The stall closes with more money in the cash box than it started with. That is encouraging, but the whole box is not the day’s sales. The opening float was already there to make change.
Record the starting amount
Follow the organisation’s cash-handling policy. Count the opening float in a secure place, ideally with the required second person, and record the amount and denominations. Keep that record separate from customer-facing materials.
For an invented example, a stall starts with 50 currency units of change and ends with 230. If there were no other cash movements, the increase is 180, not 230. Real events may also include refunds, expenses or transfers, which need their own records.
Make changes visible
Do not quietly pay for supplies from the till or replace missing change with personal money. Use the approved process and record any authorised movement. Otherwise the closing count cannot be reconciled with the sales record.
If volunteers change shifts, agree who holds responsibility for the box and how the handover is counted. Keep access limited and do not leave money unattended while someone fetches another tray of goods.
Close with a reconciliation
- Count the remaining cash using the organisation’s required checks.
- Separate the opening float from the day’s net cash movement.
- Compare with recorded sales, refunds and authorised adjustments.
- Document any difference and report it through the agreed route.
A discrepancy is a reason to check the records calmly, not to accuse a volunteer on the spot. Record what is known, preserve the paperwork and let the responsible organiser investigate.
Arrange secure storage or banking before the event rather than deciding who will take the cash home at closing time. Tax, charity and accounting requirements vary, so use qualified local advice where needed. A simple float record gives the team a clear starting point and prevents yesterday’s change from becoming today’s invented income.