---
title: "Credit Card and Cash Deposit Verification"
sidebarTitle: "Credit card verification"
description: "The weekly reconciliation matching credit card deposits from the POS against deposits received at the bank, including variance thresholds and escalation."
icon: "credit-card"
---

> **For AI agents:** the complete documentation index is at [llms.txt](/llms.txt). Append `.md` to any page URL for its markdown version.

| Field | Value |
|---|---|
| **Owner** | Unassigned — needs an owner |
| **Department** | General Accounting |
| **Effective date** | Not set in source |
| **Scope** | The weekly verification that credit card deposits reported in a client's point of sale were deposited at the client's bank. Also covers optional cash verification. Does not cover investigating or disputing variances with the card merchant, which is the client's responsibility. |
| **Source** | `General Accounting/02 - Cash and Credit Card/Credit Card Deposit Reconciliation.docx` |

For all clients that accept credit cards, Profit Builders provides a **weekly credit card deposit reconciliation as part of its core services**. The reconciliation matches credit card deposits processed through the point of sale against deposits received at the bank, and significant variances are reported to the client.

<Warning>
  **Profit Builders can be liable for unreported missing credit card deposits.** Clients have a limited window to dispute missing deposits, and that window varies by card merchant. Timeliness and consistency are not optional here.
</Warning>

## Cash verification is a separate service

Clients may also request weekly cash verification. This is **an additional service outside the scope of core services**. If a client expresses interest in adding cash reconciliation, contact John Ross.

The process is the same as credit card verification, except the POS payment type is cash.

## Procedure

<Steps>
  <Step title="Confirm the reconciliation schedule">
    Credit card reconciliations must be done **weekly**, unless the client services agreement states otherwise.

    The week is usually congruent with the period-close schedule. A Freddy's week starts on a Thursday and ends on a Wednesday, so the credit card reconciliation follows that same weekly schedule.

    <Note>
      Any delay or postponement of a regularly scheduled reconciliation must be discussed with and approved by the accounting manager.
    </Note>
  </Step>

  <Step title="Generate the POS report">
    **Always start with the POS.** Generate a report detailing, by day, the amount collected by credit card payment.

    Some businesses also use an online ordering platform that may carry a separate payment type in the POS. **Generate all payment types relating to credit card transactions**, not just the primary one.

    System-specific instructions for pulling this report:

    <Columns cols={2}>
      <Card title="CTUIT" icon="file-export" href="/internal/how-to/accounting/ctuit-ccv-export">
        Tender Summary by Location and Date, then pivot.
      </Card>
      <Card title="Touchpoint" icon="file-export" href="/internal/how-to/accounting/touchpoint-ccv-export">
        Reports & Stats → Sales, by week.
      </Card>
    </Columns>
  </Step>

  <Step title="Build the verification report">
    Using the POS report, create a reconciliation report and save it in the client's SharePoint under the current year and **credit card verification** folder.

    The report must contain:

    | Column | Source |
    |---|---|
    | **POS Date** | Point of sale report |
    | **POS Amount** | Point of sale report |
    | **Bank Date** | Bank activity |
    | **Bank Amount** | Bank activity |
    | **Variance** | Calculated |

    <Frame caption="The credit card verification report layout">
      <img src="/images/accounting/credit-card-deposit-reconciliation/image1.png" alt="Credit card verification reconciliation report with POS and bank columns" />
    </Frame>
  </Step>

  <Step title="Add the bank deposits">
    Add the bank amount with deposit date to the verification report. This calculates the variance column.
  </Step>

  <Step title="Communicate variances">
    Escalation depends on what you found:

    | Finding | Action |
    |---|---|
    | **Missing deposits** | Communicate to the client **and** the accounting manager **immediately, without exception**. |
    | **Variance over $150** | Communicate to the accounting manager. |
    | **Variance inconsistent with the client's typical pattern** | Communicate to the accounting manager, regardless of size. |

    <Note>
      If you are unsure what an acceptable variance is for a specific client, contact the accounting manager. Acceptable variance is client-specific.
    </Note>

    **Expected outcome:** a completed verification report saved in the client's SharePoint, with every missing deposit and material variance communicated the same day it is identified.
  </Step>
</Steps>

## Responsibility split

| Profit Builders | Client |
|---|---|
| Complete a weekly verification that all credit card payments reported in the POS were deposited in the client's bank account | Communicate any known power or internet outages that would affect batching of credit card payments or payment reporting in the POS |
| Notify the client **immediately** of any missing deposits | Work with internal staff (manager, IT), the POS provider, or the card merchant to determine the cause and recover missing deposits and variances |
| Notify the client timely of any daily variances over $150 | |

## POS instructions by system

The source document lists an appendix of per-POS instructions. Only two of those documents exist in the library today:

| POS | Status |
|---|---|
| **CTUIT** | [Documented](/internal/how-to/accounting/ctuit-ccv-export) |
| **Touchpoint** | [Documented](/internal/how-to/accounting/touchpoint-ccv-export) |
| **Par Brink** | Referenced in the source appendix, but no document exists |
| **Xenial** | Referenced in the source appendix, but no document exists |
| **Toast** | Referenced in the source appendix, but no document exists |
| **R365** | Referenced in the source appendix, but no document exists |

<Note>
  The source document also has an empty **Period-End Reconciliation** heading with no content beneath it. Both this and the four missing POS guides are open gaps.
</Note>

## Related documents

- [Sales journal entry](/internal/sops/accounting/general/sales-journal-entry) — payments are recorded to in-transit accounts, which is what makes this verification possible
- [Export tender data from CTUIT](/internal/how-to/accounting/ctuit-ccv-export)
- [Pull sales data from Touchpoint](/internal/how-to/accounting/touchpoint-ccv-export)
- [PBI vs. client responsibilities](/internal/sops/accounting/responsibilities)
- `CC DIT R365 Template.xlsx` — see [Supporting materials](/internal/sops/accounting/supporting-materials)