Types of Cash Drawers – Station and Employee
Station Cash Drawers: A physical drawer attached to a station. An employee with proper security can start a cash drawer or be assigned to a cash drawer. The cash drawer can be set up to allow only user at a time or multiple users. The cash drawer must be then reconciled at the end of the shift or business day.
Employee Cash Drawers: A floating(virtual) cash drawer. No physical cash drawer is present, and each server/driver is responsible for the orders they tender. Employee Cash Drawers act as a virtual drawer or bank for employees to be able to keep track of the cash, credit card, gift card and other payments. The other benefit of the Employee Cash Drawer is that it shows orders under the ‘Order Detail’ tab and calculates the tips from the credit card payments that are given to the employee.
Server Cash Drawer vs Driver Cash Drawer
Server Cash Drawers:
Orders can be collected on any station as a server. Each server is required to perform a cash out/reconciliation at the end of their shift.
The Server Summary tab will show us a breakdown of how much money the Server would have collected payment on in the Total Orders Due, If/how much their Server Bank is, how much in Drops they would have dropped, and any recorded Tips.
The Order Detail tab shows us information for each order, listing the order #, Table #, Order Amount, Status of the order, and Payment Type. We are also able to see totals broken down for each Report Group.
The Coupon Tab shows us a list of coupons that were used under the orders assigned to the Server by listing the Order #, Coupon Type/Name and the Amount of the coupon.
Driver Cash Drawers:
Driver Cash Drawers act as a virtual drawer or bank for employees to be able to keep track of the cash, credit card, gift card and other payments. The other benefit of the Driver Cash Drawer is that it shows orders under the ‘Order Detail’ tab and calculates the tips from the credit card payments that are given to the employee.
The Driver Summary tab will show us a break down of how much money the Driver would have collected payment on, their Driver Bank, how much in Drops they would have dropped, what the total amount is for Driver Compensation, Mapped Mileage, and recorded Tips.
The Order Detail tab gives information on the order #, address for the specific order, and the order amount.
The Coupon tab would list any coupons attached to orders that the Driver has assigned to them. The Coupon tab would show us the order #, Coupon name, and total Amount of the coupon value.
A driver can be reconciled on two screens; the Driver Summary button or the Employee Cashout button within Cash. The Driver Summary method by drivers to cashout themselves. The Employee Cashout method is used by managers to cashout drivers.
ORDER OF CLOSING DRAWERS:
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Close out Employee Cash Drawers (Server and Driver Drawers)
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Close out the Station Cash Drawer (both physical and virtual drawers)
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Create Deposit
With Server and Driver Cash Drawers, it is important to close these out first, because many stores are set up to have the employee drawers be assigned to a specific station drawer. Meaning that after they’re balanced, those numbers merge to that station’s drawer. This setting is found in Config>System>Cash Mgmt.
Employee Cashout – Business date
The business date menu allows you to traverse through previous dates. After selecting a date, the system will update the screen to show you the driver/server cash drawers associated with the selected date.
You can edit the cash drawer information from any previous date without “rolling the day back.” However, reconciling will be limited to the data already associated with a day.
For example, if you need to void, add or modify an order prior to reconciling, you will need to roll the day back.
Driver/Server Dropdown
The Driver/Server dropdown menu showcases a list of all the available drivers/server cash drawers associated with the selected business date.
The dropdown menu will also reveal the owner of the cash drawer (their name) and when the cash drawer was created (date and time).
The Title screen and dropdown menu will display the type of cash drawer you are viewing.
Drawer Status
The cash drawer status indicator will display one of three statuses.
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Open: The open status indicates that the selected drawer is still open and available to take orders.
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Closed/Not Balanced: The Closed/Not Balanced status indicates that the selected drawer has been closed (can no longer be used to take orders). It also indicates that the drawer has not been properly reconciled/balanced.
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Closed/Balanced: The closed/balanced status indicates that the selected drawer has been closed (can no longer be used to take orders). It also indicates that the drawer has been properly balanced/reconciled.
