Store: Cash Register

The Cash Register module is designed to help you manage and track cash payments effectively. It lets you record all cash activities, such as opening the session, cash deposits, withdrawals, audits, and closing the session, ensuring accurate tracking and avoiding discrepancies at the end of the day.

Daily Operations

1. Open Session
At the start of the day, open the cash register session. This allows the cashier to set the starting cash amount, and the system will show the remaining cash from the previous session.

2. Cash In
This feature records cash that is added to the register but isn't related to a customer payment. For example, if the club manager deposits extra cash for refunds.

3. Withdrawal
This records cash taken from the register for non-payment reasons. For instance, if the manager uses cash from the register to pay a bill.

4. Audit
This helps cashiers verify the cash in the register to detect any differences between expected and actual amounts.

5. End Session
At the end of the day, the session is closed, and the cashier withdraws the cash needed for the next session. This ensures an accurate cash balance for the following day.

Cash Payments and Refunds

In addition to the daily operations, two key actions directly affect the cash register balance and report:

• Cash Payments: Any cash payment for bookings, classes, or sales must be recorded and will impact the register balance.
• Cash Refunds: Any cash refund must also be recorded, as it affects the cash register report.

Fixing a payment recorded by mistake

Mistakes happen, like recording a sale as Cash when the customer actually paid by card. The payment method of a recorded sale can't be edited, but in some cases you can refund the sale and register it again:

1. Open the sale in Store and check if the refund option is available.
2. If it is, refund 100% of the sale.
3. Create a new sale with the correct payment method.

Both the refund and the new sale will appear in your cash register report.

⚠️ Open your cash register before recording payments: Payments recorded while the cash register is closed aren't included in any session, so they won't show up when you close the day. If you refund one of these payments later, while a session is open, the refund will be recorded in that open session and the difference won't be fixed. If you need to refund payments made while the register was closed, do it before opening the next session.

💡 If there's still a difference: When you close the session and notice a discrepancy, add a note explaining the reason (for example, payments recorded while the cash register was closed). Remember that the Cash Register is an informative tool to help you keep track of your cash.

Cash Register Session Summary

The session summary provides a snapshot of all cash transactions during the session. Here’s a breakdown of the key terms:

• Status: Shows whether the session is open or closed.
• Opening Date & Time: The timestamp of when the session was opened.
• Opening User: The person who initiated the session.
• Expected Cash: Calculated as starting cash + cash-ins + payments - withdrawals - refunds.
• Actual Cash: The last manually recorded cash amount from audits or when the session is closed. If no audits were done, it shows the amount entered when the session was opened.
• Difference: The difference between actual cash and expected cash.
• Starting Cash: The amount recorded at the start of the session.
• Cash Payments: Total cash from payments during the session.
• Cash Refunds: Total cash from refunds during the session.
• Cash-Ins: The total from additional cash added during the session.
• Withdrawals: The total cash withdrawn during the session.

Other Payment Methods in the Summary

In addition to cash, other payment methods used during the session are also recorded in the summary:

• Credit Card: Shows the total of credit card transactions, including payments and refunds.
• Custom Onsite Payment Methods: Displays each custom payment method with the total of payments and refunds. Each method has its own row in the summary.

How to Download the Cash Register Activity Table

To access and export your club’s Cash Register activity, follow these steps:

1. Navigate to Store in the main menu.
2. Select Cash Register.
3. Click on Activity to view recent transactions.
4. Use the Export Activity option to download the table.

Note: Your club must have an active Cash Register session in order to export the activity. Make sure a session is currently open before attempting to download the data.

💬 Need Help?

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