Cash closeout worksheet
Cash Box Count and Closeout
Count each till, compare actual cash with expected sales, and print the deposit amount with two signature lines.
Expected cash not entered
Check before the treasurer signs
- Till 1 needs initials or role labels for both counters.
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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.
- Expected and counted cash match across both tills.
- $1,087.00 cash-plus-check deposit 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.
Check local rules
Sources for this worksheet
Use your group's current forms and procedures for deposits, approvals, and recordkeeping.
- 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
It calculates actual cash sales, cash over/short, cash and check deposits, and net receipts after card and online fees. You can 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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