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Resolve Dental Consultancy
End-of-Day Cash & Banking SOP 2026
End-of-Day Cash & Banking SOP 2026
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$29.00 AUD
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The Complete Daily Reconciliation Procedure for Australian Dental Practices
A daily end-of-day reconciliation is not just an administrative task — it is the practice's financial health check. Done correctly, it tells you what the practice collected today, whether the systems balance, whether there are any unexplained discrepancies, and whether the bank deposit matches what was taken in. Done inconsistently or not at all, it leaves the practice exposed to cash discrepancies, HICAPS errors, and financial blind spots that accumulate over time.
The End-of-Day Cash & Banking SOP 2026 is the complete daily reconciliation procedure for cash, EFTPOS, HICAPS, and Medicare payments in an Australian dental practice — with a 7-step reconciliation process, a discrepancy procedure, a ready-to-use Daily Balance Sheet template, and record retention guidance.
The SOP is structured across 4 parts:
Part 1 — Why a Daily Reconciliation Matters The business case for a written, consistent end-of-day procedure — and the dual oversight principle: cash handling is a high-risk area for small businesses, and proper procedures protect both the practice and the staff member. Includes a clear payment type reference table covering cash, EFTPOS, HICAPS, Medicare/CDBS, and account/payment plan — what must balance for each.
Part 2 — The 7-Step End-of-Day Reconciliation Procedure A complete, step-by-step reconciliation process to be followed every day the practice operates, without exception:
- Print the PMS day report — the definitive record of what the system says was received
- Count the cash — twice, in a private area, subtracting the float to get day's cash takings
- Settle the EFTPOS terminal — print the settlement receipt and reconcile against the PMS
- Settle and reconcile HICAPS — including handling of HICAPS rejections (which must be resolved on the day)
- Reconcile Medicare and CDBS claims — noting that Medicare payments arrive 1–2 business days after the claim
- Complete the Daily Balance Sheet — single-page summary signed off by the FOC and reviewed by the PM
- Prepare and complete the banking — including the non-negotiable rule: do not leave large amounts of cash on the premises overnight
Part 3 — Discrepancy Procedure A clear, tiered response framework for every discrepancy level:
- ±$0–$2.00: Record and monitor
- ±$2.01–$10.00: Recount and recheck, notify PM if unresolved
- ±$10.01–$50.00: Full investigation before banking, PM review required
- Above ±$50.00: Stop, notify PM immediately, do not bank until investigated, notify Practice Owner if cause cannot be identified
Includes the seven most common causes of discrepancies — almost always a training issue or process gap, not dishonesty.
Part 4 — Daily Balance Sheet Template A ready-to-use Daily Balance Sheet covering all payment types, variance columns, float count, banking deposit amount, and signature blocks for the FOC and PM. Includes record retention guidance — retain all balance sheets, EFTPOS receipts, HICAPS reports, and bank deposit receipts for a minimum of 7 years.
Who this is for:
- Practice Managers responsible for financial oversight and daily reconciliation sign-off
- Front Office Coordinators who complete the end-of-day reconciliation
- Practice Owners who want a written, auditable daily cash management procedure
- Any practice that currently reconciles inconsistently or has experienced unexplained cash discrepancies
📄 Format: 7-page editable Microsoft Word document (.docx) — fully customisable with your practice name and responsible person details; Daily Balance Sheet designed to be printed fresh each day or used as a recurring digital template
⬇️ Instant digital download — available immediately after purchase
🦷 Built for Australian dental practices — covers HICAPS, Medicare Online Claiming, and CDBS
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