The Cash Register Report Explained

 

 

• From the Main Menu go to Reports > Cash Register Report

 

• Open/Closed shift
  Shows whether a shift is currently open or closed
• Last Closing Balance
  Shows whether the previous shift ended with the standard cash float amount, or whether part of the cash was still pending to be returned to the cash float, for example after refunds or other manual cash adjustments. It can also indicate whether cash should still have been dropped before the shift was closed.
• Shift Start
  The Date and Time the shift was Opened
• Opened by
  The user that opened the shift (who will also be the only user to close the shift. Generally this is a task for the user with a senior role) 
• Starting Balance
  Starting balance is automatically taken from Closing balance of last shift and will generally have to be checked physically when shift is taken over
• Payments
  The total amount of (cash only) payments made during the closed shift (this should be the amount to drop for bank deposits) 
• Refunds
  The total amount of cash refunds made (when guests are entitled to receive refunds, or when for example Taxi costs need to be paid or petty cash is needed for buying supplies) 
  
• Deposits
  The total physical cash drawer amount manually adjusted based on cash received or refunded.
• Closing Balance
  This is the actual amount physically left in the drawer at the moment the shift is closed.
  

• Shift End
  The Date and time the shift was closed
• Closed By
  Shows which user closed the shift. This can only be the same user who opened it.

 

• Only one Shift at a time can be opened for a hotel
• Payments cannot be posted until a shift has been opened.

• When the shift is opened by clicking on the Open Shift button, the shift will start with the Closing Balance of the previous shift:

• This starting (cash float) balance will be checked by the user opening the new shift and taking over from the previous one before opening shift.
• In this example, the starting balance when the shift is opened is the standard cash float amount of €500, as used in the examples above:

 

• The View Payments button is only visible when a shift is open:
• It will open the Payment Report in a new Tab (only filtered for cash payments and refunds and that period only):
  
  
• Ultimately, the Payment Report should reflect the closing balance at the end of the shift:

 

Closing the shift means you need to determine the cash drop or cash return from the administration department. This means using the above formula.

In a correctly balanced process, the closing balance should normally return to the standard cash float for the next shift. Meaning that there is always a specific amount in the drawer.

For example: 
Standard float is €500, the closing balance should also be €500. If not, money is still temporarily outstanding and has not yet been returned to the drawer by administration. Or, if the closing balance is higher than the standard float, this usually means a cash drop should have been made before closing the shift.

This means the closing balance reflects what should still be in the drawer after all cash movements during the shift have been taken into account.

• • • Example 1: no movements during the shift

      In the example above, a cash-in deposit of €500 was recorded on 13.07 at 02:04 hrs, creating the Starting Balance of €500 ffor the shift.

      Later, at 02:42 hrs on 13.07, the Closing Balance was confirmed as €500. As no payments, refunds, or additional deposits were made during that shift, the register was closed with the same balance of €500.

      In this case, the closing balance matches the standard cash float, which means the drawer ended exactly as expected.

    • Example 2: Several Movements during shift (payments,refundsanddeposits)
      
      
      In this example, to return the physical drawer amount to the Starting Balance of €500, the amount to drop at the bank should be the difference between the Starting Balance and the Closing Balance (€5360.98) = €4860.98
      
      To record the bank drop in the Cash Register Report, create a Cash Out Deposit of €4860.98 as described below.

 

☝️Deposits are created by the user who opened the shift BEFORE closing the shift. 

• Deposits can be created two ways:

 

• • Cash-out (Positive value): Outgoing money. Most common case (e.g., depositing money to the bank or paying for expenses like taxis/supplies)
    
    
  • Cash-in (Negative value): Incoming money. Used when a manager adds "float" or "change" to the drawer.

 

How and when to create a deposit 

Scenario 1 - Cash Out Drop

This means you have more cash in the drawer than the standard cash float, so the excess should be dropped and taken to the bank.

Current Balance €5360.98 -/- Starting Balance €500  = Cash Out Deposit €4860.98:

• Before closing the shift and after the physical to drop cash amount of €4860.98 was set aside, click on Add Deposit:

• To record the bank drop, in the pop-up select Cash Out, fill in the amount , enter a description, and click Add Deposit to finalise:
  
  

 

• Check whether the Current Balance (Closing Balance) is accurate.
• If not, research and make the necessary corrections. 
  ⚠️Once a shift is Closed there is no possibility to make corrections!
  
  If it is correct, you can close the shift by clicking the Close Shift button:

 

• A final warning notification will appear. If you are absolutely sure, click Close Shift:
  

 

• The Closing Balance becomes the Starting Balance for the next shift:

 

Scenario 2 - Cash In Return

In case of a Cash IN Return, the cash float will be less than the standard amount of 500.

In the example image below, the cash register report shows you that there are no payments, no refunds, only a Cash Out Deposit of 100.

Current Balance €400 -/- Starting Balance €500  = Closing Balance -€100. This amount should be returned to the drawer in order to restore the standard cash float amount.

This Closing Balance will become the Starting Balance for the next shift(s) until the €100 is returned into the cash float by administration:

When the amount is returned a Cash In Deposit should be created:

Which restores the current balance.  

 

 

Export your Cash Register Report by clicking on the Export Button and choose the format PDF or Excel:

There are certain default roles that have the permission to view and open the Cash Register Report:

• • Manager
  • Front Desk Manager
  • Front Desk
  • Assistant Manager
  • Back Office Manager

In the tab Permissions on the Main Menu, a manager can assign and change these permissions for other (custom) Roles:

• View billing (existing one)
  • Open and view a Cash register report
  • Filter the list of Closed shifts
  • Without this permission, Main menu tab “Cash register“ should become disabled with a tooltip “No permission to view Billing“
• Update Cash register (place new permission in the tab “Accounting“)
  • Open and Close Shift
  • Add Deposits