How to reconcile cash deposits with a shift closing in your POS

Reconciling cash means proving that every dollar your POS says the store took is either still in a drawer, in the safe, or in the bank. You do it in three matches: each drawer's count against what the POS expected at close, each cash drop against the drawer it came out of, and each bank deposit against the drops and closeouts it is made of. A difference that survives all three is real and needs an explanation from the person who closed.

All six POS systems below document closing a drawer. Fewer document the third match, and in several the bank deposit is recorded outside the POS. What each vendor's public documentation says is below; where it says nothing, the section says so.

The general procedure

1. Open each drawer with a counted float, recorded against the drawer and, where the POS allows it, the employee.
2. Record every cash drop at the moment cash leaves the drawer, with the amount and who did it.
3. Close each drawer with a count, ideally blind, so the person counting does not see the expected figure first. The POS works out over or short.
4. Reconcile drops and closeouts to the safe at end of day. The safe should hold the sum of every drop and closeout deposit, less anything already taken to the bank.
5. Record the bank deposit with the bag or slip number, and match it to the bank statement when the deposit posts.
6. Explain every difference before the next shift: a missed drop, a payout recorded as a sale, a drawer closed on the wrong day.

Why the numbers disagree

• A drop that was never recorded shows as a short drawer and an over safe on the same day.
• Several closeouts a day on one register, an afternoon and a night closeout for instance, get merged into one when a report is read by register and date alone.
• An unclosed drawer carries its balance into the next day and shows as over or short there instead.
• One deposit covers several drawers or days, so a deposit never equals any single closeout.

By POS

Dutchie POS

• Open: there is no separate step; the "New balance" entered at the previous closeout becomes the starting balance.
• Drops: Drop cash from the register or from Backoffice, per register or several at once, with an optional manager PIN and a warning when cash passes a threshold.
• Close: shows start balance, cash income and expected ending balance, then calculates the difference from what you count. A blind count is not documented.
• Deposits: with a vault register set up, drops and closeout deposits go into it. Recording the bank deposit is not documented; Dutchie's best-practices article suggests combining verified deposits into one daily deposit recorded in your own log.
• Reports: the Closing report's cash activity section, with registers, cash deposits and register adjustments tabs over up to seven days, which can be emailed on a schedule.

Flowhub

• Open: Drawers, then Count and Open, with the starting amount, which cannot be changed afterwards.
• Drops: Drop, from an open drawer to the safe. A drop trigger balance warns but does not drop for you.
• Close: Count and Close with a PIN. Role permissions decide whether the closer sees the expected count or does a blind count. A closed drawer cannot be reopened.
• Deposits: not documented publicly.
• Reports: the Drawers report and the Drawers Activity audit trail, both downloadable as CSV.

Treez

• Open: pick a drawer and terminal, count, and confirm the float, which is set per drawer as the same every shift or carrying change forward.
• Drops: Shift Report, Cash Drops tab, editable until the shift is closed.
• Close: End of Shift by the employee and Close Shift, usually by a manager. Treez's own reconciliation SOP counts out the expected total shown on screen, so the count is not blind.
• Deposits: cash goes to the main vault; recording a bank deposit is not documented publicly.
• Reports: Shift Report daily totals, with cash drawer actuals and differences, red under and green over. One drawer can run several shifts a day, each closed on its own.

Cova

• Open: open the safe first, then Cash In each drawer by denomination, one virtual drawer per device.
• Drops: Cash Skim from drawer to safe, logged against the drawer.
• Close: Cash Out by denomination, reconciling non-cash payments too. Whether the count is blind is not documented.
• Deposits: Bank Deposit takes cash out of the safe as often as needed, and Close Safe keeps a retained float and prepares a deposit for the rest.
• Reports: the Cash Management report, with type, amount, over or short, deposit number and employee, and the Cash Out Details report.

BioTrack

• Open: each terminal has a balance field for the opening cash amount.
• Close: Close Cash at end of day or by rotating shift generates the deposit and a Z-out report.
• Drops, blind counts, deposit recording and other reports are not documented publicly.

Blaze

• Open: Start Drawer with starting cash, optionally behind a manager PIN.
• Drops: a Paid In or Out entry of type Cash Drop, on the drawer, with the user in the activity log.
• Close: enter the actual amount against the expected amount, explain any difference, and End Drawer. A closed drawer can be reopened.
• Deposits: not documented publicly.
• Reports: the Cash Drawer report and the Paid-In, Paid-Out and Cash Drawer Activity report, from Data Export.

If your POS is not listed, or a step above is not documented, ask your vendor's support team where it lives before building a procedure around it.

Where BudLogix fits

BudLogix closes each budtender's drawer against what the register took, signs off on short shifts, and counts the bank drop against what your POS expected, with drop variance and closing accuracy by budtender. It reads registers and cash deposits from Dutchie today and writes nothing back. About Cash Management.