Cash Drawer

Use these screens to keep the cash in each drawer accounted for: count it, record cash that goes in or out for reasons other than sales, move cash to the safe, and square each server’s cash at the end of the day. All of them are in Staff Self Service. Sign in with your passcode to see them.

Before you start

Which buttons you see depends on your access and on the Back Office cash drawer settings.

Set staff access in the Back Office Team page. Staff without Advanced Access see You have no access to admin actions. and only the Pay Ins/Outs button.

Each iPad uses the drawer mapped to its station. Pick the station in POS settings. A station the Back Office doesn’t map uses drawer 1.

Drawer, Cash Drop, Close-Out Settle, reversing a pay in or pay out, and the drawer reset reminder need Selflane POS 7.7.0 or later.

Open Cash Drawer opens the drawer without recording anything. Use it to make change or check the cash.

Count the drawer

A spot count records how much cash is in the drawer right now. It doesn’t open or close the drawer, and it doesn’t change the expected cash.

1. Tap Count Cash Drawer. The Cash Drawer Counter screen opens.
2. Tap a coin or bill, then enter how many there are on the number pad. Tap the same coin or bill again to close the pad. You can enter up to 1,000 of each.
3. Check the Total, then tap Save.

Today's Data lists every count saved today, across all stations, newest first, with the station number, time, and amount.

To leave without saving, swipe the screen down.

Open and close a drawer

The Drawer screen tracks a drawer from its opening count to its closing count. It needs an internet connection.

Tap Drawer. The screen shows Drawer <N> for this iPad’s drawer, with:

• Status: Session open, Closed for the day, Not counted today, Not counted, or Never opened. Not counted means the business day ended without a closing count. Carry-over drawers also show Days open. If the status is Unknown, update the POS: this version can’t act on the drawer.
• Expected in drawer: Opening, Cash sales, Cash refunds, Pay ins, Pay outs, and Expected total. Cash sales and refunds count only when your cash handling is set to the drawer.
• By reason: the pay-ins and pay-outs split into Pay in/out, Settlement, and Drop. Only reasons with cash moved show.
• After a close, Closing count: Counted, Balanced, Short, or Over, the Deposit, and the amount Left in drawer.

Tap the refresh icon to reload.

The buttons depend on the status:

Take an opening count

1. Tap Opening Count.
2. Enter how many of each coin and bill are in the drawer. If the drawer has an expected amount, the screen shows it and whether you’re over or short as you count.
3. Tap Save Opening Count, then Save.

You see Opening count saved: <amount>. An opening count can be $0. Saving it doesn’t open the cash drawer.

Take a closing count

1. Tap Closing Count.
2. Count the coins and bills, then tap Next.
3. Split the count between Leave in drawer and Deposit. Tap one field and enter its amount; the other changes so the two add up to the count. Leave in drawer starts at the amount the drawer opened with, or your Back Office Cash drawer initial fund. If you counted less than that, all of it stays in the drawer.
4. Tap Save Closing Count, then Save.

The cash drawer opens, and you see Drawer closed. Deposit <amount>. A close can’t be undone. With a fresh drawer each business day, the drawer can’t be opened again that day after a close.

While counting, tap Open Cash Drawer in the top bar to open the drawer. On the count step, Back discards the count. On the split step, it returns to the count.

What if the save fails?

• The drawer changed since you started counting, so nothing was sent. Check it and try again.: another iPad saved a count, or the business day changed. Review the drawer and count again.
• The connection dropped after saving, and the drawer now shows a new session, so your count was most likely saved. Check it before counting again.: check the drawer’s status before you count again.
• Any other message: the POS keeps or ends the count, depending on the error. If the screen shows a red no-connection line with Retry, the count buttons are hidden until it reloads.

