation.

1. Find out when the issue occurred: Determine the exact day that the discrepancy occurred, this makes identifying the problem transaction much easier.
2. Export the Transaction Report: Generate and export the Xpos transaction report for the specific period to a spreadsheet (e.g., Excel or Google Sheets).
3. Compare and Reconcile: Carefully compare each card transaction listed in the Xpos report with the corresponding report from your card machine.
4. Identify the Error: Look for common issues, such as:
   • A staff member selecting an incorrect payment method (e.g., "Cash" instead of "Card") in Xpos.
   • A sale being voided on the card machine but not correctly reversed in Xpos.
   • Manual entry errors when processing a transaction.

This process will help you pinpoint the exact transaction causing the discrepancy and improve staff training to prevent similar issues in the future.