Cash Out - Operations Guide
Summary
At the end of a server's shift, the server cashes out to report any cash they've received in payment from customers. This is done to balance the transactions and ensure there are no overages or shortages.
The app allows the user to cash out more than once per day. If a server is working a split shift, for example, they would cash out for each shift worked that day.
Cashouts may also be performed for other users, for the entire house and by drawer. An automatic cashout is also performed at end of day and end of pay period.
In order to cash out:
- The user must be unassigned from all locations
- All open checks (unfinished transactions) must be closed/finalized
A warning will display when the user tries to finalize the cashout if these conditions are not met.
ECM Configuration
Option: Reset sales total or report cumulative sales
The site has the option to report a cumulative sales total for the day or to reset sales total to zero each time a cashout is performed.
This is a site-level setting found on the Reports tab of the Site in ECM.
- To configure sales to be reset with each cashout, select Reset sales totals to 0 when a staff member finalizes a cashout. Each report will show the sales totals between the last and the current report.
- If not selected, when the cashout is finalized, each report will show a cumulative total for the day
Job Permissions
Job permissions are set in ECM that allow a user to:
- View/finalize/print entire house cashout
- This action is usually reserved for management staff
- This action is usually reserved for management staff
- View/finalize/print others' cashouts
- Permission is for others' cashouts, not the user's own cashout
- Permission is for others' cashouts, not the user's own cashout
- View/finalize/print others' drawer cashout
- Permission is for others' drawer cashouts
- Permission is for others' drawer cashouts
- View/finalize/print own cashout
- Permission is for user's cashout, not others' cashouts
- When previous cashout is reprinted, a watermark prints on the receipt: REPRINTED CASHOUT
- Permission is for user's cashout, not others' cashouts
- View/finalize/print own drawer cashout
- Permission is for user's drawer cashout, not others'
Most jobs will be allowed to manage their own cashout; managers and leads are generally permitted to manage others' cashouts, drawer cashouts and the house cashout.
Operation
All open checks must be closed and user unassigned from all locations for a user to cash out.
- On the Location Manager, tap the user name to show the User Options: Time Clock and Cash Out
- Tap Cash Out (loading indicator may display briefly)
Alternate access to cash out
- Cash out can also be accessed from the Cashier Menu using Cash Out Staff.
- User must have job permission to cash out staff
- Select the employee to be cashed out or search by user name
- Tap Done to cash out the user
Own cashout
Screen Elements
| Item | Description |
|---|---|
| User name | Displayed in header area and above transactions |
| Transactions | User's transactions for the cashout period are reported |
| Date | Default: Current date Date can be changed by tapping the date selector and selecting a new date |
| Current/Previous | Tap Current to see the current cashout information for the selected user. (Default) Tap Previous to see previous finalized cashouts for the selected user.
|
| Run report | After selecting new search or filter criteria, tap Run report to refresh the display |
| Finalize | Tap Finalize to finalize the cashout
|
Deposit | Deposit is an optional requirement based on a user's job. ECM configuration path: Users > Jobs > Workflow (tab)
After tapping Finalize, if deposit is required, a numeric keypad will display to enter the amount of the user's cash deposit to the house. A message "Deposit amount is required" will display briefly.
|
| Printer | Tap the printer icon and select a printer from the list shown |
| Cash Out by Device | Tap device icon on the top left to perform exclusive device cash out. (Workflow in next section)
|
Others' cashouts
Permission required: A user's job must have the following permission to manage others' cashouts: Allow user to view/finalize/print others' cashouts (See Cash Out#JobPermissions)
- Tap the user icon to display a list of users who have cashouts (finalized or pending finalization)
- Select a user; tap Finalize to finalize the user's cashout
- If the user's cashout has already been finalized, tap Previous to view the cashout report(s)
Entire House Cashout
Permission required: A user's job must have the following permission: Allow user to view/finalize/print entire house cashout (See Cash Out#JobPermissions)
- Tap the house icon to display entire house cashout report
- Tap Finalize to finalize the cashout
- The system will prompt user to enter a deposit amount (if required)
- Enter amount and tap Go
- System automatically cashes out and finalizes entire house at end of day
- Tap Finalize to finalize report
Cash Out by Drawer
Similar to user cashout, cashing out by drawer provides:
- Drawer-specific sales information via the cashout report
- User accountability for the over/short of the drawer assigned to the specific user
Configuration
Users > Job > edit job - Select permissions:
- Allow user to view/finalize/print others' drawer cashout
- Allow user to view/finalize/print own drawer cashout
Workflow
- Tap cash drawer icon; a list of drawers available for cashout is displayed
- Select a drawer to cash out
- Drawer number is preceded by the device name used for the transactions
- Cashout report is displayed; tap Finalize to finalize cashout for the drawer
- Report will print automatically
Cashout by Device
This is a cashout based on the device that was used, regardless which user(s) was accessing this device
Job Permission Required: Allow access to Device Cashout
- Allow Access to Device Cashout
- Optional Permission to access and print out another device cashout.
Workflow
- Tap your username in Location Menu then tap Cash Out.
- Tap the device icon on the top-left, then tap the proper device you want to run a cashout for. (It will display all the devices set from ECM)
- Tap the appropriate device.
- Review the displayed report then tap Finalize on the top-right.
Automatic cashout
- An automatic cashout occurs at the end-of-day (EOD) based on System Daily Close Time (set in Store Hours) for pending cashouts for manager or users that don't use the time clock.
- An automatic cashout also occurs at the end of the pay period based on Start of Pay Period Date/Time (set in Store Hours) for all pending cashouts for time clock users. If, for instance, the restaurant's pay period time occurs after the end-of-day, all pending cashouts for time clock users are also automatically cashed out.
- Cashout report does not print for automatic cashouts.
ECM Cashout Report
- To view the cashout report in ECM, go to Reports > Cashouts
Select a site and the date and time; default is the current date
Click Refresh Report
The records in the cashout report are grouped by employee name.
Each shift cashout record is displayed separately on the report
The report can be exported to PDF, Excel or CSV format
