Manage cash

Daily open, daily close, and intra-day audit for a cash drawer

You can use Associate App to activate and deactivate a cash drawer, and to perform an intra-day audit. Cash transactions to a specific drawer require the drawer to be activated.

Note

Starting from Associate App v1.59.0, the cash float can be set using the denomination calculator during the Daily Open, Daily Close, and Audit Count procedures.

Technical configuration

The following section involves working with technical configurations and APIs. Contact your IT support team for more information.

You can configure whether the app shows the expected amount in Daily Close and Audit Count. For details, see Displaying the expected amount for cash counting.

Daily open (or activation) for a cash drawer

Activating a cash drawer is the first cash drawer operation you perform at the beginning of the day:

1. Tap , and select Cash Management.

2. Tap Daily Open.

3. Follow the instructions on the screen to complete the daily open procedure through the Cash Breakdown or Total Amount tabs.

Note

The recommended cash float will only be shown in the Total Amount input, and is not available in the Cash Breakdown.

The beginning balance is now set for the drawer, and the drawer is now open for all cash transactions.

Daily close (or deactivation) for a cash drawer

Deactivating a cash drawer is the last cash drawer operation you perform at the end of the day:

1. Tap , and select Cash Management.

2. Tap Daily Close.

3. Follow the instructions on the screen to complete the daily close procedure through the Cash Breakdown or Total Amount tabs.

   1. The Cash Breakdowntab will open the cash denomination calculator view. Enter the denominations quantities for bills and coins.

   2. The Total Amount tab will prompt you to enter the total currency value.

4. Once the drawer is deactivated, you can display a complete cash summary of the day by tapping Summary.

The end-of-day count is recorded with variance, if applicable. The remaining amount in the cash drawer is also recorded.

The drawer is now deactivated and no longer available for any cash transactions.

Performing an intra-day audit count of cash drawer

1. Tap Audit Count.

2. Follow the instructions on the screen to complete the counting procedure through the Cash Breakdown or Total Amount tabs.

Using the Cash Denomination Calculator

Retailers have the option of using the cash denomination calculator or using the total amount entry when performing the Daily Open, Daily Close, and Audit Count tasks. When using the cash denomination calculator, users count the quantity of various currency bills or coins and enter those values into the calculator - which then populates the specific task currency total, which is then used to complete the task. When using the Total Amount option, users simply enter the total currency amount field, which is then used to complete the task.

Retailers can choose between using the cash denomination calculator or the total amount entry when performing the Daily Open, Daily Close, and Audit Count tasks. When using the cash denomination calculator, users count the quantity of various bills or coins and enter the values into the calculator. The calculator then populates the task’s currency total, which is used to complete the task. Alternatively, when using the Total Amount option, users simply enter the total currency amount, which is then used to complete the task.

Note

The currencies used by the denomination calculator are tied to the store’s specific currency, as configured within the NewStore platform. Only one currency is supported per store.

To use the denomination calculator:

1. Access the Cash Management option from the …More menu on the Associate App.

2. Select the task you want like to perform: Daily Open, Daily Close, or Audit Count.

3. Select Cash Breakdown  at the top of the screen.

4. Enter the quantity of the number of bills or coins that correspond to the options shown on the screen.

5. After counting the currency quantities, tap Proceed to submit the currency value total to the task being performed.

Note

If your store is configured to alert users to a variance, they can choose to recount the currency amounts. Selecting Recount will return the user to the Cash Breakdown section if that is where the total was submitted. If using the Total Amount view instead of the Cash Breakdown, the user will be returned to that view when choosing to recount.

Countries and Currencies Supported in Denomination Calculator

The following table lists the supported countries and associated currencies/symbols available within the denomination calculator.

Displaying cash summary

The daily summary contains information about drawer activation/deactivation, open/closing float, cash transaction totals, and variance totals. The daily summary can be generated anytime during the day and after the daily close procedure is complete.

To display the summary:

1. Tap , and select Cash Management.

2. Tap Summary.

Note

The Deposit Total is a calculated amount for the cash drawer. It is calculated by subtracting the drawer closing count by the recorded opening float.

If there is a Cash Pull or Add to Float recorded for the drawer, the deposit total is adjusted accordingly. Cash pull operations increase the deposit total, Add to float operations reduce the deposit total.

Making a non-sale transaction

A non-sale transaction consists of adding or removing cash from the drawer without using a sales or refund transaction to do so.

1. Tap , and select Cash Management.

2. Tap Non-sale.

   • If using integrated cash drawers, the scanner opens, and users must scan the cash drawer where the non-sale transaction will be conducted. Once scanned, the app displays a drop-down list of non-sale transaction types that may be performed.

   • If using non-integrated cash drawers, the app presents a list of non-sale transaction types.

3. Select a transaction type:

   • No-Sale: Open the drawer without any impact to the recorded cash drawer balance. For example, use this operation to:

     • Make some change on a note from a visitor who didn't purchase anything.

     • Correct an error made on the amount given to a customer.

   • Add to float: Add some money to the drawer balance from the cash reserve of the store.

   • Add petty cash: Put unused petty cash back in the drawer. Relates to Remove petty cash.

   • Transfer in: Transfer cash from another drawer in the store.

   • Adjustment in: Starts a delayed recording of a transaction to add money to the drawer. For example, when you open the drawer with a key, instead of using Associate App, no transaction is recorded. Use this operation to create the transaction later.

   • Remove petty cash: Take money out for incidental expenses. This operation can be followed by Add petty cash.

   • Cash pull: Take excess money out of the drawer, reserved for deposit later.

   • Transfer out: Remove some money from this drawer to add it to another drawer in the store.

   • Adjustment out: Starts a delayed recording of a transaction that originally happened with a manual override (open the drawer with a key). For example, you refunded a customer and you now create an adjustment out.

4. Follow the instructions on the app to complete the operation.