Setting Up the Cash Drawer Balancing Feature

Use the following procedure to set up the Cash Drawer Balancing feature.

The terminals at which you want to print Cash Drawer Totals MUST be configured with a cash drawer in Device Configuration.

"System" receipt printers (a receipt printer that is used for multiple POS stations) are not supported for printing the Cash Drawer Balancing receipt.

If you want the system to automatically close any open cash drawer records at the end of the day, re-queue your daily RDS report to run with option C ("Final run--close cash drawers").

An alternative to having the RDS close any open cash drawers is closing them yourself using the Cash Drawer Balancing Viewer.

Review and set up the following configuration options related to the application.

Before proceeding, click here for additional information about various ways to set up the following three options.

You can configure options 9797, 9798, and 9799 in any of the following ways to meet your needs:

If you want managers to receive an alert when a cash drawer needs a Cash Drop, but you don't want the clerk to receive this warning, and would never want to lockout a clerk from doing the next transaction no matter how much cash is in their drawer: Set option 9799 to N (meaning you only want an alert to the manager), and set 9797 to the amount of cash to trigger the "Cash Drop needed" alert. Set option 9798 to 0.
Same as above, but you also want the clerk to receive the warning that a Cash Drop is needed. Use the same setup as above, but set option 9799 to Y (warning to both the clerk and manager).
If you want the manager and clerk to receive the warning that a Cash Drop is needed, and you want the clerk to be locked out from doing the next transaction if the warnings are ignored and the cash in the drawer hits the maximum: Set option 9799 to Y (warning to both the clerk and manager). Set option 9797 to the amount of cash to trigger both the "Cash Drop needed" alert to the manager and the on-screen warning to the clerk. Set Option 9798 to the amount of cash, which is the absolute maximum allowed to be in the drawer, at which point the clerk is locked out from doing the next transaction until a Cash Drop is done.
If you do NOT want any alerts or warnings for a Cash Drop, but if an unusually high cash transaction occurs, you want to lockout the clerk from doing the next transaction until a Cash Drop is done: Set option 9797 to 0 and set option 9798 to this unusually high amount of cash. (Option 9799’s setting is irrelevant since 9797=0)

Also note: If you are using option 9798, in PDO set the description of the paid out you are using to do cash drops to “Cash Drop.” If the maximum is reached and the clerk has bit 1018 (or gets a m/o from a manager) they will be taken immediately to the ‘Cash Drop’ paid out instead of having to select which paid out/in to use from the Paid Out/In menu.

(ID #9797) Cash Drawer - Cash Drop Warning Threshold
This option controls if an alert to the manager and a warning to the clerk (optional) is given when a cash drawer has more cash than it should. Once the drawer's cash has reached or gone over this threshold amount, the system generates a "Cash Drawer Drop Needed" alert, and also warns the clerk (optional) that "the cash in your drawer is high and a cash drop should be done." This alert and warning will continue to be given at the start of each transaction until the amount of cash in the drawer is below this threshold. Set this option to zero if you do not want the system to generate this alert or warning.

Use option 9799 "Cash Drop Warning given to clerk (alert always issued)" to tell the system to display this warning to the clerk (you may not want them to be aware of excess cash). The alert is always generated.

Use PDO (type PDO from the Launch bar of Eagle Browser) to define a Paid Out to use for performing a cash drop from a drawer. Hint: Use PDO to also define a Paid In for adding change to a drawer.

If the warning is ignored, then once the drawer's cash has reached the maximum amount entered in option 9798 "Cash Drawer - Maximum Cash Lockout Amount," a manager override is required to do a cash drop in order to continue using POS functionality.

Notes:
1. This comparison is done using the drawer's total cash less the beginning cash. So when setting this amount it is for the amount of additional cash that has been added to the drawer.
2. Only applies to customers using Cash Drawer Balancing (option 5419 does not equal 'Not Using').
3. Use both this excess cash warning and maximum cash lockout (enter value in both options 9797 and 9798), or excess cash warning only (enter value in option 9797 and set option 9798 to 0), or maximum cash lockout only (set option 9797 to 0 and enter maximum in option 9798).
(ID# 9798) Cash Drawer - Maximum Cash Lockout Amount
This option controls when the clerk is prevented from starting a new transaction due to the cash in their drawer having reached this maximum amount. Once the drawer's cash has reached or gone over this maximum, a manager override by a user that has security bit 1018 "(MO) Ability to do cash drop after maximum cash lockout" set to Yes is required to do a cash drop to reduce the drawer's cash to an amount below this maximum.

Set this option to zero if you do not want to lockout a POS station when a maximum is reached.

An alert is generated when this lockout maximum is reached.

Notes:
1. This comparison is made using the drawer's total cash less the beginning cash; therefore, when setting this amount, enter the maximum amount of additional cash that can exist in the drawer.
2. Only applies to customers using Cash Drawer Balancing (option 5419 does not equal 'Not Using').
3. Use both the excess cash warning and maximum cash lockout (enter value in both options 9797 and 9798), or excess cash warning only (enter value in option 9797 and set option 9798 to 0), or maximum cash lockout only (set option 9797 to 0 and enter maximum in option 9798.
(ID# 9799) Cash Drop Warning given to clerk (alert always issued)

This option only applies to customers using Cash Drawer Balancing (option 5419 does not equal 'Not Using'), and an amount greater than zero is entered in option 9797 "Cash Drawer - Cash Drop Warning Threshold."

