Cash register management

The Cash Register Management feature is a comprehensive solution designed to help gym owners track cash transactions, prevent discrepancies, and maintain complete accountability for all cash operations.

• Complete Cash Accountability Track every cash transaction with automated linking to specific cash registers, ensuring complete transparency and preventing discrepancies or potential losses.
• Flexible Cash Register Management Create and manage multiple cash registers for different areas of your facility (Front Desk, Shake Bar, Pro Shop, etc.) with the ability to have several registers open at the same time.
• Automated Reporting Generate detailed closure reports automatically when closing a cash register, including all transactions, opening/closing amounts, and discrepancy tracking.
• Staff Accountability Each cash register session is linked to specific staff members, providing clear accountability and audit trails for all cash operations.
• Mandatory for Covered Payment Methods Once enabled, selecting a cash register becomes mandatory for all transactions using covered payment methods, both in POS and Admin interfaces.

Creating a New Cash Register

1. Navigate to Settings > Cash Registers
2. Click "Add New Cash Register"
3. Enter the following information:
   • Name: Give your cash register a descriptive name (e.g., "Front Desk", "Shake Bar", "Pro Shop")
   • Status: Set to "Enabled" to make it available for use

Managing Cash Register Settings

• Only enabled cash registers can be opened and used
• Disabled registers remain visible but cannot be selected for new sessions

• Update register names to reflect their location or purpose
• Changes are reflected immediately across the platform

 Opening a Cash Register

Step-by-Step Opening Process

1. Navigate to Cash Registers
   • Go to Point of Sale > Cash Registers
   • Or access directly from the POS interface
2. Select an Available Register
   • Only registers with "Closed" status can be opened
   • Click "Open Register" next to your chosen register
3. Enter Opening Information
   • Expected Amount: Enter the amount you expect to find in the register
   • Actual Amount: Enter the actual amount counted in the register
   • Payment Method Breakdown:
     • Cash (with bill and coin calculator)
     • Credit card terminal receipts
     • Checks
   • Comment: Add any relevant notes about the opening
4. Confirm Opening
   • Review all information for accuracy
   • Click "Open Register" to confirm
   • The register is now active and automatically selected for your session

Using the Cash Register with POS

Active Register Display

• Your active cash register name is displayed prominently in the POS header
• All transactions are automatically linked to your active register
• You can see which register is currently selected at all times

• Active registers show a clear "Active" indicator
• You can see which register is currently active for your user session

Changing Active Register

1. From POS Interface:
   • Click on the cash register selector dropdown
   • Choose from available open registers
   • Only registers with "Open" status appear in the selection
2. From Cash Register List:
   • Navigate to the cash register management page
   • Click "Select" next to any open register
   • The register becomes active for your session

Mandatory Cash Register Selection

• You must select an active cash register before processing any transaction with covered payment methods
• This applies to both POS and Admin interfaces
• In the Admin interface, cash register selection is required when marking a payment as "Successful"
• Covered payment methods include: Cash, Credit Card Terminal, and Checks

Transaction Linking

• POS sales and purchases
• Manual payment processing (when marked as successful)
• Membership payments processed in-person
• Service bookings paid at the desk

Closing a Cash Register

Step-by-Step Closing Process

1. Navigate to Cash Registers
   • Go to your cash register list
   • Find the register you want to close (must be "Open" status)
2. Click "Close Register"
   • Any staff member with appropriate permissions can close a register
3. Enter Closing Information
   • Expected Amount: System calculates based on opening amount + transactions
   • Actual Amount: Enter the actual amount counted in the register
   • Payment Method Breakdown:
     • Cash amount remaining
     • Credit card terminal receipts
     • Checks
   • Withdraw Calculation (Optional):
     • Enter either the closing amount or withdraw amount
     • System automatically calculates the other value
     • Perfect for handling staff tips
4. Add Mandatory Comment
   • Explain any discrepancies
   • Note any issues or observations
   • Document withdraw reasons (e.g., "Staff tips: $50")
5. Review and Confirm
   • Check all amounts for accuracy
   • Verify discrepancy calculations
   • Click "Close Register" to finalize

Discrepancy Tracking

• System compares expected vs. actual amounts
• Highlights any discrepancies in red
• Calculates exact difference amounts
• Tracks discrepancies for reporting

• Comments are mandatory for all closures
• Must explain any discrepancies found
• Provides audit trail for accountability

Cash Register Reports

Automatic Report Generation

When you close a cash register, the system automatically generates a comprehensive report:

Report Naming Format: [YYYY_MM_DD HH:MM:SS_CashRegisterName_UserID]

Example: 2025_10_21 14:30:15_FrontDesk_john.doe

Report Contents

• Expected opening amount
• Actual opening amount
• Opening comment
• User who opened the register
• Date and time of opening

• Complete list of all transactions during the session
• Transaction reference numbers
• Username who processed each transaction
• Amount and payment method for each transaction
• Date and time of each transaction

• Expected closing amount
• Actual closing amount
• Any discrepancies found
• Closing comment
• User who closed the register
• Date and time of closing

Accessing Reports

• All cash register reports are accessible in Reports > Sales
• Reports are available in Excel format only
• Reports are searchable by date, register name, or user
• Historical reports are maintained for audit purposes

Best Practices

Daily Operations

• Always count cash before entering amounts
• Use the bill/coin calculator for accuracy
• Document any unusual findings in comments
• Verify credit card terminal amounts

• Monitor your active register display
• Ensure all cash transactions go through the POS
• Switch registers only when necessary
• Keep register selection consistent per shift

• Count all cash, cards, and checks carefully
• Account for any withdrawals (tips, deposits)
• Reconcile with credit card terminal reports
• Document all discrepancies thoroughly
• Remember: registers do not close automatically - you must manually close them

Troubleshooting

• Ensure the register status is "Open"
• Verify you have proper permissions
• Check if you need to open a register first

• Verify you had the correct register selected
• Check if transactions were processed outside POS
• Review transaction timestamps

• Recount physical cash and receipts
• Check for unrecorded transactions
• Review credit card terminal reports
• Document findings in closing comments

Frequently Asked Questions