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Shifts, cash count and X and Z reports

Each cashier opens a shift with the cash in the drawer and records cash in and out with a reason. At closing they count by note and coin. The system works out the expected cash, the shortage or excess and the X and Z reports.

PLANSEvery plan

Built and tested against our test server. The counter app has not yet run on a real tablet at an outlet and is not in the Play Store. Try it at one counter before you rely on it.

Compare plans How it works

The problem it solves

At the end of the day the cash does not match, and nobody can say which shift it went wrong in.
Cash taken out for vegetables or change is not written down.
The canteen contractor shows a total, but not the split between cash, UPI, card and wallet.
A shortage is noticed a week later, when nobody remembers the day.

How it works

The cashier logs in with their PIN, opens the Shift tab, types the cash in the drawer and taps Open Shift.
Every sale, top-up and payment taken on the tablet belongs to that shift, also when made offline.
Cash taken out or put in during the shift goes under Cash in / out, with a reason such as "Change from the office". A minus sign takes cash out.
X report shows the figures so far and can be printed or shared.
To close, the cashier types how many of each note and coin are in the drawer and taps Close Shift. The server compares the count with the expected cash and records the difference against the cashier.
The tablet shows "Shift closed" with the amount counted. The Z report and the full Shift Report print from the back office.

Everything it does

Expected cash

Opening cash, plus cash payments and cash wallet top-ups taken in the shift, less cash paid back, plus and less cash in and out
A table bill counts in the shift that takes the payment, not the one that opened the bill
Part payments on an open bill count as advances in the shift that took them

Counting

The tablet lists 500, 200, 100, 50, 20, 10, 5, 2 and 1 and adds up the count
Difference = counted less expected: negative is short, positive is excess
One open shift per tablet; a second cannot be opened until the first is closed
Shifts are made on the tablet only; nobody creates one by hand in the back office
Open table and takeaway bills of the cashier are listed at closing; they do not block it

X and Z reports

X report on the tablet and in the back office: sales by payment mode, top-ups, cash in and out and the cash expected so far
X / Z Report (print): opening cash, bills paid and reversed, sales, the company's share (subsidy) and takings by payment mode. Then wallet top-ups, advances on open bills, cash in and out, expected, counted, difference, why and who approved
Shift Report (print): orders, reversals, and discounts by cashier and reason with the % of sales. Also on the house, kitchen voids, payments paid back on cancelled bills, and the bills still open

Cash differences

Explain Cash Differences: off to start with; the difference is just recorded against the cashier
When on, the server asks for a reason for any difference. Above Cash Difference Without Supervisor (0 to start with) for a supervisor's approval, kept as a Counter approval
The counter app has no box for that reason or the supervisor's PIN at closing yet. With the setting on, a shift with a difference cannot be closed from the tablet. Keep it off for now

Who uses it

CashierOpens and closes the shift, records cash in and out, counts the drawer.

SupervisorAccepts a cash difference above the limit with their PIN.

Accounts or Food AdministratorChecks shifts, prints the Z and shift reports, follows shortages by cashier.

Where you use it

The SmartMy Feast Counter app on an Android tablet: the Shift tab with Open Shift, Cash in / out, X report and Close Shift. Built and in testing, not in the app stores yet
Web: Food Service > Counters > Counters and Devices > Shifts (tabs Cash Count, Cash In / Out, Orders, Payments Taken). It has X Report and Print > X / Z Report and Shift Report. Food Service > Reports > Sales and Payments > Cashier Shifts
Not built: a cash drawer limit that warns the cashier to hand cash to the office during the shift
Not built in the counter app: the reason and the supervisor's PIN for a cash difference at closing

What you control

Settings

Explain Cash Differences: off to start with; on the outlet's Counters tab (keep it off until the counter app asks for the reason)
Cash Difference Without Supervisor: 0 to start with

Approvals

Counter approval: a cash difference above the outlet's limit, decided at the counter by a supervisor on the chain. To start with, the Supervisors of the Entity

Questions

Can a cashier close the shift while tables are still open?

Yes. Open bills are listed as a reminder and stay open. The shift that later takes the payment counts the cash.

Who sees a shortage?

The difference is recorded on the shift against the cashier and printed on the Z report. Managers see every shift under Food Service > Counters > Counters and Devices > Shifts.

Can the shift be closed without the network?

In Growth and above, yes: the close is kept on the tablet and sent later. The X report needs the network.

Do our notes match the count screen?

The count screen lists Indian notes and coins from 500 down to 1. Other currencies are not listed on the tablet yet.

Related features

COUNTERVoids, refunds and discounts with a supervisor PINDiscounts on a line or a whole bill need a reason and stay within the cashier's, supervisor's and administrator's limits. Voids and part refunds need a reason and a supervisor, who approves with a PIN on the cashier's own tablet.PAYINGCash, card and UPI paymentsTake cash, UPI and card at the counter, along with the wallet, tokens and the other payment modes your outlet allows. UPI shows a QR code for the exact amount, and every payment goes to its own journal for the day's takings.COUNTERSelling when the network is downWhen the network drops, the counter tablet keeps serving and selling. It checks meals, limits and wallet balances from its own copy and numbers bills from a reserved block. Everything goes to the server in order when the network is back. Anything the server cannot take as it was goes to the supervisor as a sync conflict.TABLE SERVICE AND KITCHENReceipts and token slips on thermal printersThe counter tablet prints receipts, token slips and kitchen tickets on network thermal printers that take ESC/POS. On cash sales it opens the cash drawer through the receipt printer. Printers are set up once in the back office and reach every tablet.ACCOUNTING AND REPORTSDaily sales and meals served reportsSee what each outlet, counter, cashier and item sold and how it was paid. See how many plan meals were planned, opted out, served and missed per meal. The reports open as a pivot, a chart or a list, and the meal figures are built every night.ACROSS SMARTMY FEASTApproval chainsDecide who approves what in your canteen. It may be a void or discount at the counter, a guest meal or a promotion. Or an indent, a purchase request, a stock count difference or wastage. Each kind has its own chain per Entity, with levels and amounts, and small requests can go through at once.

See it with your own menu.

Tell us how many outlets you run and how people pay today. We will show you a day in your mess or canteen on SmartMy Feast.

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