Penny Elimination (Cash Rounding) in OnRent Go

Penny Elimination is called Cash Rounding within OnRent Go. It allows the final cash amount collected from a customer to be rounded to a configured denomination, such as 0.05 or 0.10.

For example, using Nearest with an increment of 0.05, 10.02 becomes 10.00 and 10.03 becomes 10.05.

Important: Cash Rounding is a settlement adjustment only. It does not change the Invoice total, Invoice lines, prices or tax. OnRent Go records the rounded cash received while allocating the original amount against the Invoice.

Cash Rounding must be enabled for your subscription. If the settings described below are not visible, please contact OnRent Go Support.

There is no separate Cash Rounding permission — users require the standard permissions for the task they are performing:

Cash Rounding is not restricted by country or currency. It is your responsibility to ensure the selected rounding method complies with the rules that apply to your business and local currency.

This step is only required if payments are posted from OnRent Go to a linked finance system. Go to System Setup > Integrations and open the active accounting integration.

If you want payments to be posted automatically, enable Post Payments. Ensure the Cash Payment Method is mapped to the correct bank or cash account in the finance system.

Under Journal Mappings, locate Cash Rounding and map it to the appropriate account in your finance system. This would normally be a cash rounding, cash over/short, or rounding gain and loss account - confirm the correct account with your accountant.

The same account can receive positive and negative adjustments: a round-up normally creates rounding income or a gain, and a round-down normally creates a rounding expense or loss.

Sage Business Cloud also requires a Cash Rounding Tax Rate under the Tax Rate Mappings section. A zero-rated or exempt tax rate is recommended, because Cash Rounding does not change the tax calculated on the original Invoice.

Configure the Sage tax rate before enabling Cash Rounding against a Depot. OnRent Go will prevent the Depot setting from being enabled if an active Sage Business Cloud integration does not have this tax rate configured.

Note: A finance integration is not required to use Cash Rounding within OnRent Go. Without an integration, the rounded payment will still be recorded and allocated locally, but no external accounting adjustment will be created.

Cash Rounding is configured separately for each Depot. Go to System Setup > Maintenance Data > Depots, open the required Depot and select Defaults. Complete the following fields:

Save the Depot and repeat this process for every Depot that will use Cash Rounding.

For predictable results, always enter an increment and select a rule explicitly. If the settings are left blank, a blank or zero increment defaults to 0.05 and no selected rule defaults to Nearest.

To stop rounding, either turn off Use Cash Rounding or select the explicit None rule. The available rules are supplied by OnRent Go and should not be replaced with custom values.

The rounding settings are taken from the user's currently active Depot when the payment is processed. This may not always be the same as the Depot against the Order or Invoice. Users processing cross-Depot payments should check that they are working in the correct active Depot before taking the payment.

A Depot has one increment and rule, and these are used for every currency processed while that Depot is active. If a Depot accepts cash in more than one currency, make sure the selected increment is suitable for all of them - OnRent Go does not maintain separate Cash Rounding settings per currency.

Rounds the amount to the closest increment. Using an increment of 0.05:

Always rounds upwards to the next increment. For example, with an increment of 0.10, 40.20 remains 40.20 and 40.22 becomes 40.30.

Always rounds downwards to the previous increment. For example, with an increment of 0.10, 40.20 remains 40.20 and 40.22 becomes 40.20.

No rounding is applied, even when Use Cash Rounding remains enabled.

Cash Rounding is applied when all of the following are true:

Cash Rounding does not apply automatically to card, bank, Pay by Link or other non-cash methods; deposits or prepayments; refunds, deposit refunds or prepayment refunds; partial payments; or payments using a rule of None.

If the outstanding amount already falls exactly on the configured increment, the payment is unchanged.

Partial payments do not receive a rounding adjustment. However, when Cash Rounding is enabled, the cash amount must still align with the Depot's configured increment.

For an increment of 0.05, a partial payment of 10.00 or 10.05 is valid, but a partial payment of 10.03 is not aligned and will be rejected. This prevents the system from accepting cash values that cannot be represented using the configured denomination.

A cash payment can be started from the usual Take Payment option against an Order or a posted Invoice.

When rounding changes the outstanding value, the screen displays the cash rounded amount. The rounded value is automatically applied when Cash is selected. If the value has been manually changed, select Use rounded amount to restore the calculated amount.

Amount Tendered is a calculator to help the user determine the change that must be returned. For example, an Amount to Pay of 40.20 with an Amount Tendered of 50.00 gives Change Due to Customer of 9.80.

Important: Amount Tendered and Change Due are not stored against the completed Payment and are not posted to the finance system. Only the Amount to Pay becomes the Payment value.

If "Cash Tendered is less than the amount to pay" is displayed, correct the amount before confirming. This is currently a warning and does not disable the Confirm button.

An Invoice has an outstanding value of 40.22, and the Depot uses an increment of 0.05 with the Nearest rule. OnRent Go allocates 40.22 to the Invoice, collects 40.20 in cash, and records a Cash Rounding difference of −0.02. The Invoice is fully settled for 40.22, while Payment history shows the actual cash amount of 40.20.

An Invoice has an outstanding value of 40.23, and the Depot uses an increment of 0.05 with the Nearest rule. OnRent Go allocates 40.23 to the Invoice, collects 40.25 in cash, and records a Cash Rounding difference of +0.02. The Invoice is fully settled for 40.23, while Payment history shows 40.25.

No additional Invoice, Credit Note or tax line is created for either adjustment.

