Cash Management & Till Operations
Complete manager guide to configuring, monitoring, and reconciling cash operations.
Overview
Manager cash management includes:
- Drawer assignment and configuration
- Opening amount settings
- Safe operations and deposits
- Bank reconciliation
- Variance tracking and alerts
- Cash reports and analytics
┌─────────────────────────────────────────────────────────────────┐
│ CASH MANAGEMENT DASHBOARD │
├─────────────────────────────────────────────────────────────────┤
│ │
│ TODAY'S CASH SUMMARY Jan 23, 2026 │
│ ─────────────────────────────────────────────────────────── │
│ Total Cash Sales: $2,847.50 │
│ Total Cash In Drawers: $1,425.00 │
│ Safe Balance: $1,400.00 │
│ Pending Deposit: $1,200.00 │
│ Variance: +$22.50 ⚠️ │
│ │
│ ACTIVE DRAWERS │
│ ─────────────────────────────────────────────────────────── │
│ Drawer 1 (POS-1) Maria S. $425.00 ✓ Normal │
│ Drawer 2 (POS-2) John T. $380.00 ✓ Normal │
│ Drawer 3 (Bar) Sarah K. $620.00 ⚠ High │
│ │
│ RECENT ACTIVITY │
│ ─────────────────────────────────────────────────────────── │
│ 14:32 Drop $200 → Safe Maria S. Drawer 1 │
│ 12:45 Paid Out $25.00 John T. Vendor delivery │
│ 09:00 Opening Count $200 Maria S. Drawer 1 │
│ │
│ [Configure] [Reports] [Safe] [Deposits] [Reconcile] │
│ │
└─────────────────────────────────────────────────────────────────┘
Drawer Configuration
Setting Up Drawers
- Go to Manager → Settings → Cash Drawers
- Configure each drawer:
┌─────────────────────────────────────────────────────────────────┐
│ DRAWER CONFIGURATION │
├─────────────────────────────────────────────────────────────────┤
│ │
│ Drawer Name: [Drawer 1 - Main POS ] │
│ Associated Station: [POS Terminal 1 ▼] │
│ Status: [● Active ▼] │
│ │
│ OPENING SETTINGS │
│ ─────────────────────────────────────────────────────────── │
│ Default Opening Amount: [$200.00 ] │
│ Minimum Opening Amount: [$150.00 ] │
│ Maximum Opening Amount: [$300.00 ] │
│ Require Manager Approval: [✓] For amounts outside range │
│ │
│ CASH LIMITS │
│ ─────────────────────────────────────────────────────────── │
│ Drop Alert Threshold: [$500.00 ] │
│ Auto-Drop Warning: [● Enabled] │
│ Maximum Cash in Drawer: [$750.00 ] │
│ │
│ VARIANCE THRESHOLDS │
│ ─────────────────────────────────────────────────────────── │
│ Acceptable Variance: [$5.00 ] per shift │
│ Warning Variance: [$10.00 ] │
│ Critical Variance: [$25.00 ] │
│ │
│ [Cancel] [Save Configuration] │
│ │
└─────────────────────────────────────────────────────────────────┘
Opening Amount Settings
| Setting | Description | Recommended |
|---|---|---|
| Default Opening | Standard starting cash | $200 |
| Minimum | Lowest allowed opening | $150 |
| Maximum | Highest without approval | $300 |
| Denomination Breakdown | Required bill counts | Yes |
Standard Opening Breakdown
| Denomination | Count | Value |
|---|---|---|
| $20 bills | 4 | $80 |
| $10 bills | 4 | $40 |
| $5 bills | 8 | $40 |
| $1 bills | 30 | $30 |
| Quarters | 40 | $10 |
| Total | - | $200 |
Multi-Drawer Management
Assigning Drawers to Staff
-
Shift Start Assignment
- Staff clocks in
- Manager assigns drawer
- Staff counts and confirms opening
- Drawer activated for shift
-
Mid-Shift Changes
- Close out current assignment
- Count and record
- Reassign to new staff
- New count confirmed
Drawer Assignment Screen
┌─────────────────────────────────────────────────────────────────┐
│ ASSIGN DRAWER │
├─────────────────────────────────────────────────────────────────┤
│ │
│ Employee: [Maria Santos ▼] │
│ Drawer: [Drawer 1 - Main POS ▼] │
│ Shift: Lunch (11:00 AM - 4:00 PM) │
│ │
│ OPENING COUNT │
│ ─────────────────────────────────────────────────────────── │
│ $20 × [4 ] = $80.00 │
│ $10 × [4 ] = $40.00 │
│ $5 × [8 ] = $40.00 │
│ $1 × [30] = $30.00 │
│ Quarters × [40] = $10.00 │
│ ─────────────────────────────────────────────────────────── │
│ Total: $200.00 ✓ Matches expected │
│ │
│ Employee Signature: [Sign here...] │
│ │
│ [Cancel] [Assign Drawer] │
│ │
└─────────────────────────────────────────────────────────────────┘
Shared vs. Individual Drawers
| Mode | Description | Best For |
|---|---|---|
| Individual | One drawer per employee | Full accountability |
