What is the Cashbook?
The Cashbook helps you manage and track real cash inside your venue.
It links what happened on the POS with the Back Office so you always know whether what’s recorded in the system matches the physical cash you have.
You can use it to:
Declare opening cash
Track sales and refunds
Register cash In/Out
Close your shift and count your drawer
1. Cashbook Locations
Cashbook locations are where cash lives. There are two types of cashbook locations:
Physical locations
Linked to a specific POS device.
Represent a physical cash drawer (for example, a checkout register).
Logical locations
Not linked to a POS device.
Represent storage or holding places for cash, such as: safe, bank etc
2. Start Your Shift – Opening Sales on POS
At the beginning of your shift:
2.1 Select a source
You choose where your starting cash comes from, such as: Safe, Main Deposit
Only logical locations appear here, or you can choose to open with money in drawer.
2.2 Enter your cash
You can enter:
Total cash amount
Breakdown by bills & coins
This becomes your Opening Cash.
3. During Your Shift – Daily Transactions
Once your shift is open, the Cashbook automatically tracks:
Cash Sales
Added to your balance as you complete sales.
Refunds
Subtracted from your balance when you return cash to a customer.
Cash In / Cash Out
Manual cash movements recorded during the shift:
Cash In: Adding money to the drawer (e.g., taking money from the safe).
Cash Out: Removing money from the drawer (e.g., dropping money to the safe).
💡 Always record Cash In and Cash Out in the system whenever cash is physically moved.
4. End of Shift – Count & Close
When you finish your shift:
4.1 Count your cash
The system calculates the Expected Amount:
Expected = Opening + Sales – Refunds + Cash In – Cash Out
You then enter the Actual physical count.
4.2 Match or difference
If the counts match, you will see a green indicator.
If there is a difference, the system will require you to add a note explaining the discrepancy (for example: tips, missing change, etc.).
4.3 Choose destination
At closing, decide if the remaining cash:
Stays in the drawer for the next shift
OR
Is transferred to a logical location (e.g., Safe, Main Deposit)
5. Back Office – View Cash Movements
The Cashbook dashboard contains filters, transaction columns, and summary figures.
👉 From the Back Office, you can access it here: Revenue management → Channels → Point of sale and then select "cashbook"
5.1 Filters
Use filters to adjust what data appears in your report.
Field | Description |
Date type filter | Choose which date the report is based on: |
Date range | Select the time period you want to review. |
Location | Filter by a specific cashbook location (e.g., Safe, POS Drawer 1). |
5.2 Transaction Table Columns
These columns appear in the detailed transaction view.
Field | Description |
Transaction type | Type of movement: Sale, Refund, or Internal Transfer. |
Location | The current location of the cash. |
From | The original location of the cash (for transfers). |
To | The destination location of the cash (for transfers). |
Amount | The value of the transaction. |
Currency | The currency used. |
Note | Any comment added during the transaction (mandatory if closing with a mismatch). |
Late Sync | Indicates whether the transaction was synchronized late. |
5.3 Summary Figures
These figures give you an overview of cash activity for the selected period.
Field | Description |
Total Initial Balance | The cumulative cash balance before the selected date range begins. |
Total Sales | Total cash sales during the selected period. |
Total Refunds | Total cash refunded during the selected period. |
Total Transfers In/Out | Total internal cash movements between locations. |
Balance | Net cash movement during the selected date range. |
Total Balance | Current total cash in that location (Initial Balance + Balance). |
6. Manual Cash Transfers (Back Office)
Managers can also perform cash transfers manually from the Back Office.
⚠️ Note: If you transfer cash in Back Office when no POS session is open, the transfer will be recorded in the Back Office but won’t show in the next POS session.
Common Cashbook Mistakes and Tips
Typical problems usually come from handling or recording cash incorrectly.
Common Errors
Transferring to the wrong location
Entering the wrong amount
Forgetting to record a transfer
Trying to fix mistakes by moving cash back and forth
Best Practices
✔ Perform daily audits
✔ Standardise your opening and closing routines
✔ Always record cash movements when they happen
✔ Add notes for discrepancies instead of reversing entries
Feature Limitations
Activation: Cashbook for the moment is activated for clients on demand.
Transfer visibility: Transfers done in Back Office with no active POS will not appear in the next POS session automatically.
Multi-currency: Cashbook works only with your main account currency.