POS cash control: expected cash, Z reports and Day Close

Cash goes missing quietly. This guide shows how Zeyto calculates the cash a drawer should hold, what happens to a shortage or surplus in the books, which controls stop a cashier closing a bad count, and how the manager locks the day.

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Screenshot from the Zeyto demo company, with sample data.

Zeyto POS in the demo company: a till screen with items, quantities and the payment total

The formula

What the drawer should hold

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

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For example, a float of 300.00, cash sales of 2,150.00, cash refunds of 120.00, paid in of 100.00 and paid out of 250.00 give expected cash of 300 + 2,150 - 120 + 100 - 250 = AED 2,180.00. Cash in/out records money that enters or leaves the drawer without a sale, such as a float top-up or a supplier paid from the till. A reason is mandatory, and a paid out over the manager limit needs a manager PIN checked live.

Closing a shift

Count, close and post the difference

  1. Press Close ShiftThe button is at the top right of the terminal.
  2. Count the drawerEnter how many notes and coins of each kind you have and check the Counted total. The count includes the opening float.
  3. Press Close Shift againThe Z report appears and Zeyto posts any difference at once.
  4. Read the varianceVariance is counted cash minus expected cash. A short debits Miscellaneous Expenses (6900) and credits Cash in Hand (1000). An over debits Cash in Hand and credits Other Income (4900). When the counts agree nothing is posted.

Controls

Three settings that stop quiet losses

  • Blind countThe 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 withholds the figure, not just the screen.
  • Closing variance limitA short or over larger than this amount needs a manager PIN before anything is posted. 0 means never ask. With a limit of AED 5.00, a cashier who is AED 10.00 short is stopped until a manager signs in.
  • Paid out limitA paid out above this amount needs a manager PIN. 0 means never ask.

Manager reports

Z report, Day Close and POS Audit

The Z report shows Gross Sales, Returns, Net Sales, VAT and Sales Count, takings by payment mode, and the cash drawer with expected cash, counted cash and Over / Short. Day Close is the manager's last step each evening: it checks that every shift of the chosen date and branch is closed, adds up the sales and cash, and locks the day. While a day is locked a new shift, a sale, a refund, a void and closing a shift for that branch and date are all refused. Day Close posts nothing to the accounts; the over and short amounts were already posted when each shift closed.

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To change something later, a manager presses Reopen and types a reason of at least five characters. POS Audit records every price override, line void, manual discount and receipt reprint: who, which till, what changed, why and which manager approved. Those lines cannot be changed or deleted.

Bank the takings, not the float If you keep the float in the drawer overnight, bank only the takings. The Z report's Deposit Cash button opens Accounting, Banking but does not carry the amount over: press New, set Entry Type to Bank Deposit and type the amount yourself. This page is general information and was last reviewed on 8 November 2026.

Go deeper

Related lessons

Practise the close with an exercise.

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FAQ

Straight answers

How does Zeyto calculate expected cash?
Expected cash = opening float + cash sales minus cash refunds + paid in minus paid out. Card and on-account sales never enter it.
Where does a cash shortage go in the books?
A short debits Miscellaneous Expenses (6900) and credits Cash in Hand (1000). An over debits Cash in Hand and credits Other Income (4900). These are the standard accounts, and nothing is posted when the counts agree.
What is a blind count?
The cashier counts the drawer without seeing the expected cash. Only a user with the POS cash approval permission can see it while the shift is open.
Does Day Close post anything to the accounts?
No. The over and short amounts are already posted when each shift closes. Day Close checks that all shifts are closed, adds up the day and locks it.
Can a closed day be reopened?
Yes. A manager presses Reopen and types a reason of at least five characters. Run Day Close again to lock it.

Run a shift close in the demo

Open the demo, make a few sales and close the shift to see the Z report.

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