How to Record Cash In and Cash Out (Pro)
Not every note that moves through a drawer is a sale. Paying a courier, adding change from the safe, taking cash to the bank. Log those and your count at the end of the day still matches.
Why this matters more than it sounds
Section titled “Why this matters more than it sounds”Expected Drawer Amount on the Statistics screen is built from four things:
- The opening amount, if you record one.
- Cash sales in.
- Change and cash refunds out.
- Manual transactions, in and out.
Skip the fourth and the first three still add up perfectly to a figure that is wrong. Pay a $20 delivery out of the drawer and the POS expects $20 more than is there. It will do so every day, until someone gives up and calls it lost stock.
Step 1: Open the Statistics screen
Section titled “Step 1: Open the Statistics screen”In the terminal, click Statistics in the sidebar.
Step 2: Press the plus icon
Section titled “Step 2: Press the plus icon”The plus sits above Today’s Transactions, to the right of the search box. It is the only way in.
Step 3: Choose In or Out, then fill in the amount
Section titled “Step 3: Choose In or Out, then fill in the amount”Manual Transaction opens with Select Transaction Type and In already chosen.
In adds to the expected drawer amount. Out takes off.
| You are doing this | Type |
|---|---|
| Adding change from the safe | In |
| Recording the opening amount by hand | In |
| Paying a courier or a window cleaner | Out |
| Taking cash to the bank mid-shift | Out |
| Moving a starting amount to a second terminal | Out here, In there |
Get the direction right and nothing else matters much. Get it wrong and the drawer is out by twice the amount, which is the hardest kind of difference to spot.
Enter Amount takes the figure. It has a floor of 0.01, so a zero or a negative is refused.
Never enter a negative to mean “out”. That is what Out is for, and a negative simply will not be accepted.
Enter Reason (Optional) is optional in the software and not optional in practice. It is the only thing on the row that explains itself, and it prints in the Reference column.
Write what a stranger would need: Paid courier COD beats cash out.
Step 4: Press Add
Section titled “Step 4: Press Add”Add is disabled until the amount has a value. Press it and the popup closes.
The row is written straight away, with the amount under In or Out, Manual in the Method column and your reason under Reference.
Expected Drawer Amount counts it, so the figure a cashier counts against is right.
In that shot the four cards and the four rows agree. A $100 opening amount, a $36.30 cash sale, a $20.00 cash-out and a $16.50 refund leave Expected Drawer Amount at $99.80.
That is the shape it settles into. Read the next section before you press Add for real, because the screen does not get there at once.
Nothing appears to happen when you press Add
Section titled “Nothing appears to happen when you press Add”This one is worth knowing before it worries someone.
In the current version the terminal does not react. The row does not join the list on screen, Expected Drawer Amount does not move, and no confirmation message appears. The screen looks exactly as it did before you pressed Add.
The row is in the database all the same. What you are seeing is a display gap, not a lost transaction:
- The terminal reads Today’s Transactions from its own browser storage.
- It asks the server only when it has nothing stored for that day.
- The row you just created never reaches that storage.
So the figures come right on their own in a session that starts with nothing stored for the day. Until then the terminal is showing you a stale list.
Confirm it landed in the admin list rather than by pressing Add again.
The opening amount behaves differently, and the reason is worth a line. The POS asks for it as the session starts, before anything is stored for the day, so it is read back from the server on the next screen and shows up at once.
A manual transaction cannot be edited or deleted
Section titled “A manual transaction cannot be edited or deleted”There is no undo. The row is written and it stays.
Fix a mistake by adding the opposite: a $20 Out entered by mistake is corrected with a $20 In whose reason says so. Both rows stay in the record, which is the honest version anyway.
That is a good reason to check the direction before pressing Add.
It needs a connection
Section titled “It needs a connection”A manual transaction cannot be created offline. The POS says:
Transaction cannot be generated in offline mode.
Note it on paper and enter it when the connection is back. The date stamp is the moment you enter it, so if the timing matters, say so in the reason.
Reading them back in the admin
Section titled “Reading them back in the admin”Go to DevDiggers Plugins → MultiPOS → Transactions. Manual rows sit alongside the sales, with a MANUAL badge in the Transaction Context column, as in the shot above.
Filter by date and by cashier to get one person’s shift.
The Order column is empty on a manual row, because there is no order behind it. That is how you tell them apart at a glance.
The opening amount
Section titled “The opening amount”If Enable Cash Drawer Popup is on, the POS asks for the opening amount as the session starts. It is stored as its own kind of transaction, labelled Open Cash Drawer Amount.
Type the figure and press Add. Cancel skips it, and the drawer figure then knows nothing about the money you started with.
Use that rather than a manual In where you can. It is asked for at the right moment, so it does not get forgotten.
Where the popup is off, an In at the start of the shift does the same job.
Where to go next
Section titled “Where to go next”- How to Close the Cash Drawer
- Transactions for the field reference.
- How to Refund an Order