Reset an overdue drawer

With carry-over drawers, the POS reminds you when a drawer has run longer than the Back Office Prompt for a reset after setting without a closing count. An orange banner shows at the top of Staff Self Service:

• Staff with Advanced Access see Drawer not counted in <N> days — reset now and a Reset Now button. Tap it to go straight to a closing count.
• Other staff see Drawer not counted in <N> days — ask a manager to reset it.

The reminder never blocks sales, pay-ins and pay-outs, or clocking in and out. It goes away once the closing count is saved and you leave the Drawer screen.

Record a pay in or pay out

Record cash that goes into or out of the drawer for something other than a sale, such as change brought from the bank or cash paid to a vendor.

1. Tap Pay Ins/Outs, then the blue + button.
2. Choose Pay In or Pay Out.
3. Enter a Description, or tap Pay in change or Pay out tip to fill it in.
4. Enter the amount. The pad stops at $10,000; split larger amounts into several entries.
5. Under Received from or Paid to, tap the staff member. Staff without Advanced Access can only record their own, so their name is already filled in.
6. Tap Save.

The cash drawer opens. Nothing prints automatically.

If Save shows an error after a timeout, check the list before you try again. The first save may have gone through, and saving again records it twice. A manager can reverse the extra entry.

Review pay-ins and pay-outs

The Pay In & Pay Out screen shows one day at a time. Change the day with the date in the top right.

• By Associate: each staff member’s In, Out, and Balance. Tap the printer icon to print a Pay In/Out Summary.
• By Items: each entry by station, with the amount, description, staff member, time, and Approved by. Tap an entry’s printer icon to print it.

Staff without Advanced Access see only their own entries. Settlements and cash drops don’t show here; see them on the Drawer screen under By reason.

Reverse a pay in or pay out

Staff with Advanced Access can correct an entry by recording an opposite one. Nothing is deleted.

1. On By Items, swipe left on the entry and tap Reverse.
2. Enter a Reason.
3. Leave the full amount, or lower it to reverse part of the entry.
4. Tap Confirm.

Confirm stays off until there’s a reason and an amount no more than the original. Reversing doesn’t open the cash drawer. If cash really has to go in or out, record a new pay in or pay out. Each entry can be reversed once, and a reversal can’t itself be reversed.

Drop cash to the safe

A cash drop moves cash from the drawer to the safe. The cash stays in the store, but it’s no longer expected in the drawer.

1. Tap Cash Drop.
2. Enter a Description, or tap Safe drop.
3. Enter the amount, up to $10,000.
4. Tap Save.

The cash drawer opens. The drop is recorded under your name and shows on the Drawer screen under By reason › Drop. The Back Office Pay In/Out report lists drops separately.

If Save shows an error after a timeout, check the Drawer screen before you try again. The drop may have been recorded, and a duplicate drop can’t be reversed on the POS.

Settle every server at close-out

Close-Out Settle lists every server for the business day on one screen, so you can square each server’s cash in one place. Each server can also settle from their own server report. Both use the same amounts.

Each row shows the server’s Due, Settled, and Outstanding amounts:

• Collect <amount>: the server owes the restaurant. Take the cash and tap the button.
• Pay out <amount>: the restaurant owes the server, such as card tips. Tap the button and hand over the cash.

There’s no confirmation step. The settlement is recorded right away, the cash drawer opens, and the row shows Collected <amount> or Paid out <amount>. Rows with nothing outstanding have no button.

The business day is set when you open the screen. Tap the refresh icon to reload. The screen needs an internet connection.

What the screen might show:

• Settle is off for this business.: turn on Use Settle and Drop in the Back Office.
• Settle could not be calculated., or another notice above the rows: the tip-share amounts couldn’t be worked out. Reload before you settle.
• No servers to settle.: there’s nobody to settle for that day.
• A message on a row after you tap: the amount changed since the list loaded, and the list reloads. Check the new amount before you tap again.

What changes the expected cash

What staff might see

Related links

• Server Report
• Close Batch
• Clock In/Clock Out
• POS settings: cash drawer
• Pay In/Out report
• Tips: cash handling