First and foremost, for tracking the cash and equivalents (checks) in a store, you want to utilize the “Cash Balance” report.  This report is a rolling balance of what the system is counting and what should be in the store for cash and checks.

The purpose of the vault and drawers:  The vault and drawers keep track of how your staff counts and tracks money that moves in and out of the store.  The goal is to get the Vault to match your Cash Balance.  If these two items match, you balance.  If they do not match, you will need to investigate.

Funding a loan with cash – will make your drawer balance go down.

Taking a payment with cash (or check) will make your drawer balance go up.

In the vault and drawers, you can move money into and out of the store.  For example, you can deposit money to the bank or make a petty cash purchase.

To open and close, you want to check out your drawer(s) and check them in at night.  If the drawers balance, you’re correct.  If they do not balance, the system provides you with one more opportunity to count and it will accept the drawer check in.  If you are over or short, your drawer will display in red.

To reset the cash / checks in store, you want to do a “Store Close” in the Cash Drawer.  You can find this feature if ALL drawers are checked in or have a zero balance.  Once you do a “Store Close”, that will be the new “Cash Balance” and the system will create an Over (surplus) or Short (loss).