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In Cash register → Cash register positions, the software compares the count (opening or closing) with the calculated position from recorded receipts. A non-zero variance means something needs investigation before you correct it.

Review the variance

1. Open Cash register → Cash register positions and set the period.
2. Browse the table by payment method: find opening or closing lines with a variance (warning or danger).
3. Hover the variance for the explanation (too much or too little vs the calculation).
4. Click the pencil button (Write permission required): Activiteez lists the matching cases; pick the most likely cause.

An open register must be available to post a correction entry.

Possible cases and how to correct

1. Closing — count is correct, calculated position is wrong

The closing count is right, but the running total of entries does not match.
→ Post a correction entry (exceptional P&L) (accounts 658 / 758).

2. Closing — count amount is wrong

Counting or entry error at closing.
→ Correct the count amount (edit the closing entry), rather than hiding the gap with a correction entry.

3. Opening — entries since the last closing

Sales or movements exist between the last closing and the opening.
→ Correct the opening position, or Post a correction entry before the opening (keep the count and record a transaction just before it).

4. Opening ≠ last closing, with no entry in between

A direct gap between closing and reopening: a sale, transaction or booking may have been forgotten.
→ Post a correction entry (exceptional P&L); otherwise Correct the opening count amount.

5. Variance ≥ €50 (opening or closing)

First check for an unrecorded safe deposit or safe withdrawal.
→ If yes: record the safe movement; otherwise continue with cases 1–4.

After correcting

• Review and save in the transaction editor.
• To list corrections already posted: Period corrections button.
• Refresh the report: only later counts reflect the correction.

Decision tree: What are the most common cash register position errors?. Technical procedure: Correct a count variance. Report reading: Review cash register positions.

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In Cash register → Cash register positions, a non-zero variance on an opening or closing means the counted amount does not match the calculated position. When you click the pencil button, Activiteez lists the matching options; pick the most likely cause then confirm.

Decision tree

1. Is the variance on a closing or an opening?
2. Is the variance ≥ €50?
   • Yes → was a safe deposit or safe withdrawal made without being recorded?
     • Yes → record the safe movement (case 5).
     • No → continue with opening / closing below.
3. Closing
   • Is the count amount wrong (counting / entry)? → correct the count (case 2).
   • Otherwise → correction entry (exceptional P&L) (case 1).
4. Opening
   • Are there entries since the last closing?
     • Yes → correct the opening position, or post a correction entry before the opening (case 3).
     • No → opening differs from the last closing: was a sale, transaction or booking forgotten in between? → correction entry (exceptional P&L) (case 4), otherwise correct the opening count amount.

Common cases

1. Closing, count is correct — calculated position does not match: Post a correction entry (exceptional P&L) (accounts 658 / 758).
2. Closing, count is wrong — counting or entry error: Correct the count amount.
3. Opening with entries since the last closing — Correct the opening position, or Post a correction entry before the opening (keep the count and record a transaction just before it).
4. Opening ≠ last closing, with no entry in between — suspect an unrecorded operation between closing and opening: correction entry (exceptional P&L); otherwise correct the opening amount.
5. Variance ≥ €50 — first: Was a safe deposit or safe withdrawal made without being recorded?; otherwise cases 1–4.

To analyse the report lines: Review cash register positions. To review and correct: How do I review and correct variances on cash register positions? and Correct a count variance.

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1. Open Cash register → Stocks and find the inventory line with a non-zero variance (orange or red icon).
2. Click the pencil button next to the variance — visible if you have Write permission.
3. If the variance exceeds 5 units, confirm in the warning dialog.
4. The transaction editor opens with a prefilled stock variation (account 603): check quantity, amount, and date, then save.

To review all corrections on the period: Period movements button on the same screen.

Full procedure and edge cases: Correct a count variance. To understand why the variance appeared: Why does a variance appear on an inventory or stock position?.

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Triggers automate an action as soon as an item is confirmed at the register, without extra manual steps.

In Cash register → Manage, expand the item (chevron) → Triggers block:

• Associated action: first action (e.g. Add a subscription, Debit a subscription, Book/Register, Add a customer badge, Link to a customer). Option fields depend on the selected action.
• … then: second action, e.g. Set up a payment — the payment window opens automatically after ticket confirmation (no need for Multi… on a recurring subscription; see Set up recurring payment for a register subscription).

A customer often must be selected at the register before sale when the action involves a subscription, badge or recurring payment.

Full guide: Configure cash register items. Member subscriptions: Set up and sell a subscription at the register.

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A member subscription (plan, session card, access pass…) is configured in the cash item list, then sold or debited from the register or customer record. This is not your Activiteez subscription (GO, PRO, etc.): see Subscribe, suspend and reactivate your account.

1. Open Preferences → Categories, Bookings, Notifications (or Cash register → Manage) → Cash item list → list….
2. Add a row: label, price, check Active to show it at the register.
3. Expand the chevron → Triggers block → Associated action: Add a subscription. Enter the plan name, initial credit (blank = unlimited), validity in days or a date, and an optional constraint.
4. Save the list.

To assign a subscription: sell the item in Cash register (customer selected on the left) or click + Abo from Customers → Account list. To use a credit: Debit Abo at the register, or an item with Debit a subscription. For recurring SEPA direct debit: configure recurrence and … then → Set up a payment on the item — see Set up recurring payment for a register subscription.

Step-by-step guide: Set up and sell a subscription at the register. Trigger details: What are triggers on a cash register item?.

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Start by confirming you are dealing with the correct customer record (name, email) and ask for proof of payment: is it a real payment confirmation (receipt, Stripe confirmation email, bank statement showing a completed debit) or only a copy of an attempt (intermediate page, authorization not finalized)?

1. Is there a payment on the customer’s account?

Open Finances → Customer’s entries…, enter the customer’s name, then Analyze.

• Check the account balance: is it zero or positive (customer credit)?
• Look for a payment line matching the amount and date the customer reported.

Payment is recorded in Activiteez, but not linked to the ticket

This can happen if payment arrived after the option expired, if the activity was changed or cancelled between the start of the booking and payment completion, or if the ticket remained pending payment.

If the booking is still visible (status “to confirm” or “pending payment”):

1. Open the ticket from the activity’s participant list.
2. Ticket menu → Confirm ticket.
3. Then Pay ticket … by debiting the account to link the payment already recorded on the customer account to the ticket.

If the booking no longer appears on the activity:

1. In the participant list, check Deleted (box next to the name search) to show deleted bookings.
2. Otherwise, find the line in Finances → Customer’s entries… → Analyze, filter Trash if needed.
3. Line menu → Restore or Restore to activity.
4. Confirm the ticket (Confirm ticket), then Pay ticket … by debiting the account if the customer balance allows it.

For the Finances workflow in detail: Invoice a customer’s entries.

2. No payment entry in Activiteez

Check directly on dashboard.stripe.com (Stripe account connected to Activiteez) whether the payment succeeded.

• Stripe payment OK, no Activiteez entry: payment was not recorded in Activiteez — contact support with the Stripe payment ID (Payment intent or Charge).
• Payment missing or failed on Stripe: the customer was not debited; the “confirmation” they show may be only an attempt. Ask them to complete the booking flow again, or settle manually according to your process.

For SEPA direct debits (debit visible to the customer before final confirmation), see also How do I know if my customer was debited via Stripe SEPA?.

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