A 'Cash Drawer Cash Drop Needed' alert is always generated when a cash drawer has reached the threshold entered in Option 9797. This alert continues to be generated until the drawer's cash is below this minimum. Use this option to determine if the clerk receives a warning on their screen in POS that "the cash in their drawer is high and a cash drop should be done."

Set to Yes if you want the system to both generate the alert and inform the clerk.

Set to No if you want the system to only generate the alert.
(ID# 1069) Record ECC and non-ECC checks separately in Cash Drawer Balancing
(ID# 8852) Print 2 copies for these Paid Outs (Paid Ins)

Click Change.

Set up security for the Cash Drawer Balancing feature. The relevant security bits are:

708 – Ability to access the Cash Drawer Balancing Viewer

709 – Ability to make changes in the Cash Drawer Balancing Viewer

718 – Ability to print the expected amounts on the Cash Drawer Totals Receipt. If a clerk has this bit, the Totals Receipt prints with the expected amounts for each tender, with space to record the drawer counts and any difference amounts. If a clerk doesn't have this bit, no expected totals print on the Totals Receipt, thus it becomes simply a tally sheet for the clerk to quickly write in their counts for the various tenders. This bit also controls viewing the expected amounts in the back office Cash Drawer Balancing Viewer (CDB), so that if a clerk has this bit, they see the expected amounts, but if they don't have this bit, they don't see expected amounts.

912 – Allow user to view/change other users in Cash Drawer Balancing Viewer. Set this bit to Yes if you want the user to be able to view and change entries for other stores/terminals/clerks using the Cash Drawer Balancing Viewer. Otherwise, set this bit to No. When set to No and option 5419 "Accumulate and Print Cash Drawer Totals By Clerk, Terminal, or Store" is set to Clerk in Options Configuration, then the only cash drawer that displays in the Cash Drawer Balancing Viewer is the drawer for the current signed-on user. To allow a clerk to count only their drawer in the back office using the Cash Drawer Balancing Viewer set security bits 708 "Access cash drawer balancing viewer" and 709 "Change allowed in cash drawer balancing viewer" to Yes, and set this bit (912) to No.

Security bits 718 and 912 support the following workflow: When finished for the day, cashiers take their drawer to the back office where they physically count it. They then update their counted cash quantities using the Cash Drawer Balancing (CDB) Viewer. Their security is set to prevent them from seeing the expected cash amounts (security bit 718 is set to No) and from seeing the cash drawers for other clerks (security bit 912 is set to No). Once cashiers have updated their "actual amounts," marking them <All Done>, managers can review them, make any necessary revisions, and mark them as <All Done> a second time which updates the Approving User column to that manager’s login.

If you set these security bits to No and option 5419 "Accumulate and Print Cash Drawer Totals By Clerk, Terminal, or Store" is set to Clerk, then only the current signed-on user's cash drawer displays in the CDB Viewer. To allow a clerk to count only their drawer in the back office using the CDB Viewer, set security bits 708 "Access cash drawer balancing viewer" and 709 "Change allowed in cash drawer balancing viewer" to Yes, and set bit 912 to No.

If a manager with security bit 912 set to Yes clicks the <All Done> button in the CDB Viewer, the “Approving User” column is populated with the Approving manager's login code. If multiple managers approve a count, the last approving manager’s login code stays in the column. If a cashier (without the above security bits) goes back into a count to make further changes, the Approving User column is blanked out once they click <All Done,> to reflect that the change hasn't been approved by a manager.

1018 (MO) Ability to do cash drop after maximum cash lockout. This bit controls the ability to perform a cash drawer cash drop once the cash in the cash drawer has reached the maximum amount entered in option 9798 "Cash Drawer - Maximum Cash Lockout Amount." If the clerk has this bit (and bit 552 “Allow No Sale option for Paid Out”) set to Yes, then after receiving the message that the drawer is locked due to its cash being over the maximum, they can perform a cash drop to reduce the amount of cash in their cash drawer. Otherwise a manager override is required to do the necessary cash drop. Also refer to related option 9797 "Cash Drawer - Cash Drop Warning Threshold" (described above).

How to account for a cash drop (paid out ) in General Ledger: Each Paid Out in PDO has its own GL account designated in Set Up G/L Passoff. In PDO, designate one of the paid out types to be used for Cash Drops. The system will credit your cash account and debit the GL account number entered in Set Up G/L Passoff for the paid out. Therefore, enter your normal cash account number as the paid out GL account number in Set Up G/L Passoff, and the system will credit and debit the same account number, for a net change of zero. Multi-store users: Since your cash account is probably different in each store, your GL account for Paid Out would also be different in each store (but always the same as the cash account for that store).