If a community venue allows customers to pay with cash for FullCount transactions, an employee will need to set up a Cash Drawer Balance at the beginning of each day. When the venue closes, the Cash Drawer Balance will also need to be closed. While they are usually opened and closed once per day, a community may choose to close a cash drawer at the end of each shift.

Open a Cash Drawer Balance

The Cash Drawer screen will automatically appear to a Touchscreen user if two conditions are met. First, the previous Cash Drawer Balance must have been closed out the night before. Second, the user must be the first person to log into the venue. If both conditions are met, the user will be prompted to set up a new Cash Drawer Balance.

*NOTE: If a Cash Drawer was not closed before the terminal was shut down, the user who turns on the device next will be warned of an existing balance and asked how to proceed. Best practice is to always click No and close out the previous balance.
 

To open a Cash Drawer Balance:

1. Count your starting cash amount. If the cash is already in the cash box, click Open Drawer to access it.

2. Enter the total cash amount for each bill type (not the number of bills) into the proper fields. For example, in the image below there are three $20 bills in the cash box. Therefore, the user entered ‘60.00’ in the $20 field.

*NOTE: Use the Other $ field for larger denominations.

3. Enter the total cash amount for each coin type (not the number of coins) using decimals in every field. For example, in the image below there are 12 quarters in the cash box. Therefore, the user entered ‘3.00’ in the $.25 field.

4. Once all denominations have been entered, check that the Starting Cash Balance in the upper left-hand corner matches the total cash amount in the cash box.

5. If the Starting Cash Balance is correct, hit Save.
    

The Cash Drawer is now set up and will continue to balance cash transactions until it is closed at the end of the day or shift.

Close a Cash Drawer Balance

At the end of each day (or shift), the Cash Drawer should be closed and balanced to prepare for the next day. To close a Cash Drawer Balance:

1. On the main screen, select the Admin button.

2. In the Administration options, select Balance Cash Drawer.
    

3. On the Ending Balance screen, press the Cash button. (See image below Step 8.) Any amounts from personal checks or credit card transactions should automatically populate in the fields below.

4. Enter the cash amounts by denominations. This is the same as Steps 2-3 of the Opening A Cash Drawer Balance section above.

*NOTE: To access the cash inside the cash box, select Open Drawer.

5. Check to make sure that the Ending Cash Balance field matches the total amount in the cash box.
    

6. Once everything is entered correctly, press Save.

7. On the Ending Balance screen, verify the Starting Balance, Transaction Amount, Ending Balance, and Variance. Repeat any of the previous steps as necessary.

8. Press Finish and Print. The system may warn the user if a step has not been done or if the variance is not zero (see the section below.)
    

The cash drawer is now balanced. A Drawer Balance Report will automatically print for your records.

Drawer Variance

A variance occurs when the total transaction amount (cash, checks, and/or credit cards) entered by the user does not match the amount recorded by the FullCount system for that day/shift. A negative variance means that the amount in the cash box is short. A positive variance means that the amount in the cash drawer is over. With any variance, the user should recount the cash drawer amount to make sure a simple counting mistake hasn’t occurred.

A variance does not affect FullCount sales reports. These reports are based off customer transactions and not the Cash Drawer Balance process. However, past variance information can be run from the Back Office using the Drawer Balance Variance report. Resolving cash drawer variances must be handled independently based on the policies and procedures at each community.

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