When a payment covers more than one Invoice, OnRent Go:

It does not round every Invoice individually. For example, Invoice A at 10.01 and Invoice B at 10.02 give a combined outstanding of 20.03, which rounds once to a cash settlement of 20.05 at an increment of 0.05. This avoids several small rounding adjustments being produced for a single customer payment.

A Deposit was collected previously and is not treated as new cash, so the Deposit itself is never rounded. Where a Deposit is allocated as part of a Payment, only the remaining cash portion is eligible for rounding.

The current Take Payment screen does not automatically apply the rounded suggestion after Use Deposit for Payment is enabled. Check that the remaining cash value aligns with the configured increment before confirming. Where practical, process and verify the Deposit allocation and remaining cash separately.

For a rounded Payment, OnRent Go stores the actual rounded cash received, the signed Cash Rounding difference, the original amount allocated against the Invoice, and the usual Payment reference, date, method and status. The internal difference allows the Invoice to be fully settled even though the physical cash received was slightly higher or lower.

The standard Payment history currently displays the rounded Payment amount but does not show the Cash Rounding difference as a separate line. It also does not retain the Amount Tendered or Change Due values. Changing the Depot's rule or increment later does not recalculate existing Payments.

Conceptually, the accounting result is as follows.

Customer pays more than the Invoice - for an Invoice of 10.03 rounded to 10.05: Debit Cash/Bank 10.05, Credit Accounts Receivable 10.03, Credit Cash Rounding Gain 0.02.

Customer pays less than the Invoice - for an Invoice of 10.02 rounded to 10.00: Debit Cash/Bank 10.00, Debit Cash Rounding Loss 0.02, Credit Accounts Receivable 10.02.

The exact documents used to achieve this differ between finance providers.

Xero: Supported. Posts the original Invoice allocation and a separate no-tax Bank Transaction for the difference. A round-up creates a Receive transaction and a round-down creates a Spend transaction.

QuickBooks Online: Supported. Creates a Journal Entry between Accounts Receivable and the mapped Cash Rounding account, then links the Journal and Invoice to the Payment.

Sage Business Cloud: Supported with additional setup. A round-up creates the Invoice receipt and an Other Receipt for the difference; a round-down uses the receipt allocation/discount mechanism. A Cash Rounding Tax Rate is required.

Sage 50 / Accounts Integrator Service: Limited. The rounded cash transaction is sent, but OnRent Go does not create a separate Cash Rounding account adjustment through this integration. Manual reconciliation may be required.

Exact Online: Automatic Payment posting is not currently implemented, so Cash Rounding adjustments are not posted automatically.

For Sage Business Cloud, round-up adjustments against foreign-currency customer accounts may be rejected by the finance provider — review these transactions carefully.

Cash Rounding does not create a Pending entry in Finance > Ledger Transactions. The adjustment is handled directly as part of posting the Payment to the accounting provider, so do not expect a separate Cash Rounding ledger transaction to appear in the OnRent Go Ledger Transactions screen.

The local Payment is created before external finance posting is completed. If an external mapping, connection or provider request fails, the rounded Payment can remain recorded in OnRent Go, the Invoice can remain settled locally, the external Payment or adjustment may remain unposted, and a warning or unposted Payment status will be shown.

Check that the integration is active and connected, Post Payments is enabled if automatic posting is required, the customer and Invoice are linked to the finance system, the Cash Payment Method has been mapped, the Cash Rounding account has been mapped, and the Sage Cash Rounding Tax Rate has been configured where applicable.

After correcting the setup, use Post Payment from the Payment actions to retry.

Important: An external provider can sometimes accept one part of the settlement before a later adjustment fails. Check the finance system before retrying to avoid duplicate documents. This is especially important with Sage Business Cloud, where a partially completed settlement may require manual reconciliation.

Refund transactions are not automatically Cash Rounded, and a Refund does not automatically recreate or reverse the Cash Rounding adjustment from the original Payment.

If a rounded Payment has already been posted externally, any correction should follow your normal accounting correction or reversal process. Confirm the required treatment with your accountant and reconcile both OnRent Go and the finance system.

Check that Cash Rounding has been enabled for the subscription, the user has Depot Read and Write/Update access, and the user is editing the Depot rather than viewing its Overview.

Check that Use Cash Rounding is enabled against the active Depot, the user has switched to the correct active Depot, the rule is not None, the system Cash Payment Method has been selected, the Payment option is selected rather than Deposit or Refund, the amount represents the full settlement, a Deposit-funded flow has not disabled the automatic suggestion, and the amount does not already fall exactly on the increment.

Make sure the cash amount is a multiple of the configured increment. For an increment of 0.05, use values such as 10.00, 10.05 or 10.10 rather than 10.03.

This is expected - a blank or non-positive increment defaults to 0.05. Enter the intended increment explicitly, select None, or turn off Use Cash Rounding.

Review the Payment status and integration mappings. Fix the configuration and use Post Payment where appropriate. For Sage Business Cloud, inspect the provider before retrying, because one part of the settlement may already have been created.

Cash Rounding allows OnRent Go to collect cash using practical denominations while preserving the original Invoice value and tax. The rounded amount represents the physical cash received, while the internal adjustment ensures the Invoice is fully allocated. Xero, QuickBooks Online and Sage Business Cloud provide dedicated external settlement handling when correctly configured, while other integrations may require manual reconciliation.

For the most reliable process, configure finance mappings first, set an explicit increment and rule for every Depot, check the user's active Depot before taking payment, use the system Cash Payment Method, resolve insufficient-tender warnings before confirming, and review provider posting results and reconcile any failures before retrying.