Cash Management

Check the cash drawer balance, record cash paid in and paid out during the day, and find the reports that show cash.

Where the cash drawer is opened and closed

You do not open or close the cash drawer on this screen.

The cash drawer is opened when you count the opening cash on Start of Day. See Getting Started.
The cash drawer is closed when you count it on End of Day. See Closing the Day.

This page covers the time in between.

The Cash Drawer screen

In the POS app, tap Cash Drawer in the menu, or Cash drawer under Operations on the Dashboard. You need permission to manage the cash drawer.

Cash Drawer screen showing Current Balance, Opening, Cash Sales, Expenses, Pay Out and Pay In, the Pay In and Pay Out buttons, Recent Transactions and End of Day — The Cash Drawer screen: the balance and its parts at the top, Pay In and Pay Out below, then Recent Transactions and End of Day

On screen	What it shows
Open / Closed	Whether a cash drawer is open for this branch.
Current Balance	The cash that should be in the drawer right now.
Opening	The amount counted at the start of the day.
Cash Sales	Cash taken for orders since the drawer was opened, including cash handed in by delivery drivers.
Expenses	Cash spent through the Expenses screen: direct expenses, plus cash advances less any change returned.
Pay Out	The total you recorded with the Pay Out button.
Pay In	The total you recorded with the Pay In button.
Recent Transactions	The five latest cash movements with their type, note, amount and time.

Pay In, Pay Out and End of Day only work while the cash drawer is open. The round arrow at the top right reloads the figures.

Pay In: add cash to the drawer

Use Pay In when cash goes into the drawer that is not a sale, for example extra change.

Tap Pay In

The Pay In dialog opens.
Enter the Amount

Type the cash you are putting in.
Pick a Reason

Choose Change Fund, Tip Adjustment, Cash Correction, Bank Deposit Return or Other. If you choose Other, type the reason in Specify Reason.
Add a note if you need one

Notes (Optional) is saved next to the reason.
Tap Add

The green button shows the amount you are adding. Current Balance and Pay In go up, and the entry appears under Recent Transactions.

Pay Out: take cash out of the drawer

Use Pay Out when cash leaves the drawer that is not change for a customer, for example a small purchase or a bank deposit.

Pay Out dialog with Amount, the Reason choices, Staff, Notes and a red Remove button — Pay Out: enter the Amount, pick a Reason, add a note, then tap the red Remove button

Tap Pay Out

The Pay Out dialog opens.
Enter the Amount

Type the cash you are taking out. It cannot be more than Current Balance.
Pick a Reason

Choose Purchase, Salary Advance, Petty Cash, Supplier Payment, Bank Deposit or Other. If you choose Other, type the reason in Specify Reason.
Add a note if you need one

Use Notes (Optional) for a receipt number or who took the cash.
Tap Remove

The red button shows the amount you are removing. Current Balance goes down and Pay Out goes up.

Record it when the cash moves

The amount you count at the end of the day is compared with Current Balance. Cash that went in or out without a Pay In or Pay Out shows up as a variance when you close. There is no edit or delete for an entry on this screen: to correct a mistake, record the opposite entry with the reason Cash Correction or Other and a note.

How entries appear under Recent Transactions

Type shown	What it is
Opening	The opening amount counted at the start of the day.
CashSale	A cash payment for an order.
CashPickup or PaidIn	A Pay In.
CashDrop or PaidOut	A Pay Out.
Expense, CashAdvance, CashAdvanceReturn	Cash recorded on the Expenses screen.

Expenses paid from the cash drawer

The Expenses screen in the POS app also takes cash from the open cash drawer. Open it from Expenses in the menu.

Tab	Use it to	Effect on the cash drawer
Direct Expense	Record cash you spent. Fill in Category, Amount and Description, then tap Record Expense.	Cash goes out.
Cash Advance	Give a staff member cash to go and buy something. Fill in Staff Member, Amount and the purpose, then tap Give Cash Advance.	Cash goes out.
Open Advances	Tap Settle when the staff member comes back. Enter Amount Spent, Category and what was purchased. The dialog shows the change to return.	Returned change goes back in.
Supplier Payable	Record a supplier bill that has not been paid yet.	None.

