Below are instructions for closing your drawer at the end of the day or at the end of a shift.
Note: If you pay tips each day, you will need to run the Employee Tips report before performing your Z-out. Enter the total amount of tips paid into the "Tips Paid" field. The tips should be removed from the drawer prior to counting cash. If you hold tips to pay in paychecks, disregard this step.
1. Click the "Z-Out" Button on the left side of the POS under Sales Register Options. Once you click on the Z-Out button a new window will open. The amounts under the "Stated" column are the transaction amounts for each payment type recorded by the system, based on the sales transactions that were cashed out under the current open Z-Out Drawer.
In the Stated column, the "Starting Cash" amount should show the amount of cash in the drawer at the beginning of the day or shift. If this was not entered, enter it now.
2. Select the Cash Counts tab. Enter the number of each bill and coin that you have into the relevant field. This should include everything in the drawer.
3. Select the Payment Checklist tab. Click over each payment to verify that you have received this payment. Make sure to verify payments for each payment type listed at the top of this window. You also have the option "Verify All" or "Unverify All." These buttons quickly verify or unverify all transactions of a selected payment type, making for a quicker and more efficient Z-out.
4. Select the Notes Tab. Enter any notes about this drawer.
5. Select the Payment Checklist tab. The "Difference" at the bottom should be as close to zero as possible for the drawer to be perfectly balanced. If the amount is not zero, and all of the "Actual" fields are matching the "Stated" fields from "Checks" to "Other", then the drawer is off by cash.
Reasons For Cash Differences: There are a few reasons that the drawer can be off by cash. This could be because Tips or Cash were not handed out correctly. Another reason for the drawer not being balanced is if the Starting Balance was not entered correctly at the beginning of the day.
TIP: If you have any discrepancies it is recommended that you run the "Payment Detail" report under the "POS reports" selection. It will give you a list of each payment collected with the ticket numbers, payment type, and amount applied. Cross-reference the ticket number with the type of payment received. Look through all of your receipts and all of your checks to verify that you have a receipt or check for each transaction listed.
6. Click the "Print" button if you would like to print a Z-Out receipt. The Z-Out report will need to be printed BEFORE the drawer is closed if printed from the Z-Out screen.
7. Click the "Close Drawer" button when you are satisfied with the difference. This will close this drawer so that a new drawer can be opened for the next day or next shift.
Once you click the "Close Drawer" button and click "OK" on the Close Cash Drawer confirmation window, this will close the drawer for the day and you will not be able to add any new transactions to that drawer. Once the drawer is closed, the system will automatically open a new drawer. Any new transactions completed will be under a different drawer/Z Out report!
Making Changes to a Ticket After its Drawer Has Been Closed: Once a Z-Out has been completed, if there is an error on a specific ticket (employee name or client name) you can recall the ticket, make the necessary changes and then click the "Take Payment" button and the "Cash Out" button to save the changes made to the ticket. Changes to the employees/clients/sales totals/payment types will be made but will not have any effect on the current drawer.
Making Changes to a Drawer After it Has Been Closed: Once a Z-Out has been completed, if there was an error during a Z-Out, you can reopen the drawer and correct the error. Be sure to have the "Force a single drawer to be used for all employees (only 1 drawer open at a time)" setting off in Company Settings in order to edit a closed drawer. A closed drawer is opened from the Sales Register by clicking the "Z-Out" button on the left and then clicking "View." Select "Closed Drawers" and use the green arrow icon to select which closed drawer to edit.
Drawer Number and Date: Each time a drawer is closed, a new drawer will open and the drawer number will change to the next available drawer number. The date on the drawer will be the date that the drawer was opened, until the drawer is closed. When the drawer is closed, the date on the drawer will become the date that the drawer was closed. When running reports or reviewing Z-Out History for a specific drawer number, the date displayed next to the drawer number will be the date that the drawer was closed.