One of the most important features of Safe Management is full traceability. Every tender movement — from a cashier's end-of-day declaration to a bank deposit — is recorded with time, date, and the identity of the person who performed the action. When a discrepancy occurs, the system provides a clear path from the symptom back to the originating POS transaction.
This topic walks through three common mismatch scenarios and explains the exact audit trail available for each.
Scenario 1: Cashier short at end-of-day declaration
A cashier finishes their shift and declares the cash in the terminal. The system calculates an expected total based on the opening float and all recorded transactions during the shift. The cashier's physical count is $5.00 below that expected total.
When the declaration is posted, Safe Management automatically creates a Trans. Difference Entry (table 99001700) for the shortfall. The entry records:
- Transaction No. — the POS transaction number at the time of declaration.
- Receipt No. — the receipt number of the declaration transaction.
- Amount / Amount (LCY) — the signed difference (negative for a short, positive for an overage).
- Staff ID — the cashier who performed the declaration.
- POS Terminal No. — the terminal where the declaration was made.
- Date / Time — when the declaration was posted.
- Statement Code — the statement this declaration belongs to.
A manager can review all declaration differences by opening the Trans. Decl. Diff. Entries page (page 99001876). From that list, the Transaction action drills through to the full POS Transaction Card, making it possible to see every line of the original transaction.
The trace path for this scenario is:
- Open the relevant Safe Statement.
- Drill down on the statement line to reach the Safe Ledger Entries for the statement.
- Filter the Safe Ledger Entries by Document Type = Statement to find the declaration entry.
- From the Statement Code on the Safe Ledger Entry, open Trans. Decl. Diff. Entries filtered to that statement.
- Select the difference entry and choose Transaction to open the originating POS transaction.
The manager can then decide to write off the difference to a designated G/L account (the Diff Account No. field on the Trans. Difference Entry), charge it back to the cashier, or keep it open for further investigation.
Scenario 2: Bag count differs from declared total
A cashier sealed a bag and declared its contents as $200.00. Later, a manager performs a re-count of the bag and finds only $195.00. The $5.00 shortfall must be recorded against the bag without disturbing the closed entries that already exist.
The re-count is triggered from the Safe Bag card using the Re-Count Bag action (in the Safe Bag group on the Actions menu). This action calls the NewDeclaration procedure in codeunit LSC Safe Bag Utility, which opens a new declaration form for the bag. The cashier or manager enters the corrected physical count.
After the re-count declaration is confirmed:
- A new Safe Ledger Entry is created with Document Type = Correction for the difference amount (−$5.00 in this example).
- The Bag No. field on the correction entry links it back to the original bag, preserving the complete history of that bag's declared and actual amounts.
- The Staff ID and User ID on the correction entry record who performed the re-count.
To see the full history of a bag after re-count:
- Open the Store Safe List and navigate to the relevant safe.
- On the Related menu, choose Safe — Ledger Entries.
- Filter by Bag No. to see every entry — original transactions, the initial declaration, and the correction — in chronological order.
For detailed steps on performing a re-count, see Re-Count. For the case where too little money is found, see also Too Little Money.
Scenario 3: Tracing a bank deposit back to the cashier
A posted safe transfer to the bank contains three bags. An auditor wants to know which cashier closed each bag and which POS transactions contributed to each bag's total.
The trace chain works as follows:
- Open the Posted Safe Transfer (table 99001684). The header shows the Transfer Direction (From Safe), the Account Type, and the destination account.
- On the Lines FastTab, each Posted Safe Transfer Line (table 99001685) shows the Bag No., Tender Type, Currency Code, and Amount for each bag included in the transfer.
- Use the Bag No. from each line to look up the corresponding record in Closed Safe Bag (table 99001693). The Closed Safe Bag record holds the Staff ID of the cashier who closed the bag, the POS Terminal No., the Date Created, and the Date Posted.
- From the Safe No. and Bag No., filter the Safe Ledger Entries to see every transaction that deposited money into that bag. Each entry with Document Type = Transaction links back to a specific Transaction No. on the originating POS terminal.
- Use the Transaction No. and POS Terminal No. to open the Transaction Header and view the full POS receipt.
This chain — Posted Safe Transfer → Posted Safe Transfer Line → Closed Safe Bag (Staff ID) → Safe Ledger Entry → POS Transaction — provides a complete audit path from a bank deposit back to the individual cashier and the exact retail transaction that generated the cash.
Traceability summary
The Safe Ledger Entry table (table 99001681) is the primary audit table in Safe Management. The following fields are available on every entry and are the foundation of any investigation:
| Field | Purpose |
|---|---|
| Safe No. | Identifies which store safe the entry belongs to. |
| Posting Date | The date the entry was posted. |
| Posting Time | The time the entry was posted. |
| Staff ID | The staff member who performed the action (login ID from the POS). |
| User ID | The Dynamics Business Central user who posted the entry. |
| POS Terminal No. | The terminal where the transaction or declaration originated. |
| Document No. | The document number (statement code, transfer number, journal number). |
| Document Type | Journal, Transaction, Transfer, Statement, or Correction — indicates the source of the entry. |
| Bag No. | The bag that the entry is associated with. |
| Transaction No. | Links back to the originating POS transaction (when Document Type = Transaction). |
| Tender Type | The type of tender (cash, card, foreign currency, etc.). |
| Currency Code | Currency of the amount; blank for local currency. |
| Amount | The amount in the transaction currency. |
| Amount (LCY) | The amount converted to local currency. |
See also
Calculating and Posting Statements