Module 11 · Specialist · 9 min read

Cash control and closing a shift

You will be able to: Record paid in and paid out movements with a reason; Calculate expected cash and over or short; Explain blind close and manager approval limits.

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A drawer holds more than sales cash. The terminal has Cash in/out and X Report buttons in its function row. Cash in/out records money that enters or leaves the drawer without a sale: a float top-up (Paid in) or a supplier paid from the till (Paid out). A reason is mandatory. The other side of the entry comes from a short list of accounts the company controls; by default it offers 6900, 1010, 4900 and 3100. Zeyto posts the movement to the ledger as a journal and counts it in the drawer. A paid out over the manager limit needs a manager PIN checked live, so it cannot be queued offline.

X Report is a mid-shift report of the same figures as the Z report, without closing the shift. It needs the server.

Expected cash

One formula is used by the X report, the Z report, the shift list and the close: expected cash = opening float + cash sales − cash refunds + paid in − paid out. Card and on-account sales never enter it.

The POS Cash In and Out dialog for adding or removing cash from the drawer during the shift.

Cash In/Out: record cash added to or taken from the drawer.

Cash In/Out: record cash added to or taken from the drawer.
Expected cashFloat 300.00, cash sales 2,150.00, cash refunds 120.00, paid in 100.00, paid out 250.00. Expected = 300 + 2,150 − 120 + 100 − 250 = AED 2,180.00.

Closing the shift

  1. Press Close Shift at the top right.
  2. Count the drawer and enter how many notes and coins of each kind you have. Check the Counted total.
  3. Press Close Shift. The Z report appears and Zeyto posts any difference at once.
The Close Shift screen showing the opening float, gross and net sales, the expected cash in the drawer, the boxes for counting each note and coin and the over or short preview.

Close Shift: expected cash, then count the drawer by note and coin.

Close Shift: expected cash, then count the drawer by note and coin.

Variance is counted cash minus expected cash. If it is short, Zeyto posts a journal debiting Miscellaneous Expenses (6900) and crediting Cash in Hand (1000). If it is over, it debits Cash in Hand and credits Other Income (4900). These are the standard accounts; when the counts agree nothing is posted.

Short by AED 10Expected 2,180.00 and counted 2,170.00. Variance is −10.00. The journal debits 6900 for 10.00 and credits 1000 for 10.00.

Cash Control settings

Settings ▸ POS Behaviour has a Cash Control card with three controls.

The POS Behaviour settings screen with the cash control options.

Settings, POS Behaviour: the cash control options.

Settings, POS Behaviour: the cash control options.
  • Blind count: the cashier counts without seeing the expected cash. Only a user with the POS cash approval permission sees it while the shift is open, and the server also withholds the figure, not just the screen.
  • Closing variance needing a manager: a short or over larger than this amount needs a manager's PIN before anything is posted. 0 means never ask.
  • Paid out needing a manager: a paid out above this amount needs a manager's PIN. 0 means never ask.
Watch outThe count includes the opening float. If you keep the float in the drawer overnight, bank only the takings. Currencies without a note and coin list cannot be counted at closing, so check with your administrator before closing a shift in such a currency.
TipWith a variance limit of AED 5.00, a cashier who is AED 10.00 short is stopped until a manager enters a username and POS PIN. Nothing is posted before that.

On the Z report, Deposit Cash opens Accounting ▸ Banking. It does not carry the amount over: press + New, set Entry Type to Bank Deposit and type the amount yourself.

Try it in the demo

  1. In the demo till press the Cash in/out button, choose Paid in, type a reason and an amount and record it.
  2. Press X Report and find Expected cash. Compare it with float plus cash sales plus paid in.
  3. Open Settings ▸ POS Behaviour and read the Cash Control card (look only; do not save if you want to keep the demo as it is).
  4. Press Close Shift, enter a count by denomination and read the Over / Short preview before confirming.
Open the live demo

Public demo company, sign in as admin / demoAdmin123. Data refreshes nightly.

Key takeaways
  • Expected cash = float + cash sales − cash refunds + paid in − paid out.
  • Every cash movement needs a reason and is posted to the ledger.
  • Short posts to 6900, over posts to 4900, against Cash in Hand.
  • Blind close and variance limits are enforced by the server.

Check yourself

4 questions on this lesson. Not timed, not the exam, and you can try again. Score 60% or more, and read the lesson, to complete it.

1. What does the Blind count setting do?

2. Expected cash is 2,180.00 and the counted cash is 2,170.00. What does Zeyto post with the standard accounts?

3. Float 300.00, cash sales 2,150.00, cash refunds 120.00, paid in 100.00, paid out 250.00. What is the expected cash?

4. A Closing variance limit is set to 5.00 and a cashier is short by 10.00. What happens?

Previous: Hold, refunds, voids and exchangesNext: Z reports, Day Close and POS Audit

Practice questions for this module · Printable study sheet