Cash Register Management

POS Pro includes comprehensive cash register management to track cash flow, reconcile drawers, and maintain accurate financial records.

Overview

The cash register system allows you to:

• Open and close register shifts
• Track starting cash amounts
• Monitor sales by payment method
• Calculate expected cash at close
• Record actual cash counted
• Track variances (over/short)
• View shift history

Opening a Register

When Opening is Required

If Require Open Register is enabled in POS settings, you must open a register before processing any orders.

How to Open a Register

1. When accessing POS, you'll see the Open Register prompt
2. Or go to POS > Register
3. Click Open Register
4. Enter the Starting Cash Amount in your drawer
5. Click Open

TIP

Count your cash drawer carefully before entering the starting amount. This establishes the baseline for end-of-shift reconciliation.

What Happens When You Open

• A new register shift record is created
• The opening time is recorded
• The starting cash amount is saved
• You can now process POS orders

During Your Shift

Monitoring Sales

While your register is open, you can view:

• Cash Sales: Total cash payments received
• Card Sales: Total card payments processed
• Other Tenders: Bank transfers, gift cards, etc.
• Expected Cash: Starting cash + cash sales - cash refunds

Viewing Register Status

1. Go to POS > Register
2. View the current shift summary:
   • Shift start time
   • Starting cash
   • Sales breakdown by payment type
   • Expected cash amount
   • Cash refunds issued

Closing a Register

When to Close

Close your register at the end of your shift or work day. This:

• Creates a permanent record of the shift
• Calculates any cash variance
• Allows the next shift to start fresh

How to Close a Register

1. Go to POS > Register
2. Click Close Register
3. Count your cash drawer carefully
4. Enter the Actual Cash Amount counted
5. Review the summary:
   • Starting cash
   • Cash sales
   • Cash refunds
   • Expected cash
   • Actual cash
   • Variance (difference)
6. Add Notes if needed (explain any variance)
7. Click Close Register

Understanding Variance

Variance	Meaning
$0.00	Perfect match - drawer balanced
Positive (+)	Over - more cash than expected
Negative (-)	Short - less cash than expected

WARNING

Investigate significant variances. Common causes include:

• Incorrect change given
• Missing cash sales
• Unrecorded payouts
• Counting errors

Register History

Viewing Past Shifts

1. Go to POS > Registers
2. View list of all closed shifts
3. Each record shows:
   • User who worked the shift
   • Open and close times
   • Starting and ending cash
   • Variance amount
   • Notes

Filtering History

Use filters to find specific shifts:

• Date Range: Filter by shift dates
• User: Filter by cashier
• Status: Open or closed shifts

Sales Breakdown

The register tracks sales by tender type:

Tender Type	Description
Cash	Physical cash payments
Card	Credit/debit card payments
Bank Transfer	QR-based bank transfers
Gift Card	Gift card redemptions
Store Credit	Store credit applications
Check	Check payments

Expected Cash Calculation

Expected Cash = Starting Cash + Cash Sales - Cash Refunds

Only cash transactions affect the expected cash amount. Card and electronic payments are tracked separately.

Handling Cash Refunds

When processing cash refunds from an open register:

1. The refund amount is deducted from expected cash
2. The refund is recorded in the register history
3. At close, expected cash reflects all cash refunds issued

See Refunds for refund processing details.

Best Practices

Opening the Register

1. Count the starting cash with a witness if possible
2. Verify all denominations
3. Enter the exact amount - don't round
4. Keep the starting amount consistent across shifts

During Your Shift

1. Process all transactions through POS
2. Don't make cash payouts without recording them
3. Keep the cash drawer closed when not in use
4. Don't leave cash unattended

Closing the Register

1. Count cash carefully - count twice if needed
2. Separate and count each denomination
3. Record the exact count - don't adjust to match expected
4. Document any variances with notes
5. Investigate discrepancies before closing

Security Tips

• Only authorized users should access the register
• Change register access passwords regularly
• Review register history regularly for anomalies
• Keep backup cash in a secure location

Troubleshooting

"Register Required" Error

Problem: Cannot process orders without open register

Solution:

1. Open a register before processing orders
2. Or disable "Require Open Register" in settings (not recommended)

Large Variance at Close

Problem: Significant difference between expected and actual cash

Investigation Steps:

1. Recount the cash drawer
2. Review all transactions for the shift
3. Check for voided or cancelled orders
4. Look for unrecorded cash payouts
5. Verify no orders were processed outside POS

Cannot Close Register

Problem: Close register button not working

Solution:

1. Ensure you have the Registers permission
2. Check for any pending transactions
3. Clear browser cache and try again

Register Shows Wrong User

Problem: Register associated with wrong user

Solution:

1. Each user should log in with their own account
2. Open register after logging in
3. Close register before logging out

Permissions

Register operations require specific permissions:

Permission	Allows
Registers	Open, close, and view register status
Reports	View register history and reports

Assign these permissions in Users > Roles.