Cash closeout / Calculator worksheet
Cash Box Reconciliation Tool
Count starting cash, ending bills and coins, digital payments, expected sales, and over/short notes for the closeout packet.
Expected cash not entered
BoosterTallyPrintable packet
Event closeout
Cash count and deposit handoff
Event closeout
Date not set
Deposit handoff$0.00
| Till | Ending count | Actual cash | Deposit cash | Over/short |
|---|---|---|---|---|
| Till 1 | $0.00 | $0.00 | $0.00 | Expected cash not entered |
Till 1 count lines
No denomination counts entered for this till.
Prepared by__________
Treasurer/receiver__________
Bag or envelope__________
Review notes
- Till 1: add two counter initials or roles before handing this to the treasurer.
Review before handoff
- Till 1: add two counter initials or roles before handing this to the treasurer.
Same event packet
Other worksheets from the same night.
Example packet
Friday concession closeout example
Two concession tills close after a home game. The main window has one cash drop, the ticket table keeps its starting bank, and the chair enters card/POS totals from the report.
- $967.00 actual cash sales.
- $2.00 cash overage to explain in the notes.
- $1,087.00 cash-plus-check deposit handoff total.
Assumptions
What the numbers assume.
- Count all bills, loose coin, rolled coin, and partial rolls before separating the retained bank.
- Use expected cash from tickets, item counts, or a POS/report only when your group has a source you trust.
- Checks and card/online payments are tracked beside cash, but they are not counted as cash over/short.
- Use initials or role labels for counters if your group does not need full names on a shared packet.
- Follow your school, PTO/PTA, booster, district, bank, and local procedures for deposits and records.
Formula notes
How the totals are calculated.
- Ending cash count totals bills, loose coins, rolled coins, and any partial-roll amount entered for each till.
- Actual cash sales add back cash drops and cash payouts, then subtract the starting bank and added change.
- Cash to deposit adds ending cash and cash drops, then subtracts the retained bank kept for the next event.
- Cash over/short compares actual cash sales with expected cash sales when an expected cash total is entered.
- Card/POS and online fields stay separate from cash over/short so you can compare them with local systems.
Sources and local checks
Where to check the rules behind this worksheet
These references help set the worksheet's boundaries. Your current school, district, PTO/PTA, booster, treasurer, bank, and local procedures still come first.
- Local school, PTA/PTO, booster, district, bank, and food-safety procedures : Local rules and treasurer procedures are the source of truth.
- PTO Today free printables and templates
- Local bank and treasurer cash-handling procedures : Use local deposit, two-person count, and receipt requirements.
FAQ
Questions that come up
Yes. Enter your cash counts and payment totals, then print the closeout packet or export CSV and backup files. Follow your local treasurer and bank procedures.
No. Use it as a count sheet and handoff packet. Your school, PTO/PTA, booster, district, bank, and local procedures are still the source of truth.
Do not enter bank account numbers, tax IDs, student private information, donor private contact details, or official login credentials. Initials or role labels are usually enough for count-team fields.
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