Counting the Cash Drawer

Estimated reading time: 3 min

Introduction

ChargeLogic Retail Express helps you track your cash drawer balance with every transaction. When you accept a cash payment from a customer, the calculated drawer balance increases; when you issue a cash refund, the calculated drawer balance decreases. Other types of transactions can impact the cash drawer balance as well, such as Floats and Tender Removals. Unfortunately, sometimes cashiers make mistakes and miscount cash entering or leaving the cash drawer. When this happens, the calculated balance in the drawer won’t match the actual cash amount in the drawer. The Count Tender operation is a useful tool to help detect and correct these errors. Tender Counting can be triggered automatically at the beginning or end of a day or shift, or it can be manually triggered by a cashier any time. The Count Tender operation allows a cashier to count the cash in the drawer so that the system can adjust its calculated balance to reflect the real-world balance.

Counting The Drawer

Depending on the Store settings, the Count Tender window can appear at the start of a day or shift, at the end of a day or shift, or when a cashier clicks the Count Tender button on the POS.

The Count Tender window provides the cashier with an assisted counting experience; the cashier simply must count each tender denomination separately and enter the quantity of each coin or bill into the Quantity field of the Count Tender window.


The system will calculate the total amount based on the value of each denomination and display the total at the bottom of the window. When finished counting, click OK.

Counting Discrepancies

Each Store allows you to configure the maximum discrepancy allowed per count. Discrepancies can arise because the drawer gained or lost cash throughout the day or shift due to tendering errors or because the cashier miscounted the drawer during the Count Tender operation. Regardless of the reason for the discrepancy, if the difference between the counted amount and the calculated balance is less than the Maximum Discrepancy Amount defined on the Store Card, the Count Tender operation will automatically post an adjusting entry to the cash drawer to update the calculated balance. For example, if the Store’s Maximum Discrepancy Amount is $5.00, and the calculated cash drawer balance is $200.00, if the cashier counts $196.00, the system will post a negative adjustment to the cash drawer for $4.00 so that the calculated balance matches the counted amount.

However, if the difference between the counted amount and the calculated amount exceed the Store’s Maximum Discrepancy Amount, the system will confirm whether the cashier wants to post an adjusting entry that exceeds the Maximum Discrepancy Amount.

If the cashier clicks Yes, the system will post the adjusting entry after first making sure that the cashier has the Adjust Cash Drawer permission. Therefore, it is recommended that the POS Permission Set for standard cashiers is not given the Adjust Cash Drawer permission. Instead, assign this Permission to store managers. This will cause the system to prompt for a user with Adjust Cash Drawer permissions to authenticate before posting the adjusting entry. This gives an opportunity for a store manager to request a recount or to count the drawer themselves to determine if there was a counting error.

 

Relevant Setups

Currency Denominations

From the EFT Setup Card, select Currency Denominations from the Retail Express menu on the Navigate ribbon. This will open the Currency Denominations page.

This page contains the list of denominations displayed in the Count Tender window.

You can add or remove denominations to meet your requirements. If you delete all Currency Denomination records for a particular Currency Code, the Count Tender window will no longer display in assisted count mode. Instead, it will simply prompt for the total counted amount.

Count at Open/Count at Close

On the EFT Store Card, you can determine if counting is required when opening or closing a shift. Typically, counting would be required when closing a shift, and the cash would then be removed from the drawer.

Maximum Discrepancy Amount

On the EFT Store Card, you can configure the Maximum Discrepancy Amount. If the difference between the counted amount and the calculated amount is less than the Maximum Discrepancy Amount, the system will automatically post an adjusting entry to the drawer.

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