Finance

The Finance section provides detailed transaction-level views of money flowing through your restaurant — M-PESA payments, operational expenses, and cash deposits to the safe.

These pages complement the summary-level Expenses & Cash and Payments reports with full transaction listings.

M-PESA

A detailed log of all M-PESA mobile money transactions received by your till.

Each transaction shows:

Column	Description
Trans ID	M-PESA transaction reference (e.g., UCF1A98LJK)
Time	When the payment was received
Phone	Customer's phone number (if available)
Name	Customer name from M-PESA
Amount	Payment amount in KES
Status	Claimed (matched to an order) or Unclaimed
Claimed By	Which staff member matched this payment to an order

Claimed vs Unclaimed

• Claimed — The payment has been matched to a specific order by a cashier. The order is marked as paid via M-PESA.
• Unclaimed — The payment was received but hasn't been matched to an order yet. This can happen when a customer pays before the order is entered, or pays a different amount.

TIP

Review unclaimed payments regularly. They represent real money received that hasn't been accounted for against an order. Cashiers can claim them from the POS client.

Expenses

A chronological list of all expenses recorded through the POS — purchases, supplies, petty cash, and other operational costs.

Summary

The header shows the Total Expenses for the selected date range with a record count.

Expense Records

Column	Description
Date/Time	When the expense was recorded
Ingredient	What was purchased (item name or category)
Qty	Quantity purchased
Amount	Cost in KES
VAT	VAT amount if applicable
Invoice #	Supplier invoice number (optional)
Cashier	Who recorded the expense
Comment	Additional notes

Expenses are entered by cashiers or managers directly in the POS client during the shift. Common expense types include:

• Food supplies — Potatoes, milk, vegetables, meat
• Beverages — Sodas, juices, water
• Operational — Transport, cleaning supplies, detergent
• Staff — Internship stipends, casual labor

INFO

Expenses feed into the Cash Reconciliation calculation. Every expense recorded here reduces the expected cash balance for the day.

Deposits

Records of cash deposited to the safe or bank by staff at the end of a shift or day.

Summary

The header shows Total Deposits for the selected date range.

How Deposits Work

1. At the end of a shift, the cashier counts the physical cash in the till
2. They record the deposit amount in the POS
3. The deposit appears here and in the Cash Reconciliation report
4. The system calculates the variance between expected cash and actual deposit

A zero or near-zero variance means the cash balances. A significant variance indicates a discrepancy that should be investigated — possible causes include unrecorded expenses, incorrect change given, or theft.

Deposit Records

Column	Description
Date/Time	When the deposit was recorded
Amount	Cash deposited
Cashier	Who made the deposit
Comment	Notes (e.g., "End of evening shift")

Daily Routine

Make deposits a consistent end-of-shift routine. The Cash Reconciliation report is most useful when deposits are recorded promptly — it gives you an accurate daily variance that highlights issues immediately rather than letting discrepancies accumulate.