Settle every open advance before you close the day. An advance still open when the business day closes is settled automatically as if the full amount was spent.

Reports that show cash

In the POS app

Tap Reports in the menu, or X-Report on the Cash Drawer screen. You need permission to view reports. Choose the report with the buttons at the top.

POS app Reports screen with Sales, X-Report and Z-Report buttons, From Date and To Date, and sales totals — The POS app Reports screen with the Sales report open; X-Report and Z-Report are next to it

Report	What it shows about cash
Sales	For the dates in From Date and To Date: the total for each payment method under Payment Methods, with the sales totals.
X-Report	Your current shift so far: Opening Balance, Current Balance, Cash Sales, Card Sales, Total Orders, Voids/Refunds and Net Sales.
Z-Report	The whole business day for the date in From Date: Cash Collected, Card Collected, Opening Balance, Closing Balance, Expected Cash and Variance, with the sales totals.

In the Web admin

Go to Point of Sale > Reports. You need permission to view reports.

Menu entry	What it shows
Cash Reconciliation	For a branch and a date range: Total Variance, how many drawers were balanced, over and short, a Cash Flow Summary, and a line for each cash drawer with opening, sales, expected, actual and variance.
End of Day	For a branch and one date: sales totals, payment methods, and the cash drawer's opening, closing and variance.
X-Report (Shift)	Pick a date and then a shift. Shows that shift's sales, payment methods and cash drawer figures.
Z-Report (EOD)	For one date: the day's sales, payment methods, a summary of each shift, and a Cash Reconciliation table with expected, actual and variance for each drawer.

The other POS reports are described in Reports.

Cash drawers in the Web admin

A manager can also work on a cash drawer from the browser. Go to Point of Sale > Cash Drawers. You need permission to view cash drawers.

The Cash Drawers list shows each drawer with its status (Open, Closed, Balanced or Pending Review), who it is assigned to, the expected amount and the variance. Click the menu at the end of a row for these actions. Close Drawer, Cash Drop and Cash Pickup are only offered while the drawer is open.

Action	What it does
View Details	Shows the drawer's starting, expected and actual amounts, its variance and its recent transactions.
Cash Drop	Removes cash from the drawer to the safe. It lowers the drawer balance the same way a Pay Out does in the POS app. Enter Drop Amount and click Record Drop. The amount cannot be more than Current Drawer Balance.
Cash Pickup	Adds cash to the drawer from the safe. It raises the drawer balance the same way a Pay In does in the POS app. Enter Pickup Amount and click Record Pickup.
View Transactions	Lists every cash movement on that drawer. You can filter by transaction type and by date.
Open Drawer / Close Drawer	Opens or closes the drawer from the browser. In daily use the POS app does both for you on Start of Day and End of Day.

The same actions are on Point of Sale > POS Home, under Cash Management, for the drawer that is open now.

On Cash Drop and Cash Pickup you can also record a manager's approval. Choose the manager in Approving Manager; the manager then types their PIN in Manager PIN. If you choose a manager, the PIN is required.

Troubleshooting

"No open business day. Please start a business day first."

The day has not been started. Open the Dashboard or start a new order: the app takes you to Start of Day.

"No open cash drawer. Please open a cash drawer first."

The business day is open but no cash drawer is. Open the Dashboard or start a new order: the app takes you to Open Cash Drawer, where you count the cash and tap Open Cash Drawer.

A Pay Out is refused because the amount "exceeds expected drawer balance"

You tried to take out more than Current Balance. Check the amount. If the drawer really holds more cash than the balance shows, record the missing cash with Pay In first.

"X-Report requires an active shift. Please clock in first, or use Z-Report to view the daily summary."

The X-Report in the POS app covers your own shift, and you are not clocked in. Clock in from Clock In/Out, or open Z-Report for the day's figures.

"No open cash drawer found. Please open a cash drawer first."

You see this on the Expenses screen. A cash expense or a cash advance needs an open cash drawer to take the money from.

Documentation