Close the day: shift and reports

Open the cash register in the morning, record cash in and out, count the drawer at closing, finalize the Z-Report and check the day's cash.

Each cashier's day is a shift on the cash register. You open it with the cash in the drawer, sell through the day, then count the drawer and close it. The Z-Report finalizes the shift and records any cash that is short or over.

Before you begin

• The cashier's user has Enable Cash Register ticked under Settings → Configuration → Users & Roles. Without it, sales are not tied to a shift.
• To post a shortage to the cashier, the user is linked to an employee on the same screen.
• Your role needs the X-Report, Z-Report and close-register permissions to see those screens.

Where to find it

• Sales → POS → Cash Register: open and close the register, cash in and cash out.
• Sales → POS → X-Report (Mid-Shift): the shift so far, without closing it.
• Sales → POS → Z-Report (End of Shift): finalize closed shifts.
• Accounts → Reports → Day Book: every cash transaction of the day.

Open the register

1. Count the cash in the drawer before the first sale.
2. Open Sales → POS → Cash Register, type the count in Opening Balance and click Open Register.

The POS Terminal asks for the same thing on its Open Cash Register screen, so a cashier can start there instead.

Record cash in and cash out

Use these whenever cash enters or leaves the drawer for a reason other than a sale:

1. On the Cash Register screen, click Cash In or Cash Out.
2. Enter the Amount and pick a Reason: for cash in, Float / Change, Loan from office, Correction or Other; for cash out, Petty Cash, Expense, Refund, Deposit to bank or Other.
3. Click Add Cash or Remove Cash.

Each one shows under Cash Movements and changes the Expected Cash. Your accounts staff then post them to the right accounts from Accounts → Accounting → Cash movements to post.

Check the shift during the day

Open Sales → POS → X-Report (Mid-Shift). It shows Total Sales, Cash Sales, Returns, the Payment Breakdown and the Expected Cash in the drawer, without closing anything. Click Print for a paper copy. See X-Report (Mid-Shift).

Close the shift

1. Count the cash in the drawer.
2. Open Sales → POS → X-Report (Mid-Shift) and click Close Shift.
3. In Close Shift — Cash Denomination, enter how many of each note and coin you counted.
4. Click Close Shift. The message tells you to open the Z-Report to finalize.

You can also close from the Cash Register screen: click Close Register, type the Actual Cash Counted and click Close Register.

Finalize the Z-Report

1. Open Sales → POS → Z-Report (End of Shift).
2. In Shift History, find the shift marked Closed · Pending and click Finalize.
3. Under Finalize Shift (Z-Close), enter the Counted Cash (actual cash in drawer), or click Enter by denomination to count note by note.
4. Check Expected, Counted and Difference.
5. If the cash is short or over, choose where it goes: Cashier's account, Cash Variance Suspense or Don't post.
6. Click Finalize & Close Z-Report, then Print for a paper copy.

See Cash Register and Z-Report (End of Shift) for the details.

What happens in the books

• The sales themselves were posted as each one was completed, so closing a shift posts no sales.
• A difference posts a cash-variance entry between the cash account and the account you chose. With Don't post, the difference is only recorded on the Z-Report.

Check the day's cash

Open Accounts → Reports → Day Book, set From Date and To Date to today and click Generate. It lists every cash sale, purchase, receipt and payment with an Opening Balance and a Closing Balance. See Day Book.

Common questions

The Close Shift button is missing on the X-Report. There is no open shift for you. Open the register first, or ask a manager to look at the shift in the Z-Report.

Sales say "not linked to any register". They were made while no register was open. Open the register before the first sale so every sale belongs to a shift.

I chose Cashier's account but the shortage went to suspense. The cashier's user is not linked to an employee with a ledger, so it falls back to Cash Variance Suspense. Link the user to an employee under Settings → Configuration → Users & Roles.

The Z-Report says the shift is not fully synced. An offline till still has sales to send. Bring it online and wait, or ask a manager with the close-register permission to force it closed.

Can I close the register without finalizing? Yes. The shift stays in Shift History as Closed · Pending until someone finalizes it.