When pennies are hard to come by, Penny Rounding helps you take cash payments and give change in five-cent increments. Turn it on for the cash payment methods you want to use, then let DX1 calculate the cash to collect or return.

What is Penny Rounding? It rounds the cash portion of a payment to the nearest $0.05. The invoice total and taxes stay the same, and DX1 records the few cents of difference as a Cash Rounding Adjustment.

In this document, we will cover the following topics.

1. How to Turn On Penny Rounding

2. How to Take a Cash Payment

3. How Cash Amounts Round

4. How to Handle Change and Refunds

5. Where Penny Rounding Applies

6. How to Review Receipts and Cash

7. That’s it and Support

1. How to Turn On Penny Rounding

a. Open your payment method setup and select the cash payment method you want to use. You must have access to maintain payment methods.

b. Turn on Penny Rounding. It is off by default for each method; there is no separate dealership setting to enable.

c. If Surcharge is on for that method, turn it off first. Penny Rounding and Surcharge cannot both be on for the same payment method.

d. If you are using DX1 accounting be sure to select the correct account for "Penny Rounding Over/Short Account" before saving.  Check with your accountant if you are not sure which account to select.

e. Save your changes. Repeat for any other cash payment methods you want to round. Methods left off continue to use exact amounts.

2. How to Take a Cash Payment

a. Follow your normal payment process and choose a cash payment method with Penny Rounding turned on.

b. Review the amount DX1 fills in. When DX1 supplies the cash amount, it uses the rounded amount to collect.

c. If the customer hands you a different amount, enter the cash actually received. Cash entered for a rounding-enabled method must end in 0 or 5 cents.

d. Check Exact Cash Amount, Cash Rounding Adjustment, and Rounded Cash Tender. These show the amount before rounding, the difference, and the cash amount after rounding.

e. Handle any change and complete the payment using your normal process. DX1 saves the adjustment when the payment is accepted, even if the invoice still has a balance.

f. For a payment split between cash and another method, only the cash portion using a rounding-enabled method rounds. Credit cards, checks, and other non-cash amounts stay exact.

3. How Cash Amounts Round

a. Cash rounds to the nearest nickel, either up or down. Amounts already ending in 0 or 5 cents do not change.

b. For example, an exact cash amount of $10.06 becomes $10.05 to collect. DX1 records a -$0.01 adjustment, so rounding does not leave a penny still owed.

If you manually enter a cash amount that does not end in 0 or 5 cents, DX1 keeps your entry and shows the nearest valid amount. Correct the entry to match the cash being collected or returned before continuing.

4. How to Handle Change and Refunds

a. When change is due, review Change Due and the return amount DX1 fills in. If you use a rounding-enabled cash method for the return, give the rounded cash amount shown.

b. For example, the invoice is $45.93 and the customer gives you $50.00 cash. With rounding enabled for the cash payment and change, DX1 shows $4.05 to return. The net cash collected is $45.95, with a +$0.02 adjustment; the invoice stays $45.93.

c. For a return or void refund, select the payment method you will use to refund the customer. A rounding-enabled cash method rounds the refund; a method without rounding returns the exact amount.

d. If you change the payment method before completing a return, DX1 updates the return amount. Check the updated amount before giving the customer money.

e. Refunds use the labels Exact Cash Refund Amount, Cash Rounding Adjustment, and Rounded Cash Refund. The refund is calculated separately from the original payment.

5. Where Penny Rounding Applies

a. Penny Rounding applies at U.S. and Canadian dealerships using USD or CAD.

b. Supported payment areas include Major Unit, F&I, Service, and Parts invoicing; Cashier; Receive Payments; and Used Unit Receiving.

c. It does not apply to Miscellaneous Receipts, Parts Receiving, Major Unit Receiving, or other payment areas not listed above. Turning it on for a method does not turn it on in those areas.

6. How to Review Receipts and Cash

a. Receipt Tape and the 8.5 × 11 Invoice Receipt show the exact cash amount, adjustment, and rounded cash amount. These details also appear when the adjustment is zero.

b. Use the actual cash collected or paid out when checking the drawer. The adjustment is recorded separately; do not add it to the physical cash amount again.

c. Invoice, Sales, and Revenue amounts stay unchanged. Review the rounding difference through the existing payment and accounting records; this feature does not add a new standalone report.

d. Turning rounding off later does not change completed payments or their reprinted receipts. New payments use the current setting.

7. That's it and Support

That’s it! Enable Penny Rounding on the cash methods you want to use, check the cash amount shown, and complete the payment as usual.

If you need assistance, contact DX1 Support at 877-944-6766 or visit DX1support.com.