| Shared | Multiple staff, one drawer | High-volume, pooled tips |
| Shift-Based | Drawer follows shift | Continuous operations |
Safe Operations
Safe Access
- Go to Manager → Cash → Safe
- Enter manager PIN or biometric
- Record all transactions
Drop to Safe
When drawer exceeds threshold:
- Count excess cash
- Create drop slip
- Place in safe
- System records transaction
┌─────────────────────────────────────────────────────────────────┐
│ DROP TO SAFE │
├─────────────────────────────────────────────────────────────────┤
│ │
│ From Drawer: [Drawer 1 - Maria S. ▼] │
│ │
│ DROP AMOUNT │
│ ─────────────────────────────────────────────────────────── │
│ $100 × [2] = $200.00 │
│ $50 × [0] = $0.00 │
│ $20 × [5] = $100.00 │
│ $10 × [0] = $0.00 │
│ $5 × [0] = $0.00 │
│ $1 × [0] = $0.00 │
│ ─────────────────────────────────────────────────────────── │
│ Total Drop: $300.00 │
│ │
│ Drawer Balance After: $325.00 │
│ │
│ Notes: [Routine mid-shift drop ] │
│ │
│ Manager Signature: [________________] │
│ Employee Signature: [________________] │
│ │
│ [Cancel] [Complete Drop] │
│ │
└─────────────────────────────────────────────────────────────────┘
Safe Count
Perform daily safe counts:
- Go to Safe → Count
- Enter all denominations
- Compare to expected balance
- Investigate any variance
Safe Variance Handling
Critical Variance
Any safe variance of $25 or more triggers an owner notification and requires a formal investigation. Repeating variances from the same employee may indicate theft and will result in disciplinary action.
| Variance | Action |
|---|---|
| $0 - $5 | Log and continue |
| $5 - $25 | Manager review required |
| $25+ | Owner notification, investigation |
| Repeating | Staff retraining or disciplinary |
Bank Deposits
Creating a Deposit
- Go to Manager → Cash → Deposits
- Click New Deposit
- Count and verify funds
- Generate deposit slip
┌─────────────────────────────────────────────────────────────────┐
│ CREATE BANK DEPOSIT │
├─────────────────────────────────────────────────────────────────┤
│ │
│ Deposit Date: [01/23/2026 ] │
│ Bank Account: [First National - Checking ▼] │
│ │
│ CURRENCY COUNT │
│ ─────────────────────────────────────────────────────────── │
│ $100 × [5 ] = $500.00 │
│ $50 × [4 ] = $200.00 │
│ $20 × [15] = $300.00 │
│ $10 × [10] = $100.00 │
│ $5 × [10] = $50.00 │
│ $1 × [50] = $50.00 │
│ ─────────────────────────────────────────────────────────── │
│ Currency Total: $1,200.00 │
│ │
│ COINS │
│ ─────────────────────────────────────────────────────────── │
│ Quarters: $25.00 Dimes: $5.00 Nickels: $2.00 │
│ Coins Total: $32.00 │
│ │
│ ═══════════════════════════════════════════════════════════ │
│ TOTAL DEPOSIT: $1,232.00 │
│ Expected (from safe): $1,230.00 │
│ Variance: +$2.00 ✓ │
│ │
│ [Print Slip] [Save Draft] [Complete Deposit] │
│ │
└─────────────────────────────────────────────────────────────────┘
Deposit Tracking
| Status | Description |
|---|---|
| Pending | Created, not yet deposited |
| In Transit | Cash taken to bank |
| Deposited | Confirmed at bank |
| Reconciled | Matched to bank statement |
Bank Reconciliation
- Go to Accounting → Reconciliation
- Import bank statement (or connect via API)
- Match deposits to bank entries
- Investigate discrepancies
Paid In / Paid Out
Paid Out (Cash Disbursements)
For business expenses paid from drawer:
- Go to Drawer → Paid Out
- Enter amount and vendor
- Select expense category
- Require receipt attachment
- Manager approval (if over limit)
┌─────────────────────────────────────────────────────────────────┐
│ PAID OUT │
├─────────────────────────────────────────────────────────────────┤
│ │
│ Amount: [$35.00 ] │
│ Vendor/Payee: [Joe's Produce ] │
│ Category: [Food & Beverage ▼] │
│ Description: [Emergency herb purchase ] │
│ │
│ Receipt: [📷 Attach Photo] │
│ │
│ ⚠ Amount exceeds $25 - Manager approval required │
│ Manager PIN: [____] │
│ │
│ [Cancel] [Record Paid Out] │
│ │
└─────────────────────────────────────────────────────────────────┘
Paid In (Cash Received)
For non-sales cash received:
| Type | Example |
|---|---|
| Vendor Refund | Returned goods credit |
| Employee Reimbursement | Overage correction |
| Found Cash | Discovered in restaurant |
| Other | Misc documented income |