Actuals
The Actuals section should display how much money the driver/server currently has. By default, the Actuals section will be set to $0.00 until you close the driver/server. After closing their drawer, you will receive the option to balance the drawer (by hitting close > detail > and reconciling).
Req. Validation: If an employee’s security access requires validation, the Detail screen must be used to enter actual funds for the cash drawer. An actual amount cannot be entered from the Summary screen.
NOTE: Employee Security changes should be approved by the owner.
Cash
The Actuals section is broken into five subcategories. The Cash subcategory should be used to record how much money (physical cash) the server/driver has at the end of their shift. The cash field will NOT be autogenerated. The person reconciling must manually enter an amount.
So what exactly should be taken into account in the cash field?
The most common items associated with the cash field are cash orders. Any order that was conducted via a cash transaction should be recorded in the cash section.
Gratuities paid by cash should be accounted for in the cash field.
Driver banks should also be accounted for in the cash field.
Other items that get accounted for in the cash field? TIPS, Gratuities, Comps, Drops, Other payments.
There are system settings that can alter how cash gets recorded.
Other Section
The next field is classified as “other.” This section will take into account transactions associated with checks, or custom created payment types. Normally this is where you'll see DoorDash, Grub Hub, UberEats, etc payments.
The values in this section should get populated after you reconcile using Detail>Other>selecting all the orders.
NOTE: Make sure you are reconciling from the Detail screen (selecting each transaction) and not entering the amount manually (keypad).
Credit Section
The Credit field will be used to display the actual amount associated with Credit Cards/reconcile credit card transactions.
The values in this section should get populated after you reconcile using Detail>Credit>selecting all orders.
NOTE: Make sure you are reconciling from the Detail screen (selecting each transaction) and not entering the amount manually (keypad).
Gift Section
The Gift section is used to reconcile/enter the actuals amount for transactions conducted with gift cards. The values in this section should get populated after you reconcile using Detail>Gift>Selecting all orders.
NOTE: Make sure you are reconciling from the Detail screen (selecting each transaction) and not entering the amount manually (keypad).
Account section
The Account section is used to reconcile/enter the actuals amount from transactions conducted with Accounts.
The values in this section should get populated after you reconcile using Detail>Account>selecting the orders.
NOTE: Make sure you are reconciling from the Detail screen (selecting each transaction) and not entering the amount manually (keypad).
Total Section
The total section adds up all the current values recorded under actuals. This field will auto populate and can change, depending on the values you have recorded under actuals.
As we see in the image, there is a total amount of $211.73 recorded as total. This is composed of Cash $47.15 + Other $0.00 + Credit $134.58 + Gift $0.00 + Account $30.00 = $211.73
Balance Due
The Balance Due section is auto generated by the POS system. The amount displayed here is how much revenue the POS system is expecting to get reconciled when closing the drawer.
It is composed of all the monetary transactions recorded for the selected user. As the employee conducts sales/transactions, the POS system keeps track of the total amount due.
Depending on the configured settings, it also takes into account gratuities, comps, banks, drops, and other payments.
When closing the drawer, employees will use the Balance Due to reconcile their drawers. In theory, the employee should at least have the same amount of money as the balance due.
Over/Short Section
The Over/Short section just calculates how much money is missing from the balance due.
It takes the value from the Balance Due and it subtracts it from the current Total (recorded actuals).
In theory, the employee should have at least the same amount of money as the balance due.
Driver Summary
Total Prepaid orders only apply to delivery drivers and will be displayed in a driver’s Driver summary.
Prepaid orders are delivery orders that were paid ahead of time and will not be associated with an employee’s drawer. That means the money has been collected in a different cash drawer, so the driver will not be responsible for reconciling those funds.
Server/Driver Summary
The Summary screen will display a general summary of the cash drawer. It starts by showing Total Orders Due.
“Total Orders Due” is the amount of revenue that the system is expecting to be reconciled for the orders conducted. The total is composed of the sum of all the orders taken by the server.
You can usually just add all the orders in Order Detail to get that Total Orders Due value.
Different settings can affect what value is calculated for the Total Orders Due. For example, in this image we see that the total orders due is set to $24.06, which is the sum all the orders from Order Detail screen.
