Cash Management

(for Cashiers and Store Managers)

1 Introduction

This guide focuses on the core operations for cash and drawer management in a POS system. It covers initialization, cash handling, tip management, drawer counting, and log queries. The guide provides clear and simple steps to help you manage cash flow efficiently, ensuring security and improving cash management processes.

2 Basics of Cash Management

2.1 Key Concepts

Cash Drawer: A hardware device or virtual account for storing cash, with three types: physical cash drawer, virtual drawer (automatically generated when no hardware is present), and self-service drawer (integrated with VNE devices).
Core Statuses: A cash drawer can be in one of three statuses: Active (Enabled), Closed (Default), or Locked. A locked drawer must be unlocked before any operations can occur.
Key Operations: These include six core actions: Start Drawer (cash drawer initialization), Pay In (cash deposit), Pay Out (cash withdrawal), Tip Out (tip withdrawal), Cash Drop, and Close Drawer (drawer reconciliation and closure).

2.2 Key Requirements

Operation Permissions: Starting the drawer requires “Start_Drawer” permission, while checking the drawer amount requires “Check_Money_Box” permission (usually held by administrators/managers).
Trigger Rules: When performing cash transactions, refunds, or tip operations, if the drawer is closed, the system will require you to initialize the drawer first.
Virtual Drawer: When no physical drawer is used domestically, the system automatically generates a virtual drawer, functioning similarly to a physical one.

3 Core Cash Drawer Operations

3.1 Start Drawer

3.1.1 Entry Points:

Main Menu: Click【Cash Management】from the main menu and select the desired cash drawer to click 【Start Drawer】

Automatic Trigger: If the drawer is not enabled during cash transactions or refunds, the system will automatically prompt an initialization pop-up.

Steps:

Enter Starting Float: Input the initial float amount (e.g., $200.00) in the pop-up, supporting numeric keypad input.

Confirm Start: Click【Confirm】to send the start signal (DK command), changing the drawer status to Active.
Special Steps for Self-Service Drawers:
- For VNE self-service drawers, click【Start Deposit】to automatically add the float without manual input.
- Once deposited, an initialization record is generated, and the drawer status is updated to active.

3.2 Cash Deposit and Withdrawal Operations

3.2.1 Cash Deposit (Pay In)

Entry Point: Click【Pay In】on the Cash Management page or trigger from the order/payment page.
Steps:
1. Enter the deposit amount (>0).
2. Select a reason for the deposit (e.g., “Sales Revenue”, “Cash Replenishment”).
3. Physical Drawer: Click【Open Cash Drawer】, place the cash inside, and confirm
4. Self-Service Drawer: Click【Start Deposit】, and the system will automatically accept and count the cash, generating a deposit record upon completion.
Receipt Printing: A deposit receipt can be printed upon success, including date, depositor, amount, and notes.

3.2.2 Withdraw Cash (Pay Out)

Entry Point: Click【Withdraw Cash】on the Cash Management page or trigger from the order/payment page.
Steps:
- Select a reason for withdrawal (mandatory, e.g., “Supplies Purchase,” “Float Withdrawal”).
- Enter the withdrawal amount (>0), directly input physical drawers; for self-service drawers, select denomination and count (not exceeding drawer inventory).
- Click “Confirm,” the physical drawer will pop open for cash removal; the self-service drawer will dispense the cash, with a “Retry” option if it fails.
Receipt Printing: A withdrawal receipt is printed upon success, including date, recipient, amount, and notes.

3.3 Tip and Cash Drop Management

3.3.1 Tip Withdrawal (Tips Out)

Entry Point: Click【Tips Out】on the Cash Management page.
Steps:
- Select employees to receive tips (multiple selections allowed).
- Enter the tip amount and select an optional reason for the note.
- Upon confirmation, the drawer opens for cash removal, and the system records the transaction details.

3.3.2 Cash Drop

Entry Point: Click【Cash Drop】on the Cash Management page.
Steps:
1. Enter the cash drop amount (>0) and reason (e.g., “Deposit to Finance”).
2. Confirm to open the drawer, remove the cash, and deposit it, with the system recording the cash drop transaction and adjusting the ledger amount accordingly.

3.4 Cash Drawer Reconciliation and Closure (Close Drawer)

3.4.1 Entry Points:

Main Menu: Select the target drawer in the cash management page and click【Close Drawer】
Auto-Trigger: During end-of-day or shift closures, all drawers must be closed, redirecting you to the counting page.

3.4.2 Steps:

Verify Account Amounts: The system displays the expected ledger amount (visible in open count mode, hidden as ****** in blind count mode).
Enter Actual Amounts: Count the cash in the drawer and enter the actual amount (0.00 is supported for counting).
Confirm Closure: Click【Confirm】 to calculate overages or shortages:
- Overage: Actual > Expected; system notes surplus.
- Shortage: Actual < Expected; may require admin approval if significant.
Self-Service Drawers: Automatically count all cash, no manual sorting required.

4 Special Scenarios

4.1 VNE Self-Service Drawer Operations

Check Drawer Amounts:
- Click【Cash Drawer Status】to view each denomination’s count and value.
- Real-time view for cash replenishment.
Batch Withdrawal:
- Select denomination and quantity; the system calculates the total.
- Click【Pay Out】for automatic dispensing; retry failed attempts if necessary.

4.2 Virtual Drawer Operations

Auto-Creation: When no physical drawer is configured, the system automatically creates a【Virtual Drawer】by default
Operational Logic: Cash deposit, withdrawal, and reconciliation operations are the same as a physical drawer, without the need for physical access; all records are virtual bookkeeping
Data Sync: Virtual drawer records and reports synchronize in real-time, supporting uniform reconciliation during daily or shift close-outs

5 Cash Activity Log Query

5.1 Entry Point

Click【Cash Management】in the main menu and switch to the【Cash Activities】tab

5.2 Steps

Set Query Conditions:
- Filter by date range, POS site, drawer name, or operator.
- Combine multiple conditions for searches (e.g., “2024-12-01 to 2024-12-07 + local drawer + employee John”).
View Log Details:
- Logs are arranged in reverse chronological order, displaying site, drawer, operator, action type, amount, and reasons.
- View specific order IDs (sales/refund actions), tip recipients (Tip out actions), and other details.

6 FAQs

Issue: Unable to Open Cash Drawer
1. Check if the cash drawer is in a “Locked” status and unlock it first.
2. Verify you have the “Start_Drawer” permission.
3. For physical drawers, check the hardware connection; for virtual drawers, restart the application and try again.
Issue: Cash Withdrawal Failure (Self-Service Drawer)
1. Check if there is sufficient inventory for the selected denomination and adjust the number of bills.
2. Click【Retry】on the failed item to attempt withdrawal again.
3. If issues persist, click【Query】to check the drawer status and contact technical support.
Issue: Shortfall Exceeds Limit
1. Recount the cash in the drawer to confirm the actual amount.
2. If the shortfall exceeds the preset limit, administrator authorization is required for confirmation.
3. Document the reason for the shortfall and retain reconciliation evidence.
Issue: No Results in Log Query
1. Ensure the query conditions are correct (e.g., date range, drawer name).
2. Confirm whether the operation has been synchronized (wait 1-2 minutes during network delays).
3. For virtual drawers, make sure to select the “Virtual Drawer” filter.

7 Need Help?

Permissions: Contact an admin for access; document sensitive actions like large withdrawals or shortage confirmations.
Further Assistance: Access【Settings → Help Center】for tutorials or contact the store manager for unlisted issues.