Cash Management

Cash Management is the runtime coordination layer that tracks cash-handling activity across POS terminals and staff in a store: start declarations (float entries), end-of-day declarations, and pick-up warnings. It is part of the broader Safe Management functionality but focuses specifically on the day-to-day cash flow at the POS.

Cash Management vs Safe Management

The two areas serve different purposes and complement each other.

Cash Management covers the runtime, in-shift activity at the POS: float entries at the start of a shift, tender pick-up warnings during the day, and end-of-day declarations when the cashier closes down. These are the actions a cashier or store manager performs while the store is trading.
Safe Management covers the persistent record-keeping side of cash handling: safe bags, safe journals, transfers between safes and bank, statement calculation and posting, and ledger entries that form the financial audit trail. Safe Management records are built from the transactions that Cash Management initiates.

For a full overview of the Safe Management side, see Safe Management.

Statement methods

The Statement Method field on the Store Card controls where Cash Management stores its tracking records and how it coordinates across POS terminals. There are two relevant values.

POS Terminal — All Cash Management data (start/end declaration status, pick-up warning accumulators, payment entries) is held on the local POS terminal database. Declarations are per-terminal and the system does not need to contact the store server to calculate pick-up warnings or check start status. Only one user can be logged on to a POS terminal at a time.
Staff — Declarations follow the cashier rather than the terminal. When a cashier logs on to any POS terminal in the store, the system contacts the store server to retrieve the cashier's current start/end status. This means a single staff member can open on one POS terminal, process sales, and then close on a different terminal. This mode is also referred to as Floating Cashier. Only one user can be logged on to a POS terminal at a time even in Staff mode.

The Total value on the Statement Method field is used for statement calculation only and does not affect POS-side Cash Management behavior.

Pick-up warnings

A pick-up warning is a prompt shown to the cashier on the POS when the accumulated cash in the drawer for a tender type exceeds a configured threshold. The warning signals that cash should be removed from the drawer (skimmed) and placed in the safe or sent to the bank.

Enabling pick-up warnings

Pick-up warnings are controlled by two fields on the POS Functionality Profile:

POS Pickup Warning — Master toggle. Set this to enabled to activate the warning system. Clearing this field also sets Tender Pickup Warning Type to None.
Tender Pickup Warning Type — Determines which tender types are evaluated:
- None — Warnings are disabled. Setting this value also clears POS Pickup Warning.
- Always — After every transaction, the system evaluates all tender types that have a warning amount configured, not just the tender types used in the current transaction.
- Tender Used — The system evaluates only the tender types that appear on the current transaction's payment entries.

Configuring thresholds

Thresholds are set per tender type on the Tender Type table:

POS Pickup Warning Amount — The cash-in-drawer amount above which the warning is triggered.
POS Pickup Warning Text — Optional custom warning message shown to the cashier. If left blank, a default message referencing the tender type description is used.

For tender types marked as Foreign Currency, thresholds and warning text are set per currency on the Tender Type Currency Setup table instead, using the same two fields (POS Pickup Warning Amount and POS Pickup Warning Text).

How warnings are triggered

After every completed transaction, the system calls the pick-up warning calculation. It totals the cash currently in the drawer for each relevant tender type — taking into account the current declaration period identified by the POS Start Status record — and compares the total against the configured threshold. If the total exceeds the threshold, the POS displays the warning message and the cashier is prompted to remove the excess tender.

For the Staff statement method with Safe Management active, the system queries the store server to obtain the most up-to-date in-drawer total. If the store server is unreachable, the system falls back to calculating from local payment entries.

For more detail on configuring and using pick-up warnings, see Pickup Cash Warning.

Start and end-of-day declarations

Float Entry (start declaration)

At the start of a shift the cashier performs a Float Entry: the opening cash drawer amount is counted and entered on the POS. The system creates or updates a POS Start Status record and sets its status to Start of Day. This record is the anchor for all subsequent cash accumulation during the shift. If a POS Start Status record already has a status of Start of Day when the cashier logs on, the system skips the float entry prompt — the shift is already open.

For the Staff statement method, the POS Start Status record is keyed to the staff member and is stored on the store server, so it is visible from any POS terminal in the store. For the POS Terminal statement method, it is keyed to the terminal and stored locally.

End-of-day declaration (tender declaration)

At the end of a shift the cashier counts all tender in the drawer and enters the amounts. The system compares the declared amounts against the expected totals calculated from the payment entries accumulated since the last float entry. Differences are recorded. When the declaration is posted, the system advances the declaration period counter (Next Tender Decl. ID) on the POS Start Status record and sets the status to End of Day, closing the shift.

For the Staff statement method, the updated POS Start Status is written back to the store server so the next logon from any terminal reflects the closed state.

For more information on entering and removing tender at the POS, see Cash in Drawer (CID), Entering and Removing Tender.

Offline behavior

If the POS cannot reach the store server, the cashier can still perform a Float Entry. The transaction is queued on the local POS and sent to the store server when the connection is restored.

The cashier can also complete an End-of-Day declaration while offline. In this case the declaration is based on data held locally on the POS terminal, and the system warns the cashier that the totals may differ from those on the store server. The end-of-day transaction is sent to the store server when connectivity returns.

This offline behavior applies to the Staff statement method, where the store server is normally the authoritative source of data. When using the POS Terminal statement method, all data is local and this distinction does not apply.