Shifts, cash count and X and Z reports
Each register runs one session at a time. It is opened with the cash in the drawer, and closed with a count note by note and a reason for any difference. Cash in and out is recorded with a reason, and the X and Z reports give the figures of the shift.
PLANSEvery plan
The problem it solves
- The evening cash is short and nobody knows in which shift it went missing.
- Cash taken out for tea, change or the bank is never written down.
- The cashier sees the expected figure and makes the count match it.
How it works
- The cashier opens the register. The opening cash is filled in with what was left at the last closing. They count the drawer, correct it if needed and open the session.
- Every sale, refund and payment of that register belongs to this session, from the web, the back office or the app.
- Cash put in or taken out goes under Cash In / Out, with an optional note. It needs a reason such as "Float added" or "Taken to the bank".
- During the shift the X Report shows the figures so far without closing anything.
- To close, every unpaid order is paid or cancelled. The cashier types the counted cash, or counts note by note in the app.
- Any difference needs a reason. The session is closed, and the Z Report keeps the count, the difference and the reason.
Everything it does
Sessions
- One open session per register; a second cannot be opened while one is open
- A session belongs to the register: a colleague continues it with Continue Selling
- An opening amount different from the last closing is written in the session's history
- Closing is refused while an unpaid order has products ("Pay or cancel the unpaid orders first")
- A closed session is never opened again; from Growth it is posted to the accounts
Expected cash
- Opening cash, plus cash payments less change and cash refunds, plus cash in, less cash out
- Deposits taken or paid back in cash (Scale) change it too
Cash in / out
- Cash Move Reasons with a direction (Cash In, Cash Out or Both) and an account
- Each move keeps the reason, note, who made it and who approved it; it is listed on the session's Cash In / Out tab
- On Starter a reason is enough; from Growth, moves above a limit need a supervisor
The count
- Web: the total in Counted Cash; Blind Cash Count hides the expected cash and the difference while counting
- App: Notes and coins, with a line for each, or the total; the counts are kept on the session's Cash Counts tab
- Difference = counted less expected; a reason is needed for any difference
- Counted cash becomes the proposed opening cash of the next session
- The Sessions list has the filter With a Cash Difference
X and Z reports (PDF)
- Register, cashier and times; sales and refunds with their number; discounts given; complimentary at list value; untaxed, taxes, total; invoiced orders
- Payments per method; opening, cash sales, cash in / out, expected; on the Z report also counted and difference
- Discounts by cashier, by reason and by who approved; what was given on the house; sales by category
- Deposits taken, used and paid back (Scale)
Who uses it
CashierOpens and closes the session, records cash in and out, counts the drawer.
SupervisorApproves cash moves and differences above the limits (Growth).
POS Manager or accountsChecks sessions and differences, files the Z reports.
Where you use it
- Web: Point of Sale > Counter > Registers (Open Session, Continue Selling). Point of Sale > Counter > Sessions (Cash In / Out, X Report, Close Session, Z Report)
- Web: Point of Sale > Counter > Sell with Cash In / Out and Close Session at the top (Growth)
- The SmartMy POS app: open with the opening cash, cash in and out, and the X report. Close with notes and coins, also without signal. It is built and in testing, not in the app stores yet
- Not in the app: the blind count; the app always shows the expected cash
What you control
Settings
- Blind Cash Count: off, per register
- Notes Counted: empty, so the web counter lists the usual notes of the currency (for rupees 500 down to 10)
Approvals
- Counter approval: from Growth, a cash move or a cash difference above the register's limits, decided at the counter by a supervisor
Questions
Can a cashier hide a shortage by making the count match?
Turn on Blind Cash Count. On the web closing box the cashier types what they counted without seeing the expected cash; the difference shows afterwards.Can the shift be closed without signal?
Yes, in the app. The close is kept on the device and sent when the signal is back. The X report needs signal.Who sees the shortage?
The difference, its reason and who closed are kept on the session and printed on the Z report. Managers filter the Sessions list by With a Cash Difference.Does the count list our notes?
The web counter uses the register's Notes Counted, or the usual notes of the currency. The app lists rupee notes and coins from 2,000 down to 1.Is this in Starter?
Yes. Sessions, cash in and out, the count, the blind count and the X and Z reports are in every plan. Supervisor limits on cash start in Growth.Related features
SESSIONS AND CASHSupervisor for cash moves and differences above a limitEach register has two cash limits. A cash in or out above the first, and a closing difference above the second, need a supervisor's approval at the counter. Below them a reason is enough.PAYINGCash, card and UPI paymentsTake cash with change, card and bank or UPI with a typed reference, or any mix of them on one bill. Each payment is kept with its method and reference, and adds to the session's figures per method.WEB COUNTER AND APPSelling when the network is downWhen the signal drops, the SmartMy POS app keeps selling from the copy of the catalogue on the device. Sessions, sales, refunds, cash moves, receipt copies and deposits wait in a queue on the device. They are recorded exactly once when the signal is back. Anything that breaks a rule when it arrives waits for a supervisor to record again or discard.STOCK AND ACCOUNTINGOne accounting entry per sessionWhen a session is closed, one balanced journal entry is posted for all its sales that have no invoice. It holds income per account, taxes with their tax report lines and money per payment method. It also holds rounding, cash moves and the cash difference. Your accountant gets one entry per till per shift instead of a pile of slips.PAYINGReceipts on a network printer, and the cash drawerThe SmartMy POS app prints receipts on a network receipt printer, 58 or 80 mm, and opens the cash drawer plugged into it. On the web the receipt prints as a PDF through the browser.STORES AND REPORTSSales analysis and discounts by cashierSales Analysis shows paid sales and refunds in a pivot table or a graph, by day, register, cashier, customer or session. Discounts by Cashier shows who gives how much off, why and who approved it. Every list of registers, sessions, orders, products and payment methods can be searched, grouped and exported.
See a day at your counter, start to close.
Tell us what you sell and how many counters you run. We will show you the opening count, a sale without internet, a refund and the closing report.