Cash management introduction:
Businesses and restaurants that accept cash will usually keep a float in each till. The float is the amount of cash placed in the till drawer at the beginning of a shift or workday. The cash float typically consists of a nominal amount of money, such as £50, broken up across several denominations i.e. 1 x £10, 3 x £5, 5 x £2, 15 x £1 etc. The float usually remains in circulation to be used the next time a drawer insert is used.
At the beginning of each shift or day you register the money in to each drawer insert (the float) by entering the denomination quantities. In our example below the float total is £50.00.
At the end of the shift or day you enter the money out of each drawer insert - the total will include the float and any cash sales registered by the till. In our example below the till total includes the £50.00 float and £517.00 cash sales.
The follow pages explain how to setup and manage the cash drawer inserts:
Adding and deleting drawer inserts.
Money in.
Moving a drawer insert.
Counting the cash in the drawer insert.
Money out.
User permissions:
Users have to be provided with access to the drawer insert and cash management functions. To configure the permissions for each user:
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In TouchOffice Web select admin, settings.
Select the user.
Scroll down to the bottom of page permissions and select or unselect the relevant settings:
View drawer inserts
Allows the user to see the list of drawer inserts.Edit drawer inserts
Allows the users to create, edit and delete drawer inserts.Allow drawer insert actions
Allows the user to do counts, cash movements and drawer insert movements.View cash management settings
Allows viewing of the cash management settings page.Edit cash management settings
Allows editing of the options on the cash management settings page.
Drawer insert programming:
Before you can manage cash you need to configure the drawer inserts for each of the tills.
You can set up multiple drawer inserts for each till. In our examples we create "Till 1 morning shift" and "Till 1 afternoon shift" drawer inserts.
To configure the drawer inserts:
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In TouchOffice Web select Cash management from the left hand side of the page.
Select Drawer inserts.
Select the New button.
Enter a name for the drawer insert and then select Add.
Select the New button once again.
Enter a name for the second drawer insert and then select Add.
The drawer insert programming displays "Till 1 morning shift" and Till 1 afternoon shift" drawer inserts. Both till inserts are inactive.
The next step is to register the money in from the safe to the drawer insert.
Register the money in (float):
At the beginning of each shift or day you register the money in (the float) to each drawer insert by entering the denomination quantities:
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In TouchOffice Web select Cash management from the left hand side of the page.
Select Drawer inserts.
Select the Money in button.
Select the safe from the drop down list.
Enter a summary - for instance "Float in" and then select Next.
Enter the float denomination quantity and value that is required in the drawer insert and then select submit:
A complete message appears. Select done to continue.
The next step is to move the drawer insert from the safe to the till.
Move drawer insert from safe to till:
After you have registered the money in to the drawer insert you need to move the drawer insert from the safe to the till. On completion of this step any cash sales registered on this till will be added to the drawer insert.
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In TouchOffice Web select Cash management from the left hand side of the page.
Select Drawer inserts.
Select the relevant Move button.
Select the till from the drop down list.
Enter a summary - for instance "Jack's morning shift".
Save.
The till is active. All cash sales registered on the till will be added to the float.
Move the drawer insert from till to safe:
At the end of a shift you need to move the drawer insert from the till to the safe. Once moved no sales will be added to the drawer insert total:
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In TouchOffice Web select Cash management from the left hand side of the page.
Select Drawer inserts.
Select the move button.
Select the safe from the drop down list.
Enter a summary - for instance "Jack's end of shift."
Enter a summary i.e. "Counting till 1 morning shift" and then select Next.
Enter the denomination quantity and value in the drawer insert and then select submit:
If there is no discrepancy between the expected value (float and cash sales) select done.
If there is a discrepancy between the expected value (float and cash sales) an error is displayed.
Select the reason from the drop down list box:
Requires investigation
Theft
Miscount
Delivery error
Other
Enter the reason for the discrepancy in the notes field and select the recount or done button.
Register the money out (float and cash sales):
At the end of each shift or day you need to register the money out of each insert - you also need to enter the denomination quantity: This clears any totals in the drawer insert so that it is ready to start the next shift.
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In TouchOffice Web select Cash management from the left hand side of the page.
Select Drawer inserts.
Select the Money out button.
Select the drawer insert from the drop down list.
Enter a summary - for instance Jack end of shift and the select Next:
Enter the denominations that will be moved from the till drawer and then select submit:
A complete message appears. Select done to continue.
This concludes the cash management for the drawer insert for the selected shift.
Count drawer insert:
If a count is recommended on the drawer insert the status will change to Count Recommended.
To count:
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In TouchOffice Web select Cash management from the left hand side of the page.
Select Drawer inserts.
Select Count.
Enter a summary i.e. "Recounting till 1 morning shift" and then select Next.
Enter the denomination quantity and value in the drawer insert and then select submit:
If there is no discrepancy between the expected value (float and cash sales) select done.
If there is a discrepancy between the expected value (float and cash sales) an error is displayed.
Select the reason from the drop down list box:
Requires investigation
Theft
Miscount
Delivery error
Other
Enter the reason for the discrepancy in the notes field and select the recount or done button.
Delete drawer insert:
To delete drawer insert:
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In TouchOffice Web select Cash management from the left hand side of the page.
Select Drawer inserts.
Select the relevant Delete button.
Select the Save button.