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Using Cash Room

  • Updated

Cash Room is a tool that allows you to keep track of the cash at every stage of an event at your venue.

There are two main portions of Cash Room, the Cash Room Overview page and the Cash Drops page. The Overview page gives you a view of all Locations and Terminals at your venue in order to determine who is over or short, how much money has been collected, etc. The Cash Drop page is focused heavily on data entry of counted cash drops into the system. Each Event has its own Overview and a Cash Drop page. 

Open Tills

Once your event has started, you will need to open the tills for the event.

To open tills, navigate to the Events section in Manager and then click on Cash Room. You can then click on the Open Tills button to start tracking cash flow for an event at your venue.

When you are using an Event Template, clicking Open Tills will pull the Starting Banks from the Event Template and apply them.

Depending on the tracking method used for the location, the following logic will be used to open the appropriate tills.

 

Track by Location

The system will create a till for that location to house the sales and cash drops.

 

Track by Terminal

The system will find all terminals online that have default locations set and automatically open the tills. Any additional device that begins taking orders for that event at that location will automatically be opened with the first cash sale.

 

Updating Tills

When you click Update Tills, the system will replace any starting bank values that have been set with the settings that are in the Event Template for that event.

 

Cash Drops

Cash Drops are money taken from a location or till and deposited in the Cash Room during an event. These are totaled for each location or terminal and displayed in the center of the Cash Room table (between Starting Bank and Cash in Till).

As cashiers need to drop off any cash from their tills, you can enter the counts for each Terminal or Location using the Cash Drops view in Cash Room.

 

Adding a Cash Drop

In Bypass Manager

  1. Click the Cash Drops button on the Cash Room page
  2. Select your event from the Choose Event menu at the top.
  3. In the Add Cash Drop section, select a Location from the drop-down menu.
  4. If tracking by terminal, select the associated Terminal from the drop-down menu.
  5. Enter the name of the cashier into the Cashier field.
  6. Enter the amount of Cash, Coins, and Other cash media types into the fields provided.
    1. To enter by denomination, click the Calculator icon () to the right of each tender field.
    2. As amounts are entered, the Total column will automatically calculate the total amount of the cash drop.
    3. Once all information has been entered, click the Add Drop button to add the drop.

To add additional cash drops (known as a "round"), click the Plus icon at the top of the Add a Cash Drop section.

 

In Access

If you are tracking cash drops by terminal, you will be able to enter drops directly in Access.

  1. From the Access home screen, tap on Stand Manager.
  2. When prompted, enter a Manager PIN.
  3. Click on Till on the left navigation.
  4. Tap the Enter Cash Drop button.
  5. Enter the amount of the drop in the calculator prompt that appears.
  6. Tap the Submit button to save the drop.
 

Definitions

Tills

Column Definition
Till A virtual representation of either a location or terminal (depending on the type of tracking) that keeps track of the cash drops, starting bank, and cash sales in order to balance at the end of the night.
Starting Bank The starting amount of money that is provided from the cash room to the location in order to be able to make change.
Denomination A generic term referring to either a bill (eg. $5, $10, $20) or a coin (eg. Quarter, Nickel, etc)
Cash In Till This is the expected amount minus any drops made already for that location/terminal

Calculation: (Expected Amount - Dropped Amount)
Expected Amount The amount the cash room should expect to have counted at the end of the night for that till

Calculation: (Cash Sales + starting bank)
Over/Short The difference between the expected amount and the counted cash (all the cash drops)

Calculation: (Dropped Amount - Expected Amount)
 

Cash Drops

Column Definition
Round A round is an arbitrary separation of cash drops. This is typically used to represent pickup cycles (1 round for each time they go to the stands to pick cash up)
Location The location that the cash in this drop is from
Terminal The terminal at the location that this cash drop is from (Optional)
Cashier A free-form text entry field that allows a user to record the person who counted the cash in the cash room. This appears on the Summary section of the cash drops (Optional)
Cash In dollars, the value of bills that are a part of this drop.
Coins In dollars, the value of coins that are a part of this drop
Other In dollars, the value of all other denominations that have been tracked. This is commonly used to track coupons, vouchers, venue bucks, and other cash media types.

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