Currently the server has a gratuity of $0.09 that is being reported through payroll. Which gets included in the Total Orders Due. However, if you turn off “Gratuities through payroll” then the POS system will automatically deduct the gratuity from the total orders due.
If you turn off “Pay Gratuities through payroll” the POS will automatically deduct the gratuity from the “Total Orders Due.” Notice how the value is now $23.97.
This is because the total sum of orders = $24.06 - 0.09 (gratuities being paid out) = $23.97.
Shown here:
The bank field displays if the employee was given a starting bank and the amount. Banks are commonly used by drivers so they can provide customers with change.
Drops will also get reported in the Server Summary. Drops/Dropping is the act of taking cash and transferring it to another cash drawer or a safe. Drops are usually conducted when an employee has a large sum of money (physical cash) either on them or in their cash drawer. For safety reasons, the employee will transfer this money from their cash drawer to a safe.
NOTE: Only Cash should be dropped!
Other payments are tracked in the Summary. Other payments are payments conducted on orders currently assigned to an employee. However, instead of directing the payment to the employee’s cash drawer, the payment is paid to another cash drawer.
Since the payment/fund for the order is not located in the employee’s cash drawer, these orders are recorded as “other payments” and are then deducted from the balance due.
The most common example would be a split on an order where one part was paid to the employee’s cash drawer, while the other split was paid to the main cash drawer.
Other Payments Example:
Here we have an order split in half
One split is collected by the employee who took the order (Kinoko). The employee will receive $3.75 for the order in their cash drawer.
The other split gets collected by another employee. Instead of selecting to transfer the payment to Kinoko’s drawer, they select tender to drawer. That payment will be associated to another employee’s cash drawer. NOT KINOKO, therefore being marked as “Other Payment”.
The server will not have a value of $3.75 displayed as other payments. That is because although the order was associated with Kinoko, only one split was paid to her drawer. The other split was reconciled on Cash Drawer1-3 by a different employee.
Under the Order Detail, the order will be listed for th total amount due of $7.50. However, since the server only received half the payment, the system will deduct $3.75 from the Total Orders Due.
The Balance Due section will conduct a quick sum of all the variables recorded. It takes the Total Orders Due, then adds any banks, then subtracts any drops, as well as other payments.
Ex: Total Orders Due ($31.47) + ($0) Bank - ($0) Drops = ($3.75) Other Pmts = ($27.72) Balance Due.
For Drivers, the Balance Due section will conduct a quick sum of all the variables recorded. It takes the Total Orders Due, then adds any banks, then subtracts any driver comps, as well as drops.
Ex: Total Orders Due ($40.15) +($20) Bank = ($2) Driver Comp = ($0) Drops = ($58.15) Balance Due.
The Mapped Mileage will record the distance traveled by the Driver.
The bottom portion of the Summary screen will display any recorded CC Tips, Gratuities, and other tips. It will then add all of these values up as a total.
CC Tips will be autogenerated after being reconciled through the detail screen.
Gratuities will also be autogenerated, as long as the order has a gratuity attached.
Other tips will not be autogenerated and will need to be input manually. An example of other tips would be a tip on a custom-created payment type.
Order Detail Server
The order detail screen will display all the orders associated with an employee’s drawer.
Here you can see what orders were taken (order numbers), how much each order was (order total), the table number assigned to an order, the payment type associated with the order, and the order status.
If the order is “open,” then the order is still awaiting payment. If the status is “closed,” the order has already been collected.
The report section will display the total amount of transactions conducted based on their report group.
Order Detail Driver
Drivers have a simplified order detail screen. Drivers can only see the orders taken, the order number associated with each order, the address of each order, and the amount due for the order.
Server/Driver Summary Coupons
The Coupon section keeps track of all the coupons that have been applied to orders associated with an employee’s cash drawer. It will show you what order number has a coupon, the name of the coupon used, and how much money was deducted.
At the bottom, you will see the total amount of money deducted by coupons.
This is the summary of understanding employee drawers.
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