Approval Thresholds
| Transaction | Staff Limit | Manager Required |
|---|---|---|
| Paid Out | $25 | Over $25 |
| Paid In | $10 | Over $10 |
| No Sale Open | Unlimited | Logged only |
Cash Reports
Daily Cash Report
┌─────────────────────────────────────────────────────────────────┐
│ DAILY CASH REPORT January 23, 2026│
├─────────────────────────────────────────────────────────────────┤
│ │
│ SUMMARY │
│ ─────────────────────────────────────────────────────────── │
│ Opening Cash (all drawers): $600.00 │
│ Cash Sales: $2,847.50 │
│ Paid Outs: -$85.00 │
│ Paid Ins: +$12.00 │
│ ─────────────────────────────────────────────────────────── │
│ Expected Cash: $3,374.50 │
│ Actual Cash: $3,397.00 │
│ ─────────────────────────────────────────────────────────── │
│ VARIANCE: +$22.50 ⚠ │
│ │
│ DRAWER BREAKDOWN │
│ ─────────────────────────────────────────────────────────── │
│ Drawer 1 (Maria S.) Expected: $1,125.00 Actual: $1,130.00 +$5 │
│ Drawer 2 (John T.) Expected: $1,049.50 Actual: $1,047.00 -$2.50 │
│ Drawer 3 (Sarah K.) Expected: $1,200.00 Actual: $1,220.00 +$20 ⚠ │
│ │
│ DEPOSITS │
│ ─────────────────────────────────────────────────────────── │
│ 14:30 Drop to Safe $500.00 Maria S. │
│ 18:45 Drop to Safe $400.00 John T. │
│ 22:00 Bank Deposit $1,200.00 Manager │
│ │
│ [Export PDF] [Export CSV] [Email Report] [Print] │
│ │
└─────────────────────────────────────────────────────────────────┘
Variance Analysis Report
Track patterns over time:
| Employee | Shifts | Avg Variance | Total Variance | Status |
|---|---|---|---|---|
| Maria S. | 15 | +$1.50 | +$22.50 | ✓ Normal |
| John T. | 12 | -$0.75 | -$9.00 | ✓ Normal |
| Sarah K. | 8 | +$8.50 | +$68.00 | ⚠ Review |
| Mike R. | 10 | -$12.00 | -$120.00 | ❌ Action |
Scheduled Reports
| Report | Frequency | Recipients |
|---|---|---|
| Daily Cash Summary | Daily at close | Manager, Owner |
| Variance Alert | Real-time | Manager |
| Weekly Cash Analysis | Monday 6 AM | Owner, Accountant |
| Monthly Reconciliation | 1st of month | Owner, CFO |
Variance Tracking
Automated Alerts
Configure alerts for cash issues:
| Alert | Trigger | Notification |
|---|---|---|
| High Drawer | Over threshold | POS popup + manager |
| Variance Warning | $10+ short/over | Manager email |
| Critical Variance | $25+ | Owner + manager |
| Pattern Detected | 3+ variances | HR notification |
Investigation Workflow
-
Alert Received
- System flags variance
- Manager notified
-
Initial Review
- Check transaction log
- Review void/refund history
- Verify drawer assignment
-
Staff Interview
- Review with employee
- Document explanation
- Note any training needs
-
Resolution
- Record findings
- Implement corrections
- Update procedures if needed
Best Practices
Security
Cash Security Best Practices
Always use blind counts -- have the staff member count first without seeing the expected amount. This prevents gaming the count and ensures honest reporting.
- Limit access to cash controls
- Require dual signatures for large deposits
- Randomize counts to prevent gaming
Efficiency
- Set appropriate thresholds for your volume
- Train staff thoroughly on counting
- Use automated reports for trends
- Reconcile daily without exception
Compliance
- Document everything - paper trail matters
- Keep receipts for all paid outs
- Retain records per local requirements
- Audit regularly - quarterly minimum
Troubleshooting
Drawer Won't Open
- Check power connection
- Verify POS is logged in
- Try manual key release
- Contact support if persistent
Variance Every Shift
- Review counting procedures
- Check for training gaps
- Verify transaction accuracy
- Consider surveillance review
Deposit Doesn't Match
- Recount currency
- Verify drop records
- Check for pending transactions
- Review safe access log
Voice Commands
| Task | Command |
|---|---|
| Cash summary | "Hey Maximus, show cash summary" |
| Drawer status | "Hey Maximus, what's in drawer 1?" |
| Today's deposits | "Hey Maximus, show today's deposits" |
| Variance report | "Hey Maximus, any cash variances today?" |
Related Guides
- Staff Cash Handling - Staff procedures
- Daily Reconciliation - End of day
- Accounting Integration - Sync with accounting
- Tip Management - Tip pool operations