Documentation

Cash Management Guide

Managing cash drawers, tracking cash flow, and end-of-day reconciliation.

Watch: Cash Management Complete Guide (6 min)

Cash Drawer Overview

The cash drawer system tracks all cash transactions and ensures accurate accounting at the end of each shift.

Cash drawer management screen showing open drawers and transactions
The Cash Drawer screen shows all active drawers and their current status
Important

An open cash drawer is required before you can process cash payments. Each drawer is assigned to one user at a time.

Opening a Cash Drawer

Animated demo of opening a cash drawer
Opening a cash drawer: Select drawer, enter float, confirm
  1. Navigate to Cash Drawers
    Go to POS > Cash Drawers from the navigation menu.
  2. Select an Available Drawer
    Choose a drawer that is not currently assigned to another user.
  3. Count Your Starting Float
    Physically count the cash in the drawer before entering the amount.
  4. Enter Opening Float Amount
    Enter the exact cash amount as your starting balance (e.g., $200.00).
  5. Click "Open Drawer"
    Confirm to activate the cash drawer for your shift.
Verify Float Amount

Always physically count the cash before entering the opening float. Discrepancies at the start will affect end-of-day reconciliation.

Cash Transactions

Throughout your shift, the cash drawer tracks various transaction types:

Different cash transaction types
Track all cash movements with detailed transaction history
Transaction Type Description Effect on Balance
Sale Cash payment received from customer + Increases
Refund Cash returned to customer - Decreases
Cash Drop Removing excess cash to safe - Decreases
Cash Pickup Adding cash to the drawer + Increases
Paid Out Cash payment for expenses (e.g., supplies) - Decreases

Cash Drops

A cash drop removes excess cash from the drawer and deposits it in the safe. This is a security best practice to limit the amount of cash in the drawer.

Cash drop form
Record cash drops to keep your drawer at a safe level
  1. Access Cash Drawer Management
    From the POS Dashboard, click on your cash drawer or go to POS > Cash Drawers.
  2. Click "Cash Drop"
    Open the cash drop form.
  3. Count the Cash to Drop
    Count the bills you're removing. Leave enough for making change.
  4. Enter the Amount
    Enter the exact amount being removed (e.g., $300.00).
  5. Add Notes (Optional)
    Add any notes or reference numbers for the drop.
  6. Confirm Drop
    Click "Confirm" and physically move the cash to the safe.
Best Practices
  • Make cash drops regularly (e.g., every 2 hours or when drawer exceeds a limit)
  • Always have a witness when making large drops
  • Keep receipts/documentation for all drops

Cash Pickups (Add Cash)

A cash pickup adds cash to the drawer, typically when you need more change.

  1. Access Cash Drawer Management
    From the POS Dashboard or POS > Cash Drawers.
  2. Click "Cash Pickup" or "Add Cash"
    Open the cash pickup form.
  3. Enter the Amount
    Enter the amount of cash being added.
  4. Select Source
    Indicate where the cash is coming from (safe, bank, etc.).
  5. Confirm Pickup
    Click "Confirm" and place the cash in the drawer.

Paid Outs

Paid outs record cash payments made from the drawer for business expenses.

Paid out form for recording cash expenses
Record paid outs for business expenses paid from the drawer
  1. Click "Paid Out"
    From the cash drawer management screen.
  2. Enter Amount
    Enter the payment amount.
  3. Enter Description
    Describe what the payment is for (e.g., "Emergency supplies", "Delivery driver tip").
  4. Attach Receipt (if available)
    Keep physical receipts for all paid outs.
  5. Confirm
    Complete the paid out transaction.
Manager Approval

Paid outs may require manager approval depending on your system settings. Always get approval before making paid out transactions.

Closing the Cash Drawer

At the end of your shift, close your cash drawer and perform reconciliation.

Animated demo of closing a cash drawer
End of shift: Count cash, enter amount, review variance, close drawer
  1. Stop Taking Cash Payments
    Ensure no pending cash transactions before closing.
  2. Click "Close Drawer"
    Start the closing process from cash drawer management.
  3. View Expected Amount
    The system shows the expected cash based on transactions: Opening Float + Sales - Refunds - Drops + Pickups - Paid Outs.
  4. Count Physical Cash
    Count all bills and coins in the drawer.
  5. Enter Counted Amount
    Enter your physical count. The system will calculate any variance.
  6. Review Variance
    • Over: More cash than expected
    • Under (Short): Less cash than expected
    • Balanced: Cash matches expected amount
  7. Add Notes for Variances
    If there's a variance, add explanation notes.
  8. Confirm Close
    Complete the closing process. The drawer is now closed.

Cash Reports

Access cash-related reports from the POS Reports section:

Cash reports dashboard
Comprehensive cash reports for management and accounting
Report Shows
Cash Drawer Summary Opening/closing amounts, all transactions, variances
Transaction Detail Individual cash transactions with timestamps
Variance Report Over/short history by user and date
Cash Drop Log All cash drops with amounts and times

Troubleshooting

Cash Drawer Won't Open

  • Verify the business day is open
  • Verify you have an active shift
  • Check if another drawer is already assigned to you
  • Ensure the drawer isn't assigned to another user

Large Variance at Closing

  • Recount all cash carefully
  • Check for stuck bills or coins
  • Review all transactions for errors
  • Verify all cash drops were recorded
  • Contact manager if variance is significant

Drawer Shows Wrong Expected Amount

  • Verify opening float was entered correctly
  • Check that all drops/pickups were recorded
  • Review voided transactions
  • Report to manager for investigation

Next Steps

Getting Started

Review the complete daily setup process.

Order Taking

Learn how to process cash payments during orders.