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Troubleshooting Cash variance at shift close

Troubleshooting

Cash variance at shift close

How to trace a difference between the cash in the drawer and the expected amount, plus settings that keep it from happening again.

3 min read Updated 15 Nov 2026
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When a shift closes, the system compares the cash that is Expected in the drawer with the amount Counted by the cashier. A supervisor must approve any variance with their PIN on that device. Here’s how to trace it.

Remember the formula#

Expected cash = opening cash + cash sales + cash in − cash out − cash refunds.

Cash that waiters collect at the table is already included in the cashier shift’s cash sales.

Cash short#

Start with the most common causes:

  1. Waiter cash hasn’t been handed over. Check Cash collected by waiters in the Shift & cash menu. It lists each waiter’s name and how much they collected. Get the money, then count again.
  2. Small expenses weren’t recorded. Bought ice or a water gallon without recording Cash out? Record it with a clear reason.
  3. The wrong payment method was selected. The guest paid with QRIS but the cashier recorded Cash. Check Back OfficeTransactions → filter by payment method, and match it against your QRIS statement.
  4. Change was miscounted. Check large cash transactions in that shift.
  5. A cash refund was recorded but the money wasn’t actually returned, or the other way around.

Cash over#

  • The guest paid cash, but it was recorded as QRIS or EDC.
  • Cash in (for example, extra small change from the safe) wasn’t recorded.
  • Money was received for a bill that hasn’t been paid in the system yet. Check open bills in the Bills tab.

Viewing the details in Back Office#

  1. Open Shifts & cash. Go to Back OfficeShifts & cash and check Only with variance.
  2. Open the shift. Look at Summary by payment method (Expected, Counted, Variance) and Cash in / out.
  3. Trace the transactions. Click a bill to see its Bill history: who recorded the payment, when, and on which device.
  4. Check the By cashier report for voids and discounts in that shift.

Preventing future variances#

Setting Where Effect
Blind close Settings › Shifts & business day Cashiers count without seeing the system figure, so counts are more honest
Shift mode: Per cashier Settings › Shifts & business day Each cashier is responsible for their own drawer
Open drawer without sale requires a PIN Settings › Approvals & security The drawer can’t be opened casually
Rounding Settings › Tax & charges Easier change, fewer counting mistakes
Payments go to: Main cashier’s shift Settings › Order flow All cash is recorded in one drawer

See also Open & close shifts.

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