Managing cash in the store

Retailers can use Associate App to process cash payments and refunds within the store and manage and track cash movements within a cash drawer. NewStore allows retailers to choose between two types of cash drawer configurations: integrated and non-integrated.

Setting up cash management in the store

Technical configuration

The following section involves working with technical configurations and APIs. Contact your IT support team for more information.

Retailers must first enable the cash management capabilities before setting up the cash drawer configurations within the stores. Enabling cash management is done at the retailer's global level.

Turning on this capability will make options available for setting up and configuring cash drawers within each store via Associate App. While enabling cash management globally makes the capability available to the stores, each store must still complete its specific cash drawer configuration to use all the features.

To enable this feature:

1. Use the Update app configuration method.
2. Set capabilities > cash_management to true.

After enabling the feature, users can continue configuring stores to use cash management and set up cash drawers using Associate App.

Setting up stores to use cash management

While using Associate App tap

within the App to access cash management. Users with the correct permissions should see the Cash Management menu. Retailers should decide which type of cash drawer configuration to use within the store. Stores can only have one type of cash drawer configured within each store location: integrated or non-integrated.

note

Integrated cash drawers leverage Associate App and its checkout and payment flow to initiate the automatic opening of the cash drawer during sales, refunds, and non-sales transactions.

Non-integrated cash drawers will require the user to physically open the drawer during the checkout and payment flow using a key or other mechanism. Associate app records transactions for each drawer type but only interacts with the opening of integrated cash drawers.

Using integrated cash drawers within a store

Retailers who want to use integrated cash drawers must first ensure they have installed and configured their cash drawers by connecting them to the store network. The cash drawer must be connected to the same WiFi network as Associate App. To learn which integrated cash drawers are supported, refer to the list of supported cash drawers here.

To set up and configure the integrated cash drawer, follow these steps:

1. Connect integrated cash drawer(s) to the same WiFi network as Associate App.
2. Tap

   

   , and select Cash Management.
3. Tap Settings.

note

When setting up a store for the first time, users will select the Do not use Cash Management option under the Store Operation Mode. Users must add a drawer type before they can enable Cash Management.

4. Tap Add an integrated drawer.
   • A scanning window appears, scan the barcode on the cash drawer.
   • Define the drawer name.
   • Define the recommended cash float for the drawer.
     • Drawer uses local currency defined for the store.
   • Save the drawer configuration.
5. In the Store Operation section of the configuration, select Use Integrated Cash Drawers.
6. If the retailer has more than one integrated cash drawer in a single store, repeat steps 1 to 4, and then continue with the daily open process.

Using non-integrated cash drawers within a store

Associate App does not interact with a non-integrated cash drawer to unlock the drawer. However, all transactions are tracked in NewStore, and daily summaries are also available.

To set up and configure the non-integrated cash drawer, follow the steps below:

1. Tap

   

   , and select Cash Management.
2. Tap Settings.
3. In the Non-Integrated Drawers screen tap Configure non-integrated drawer.
   • Define the drawer name.
   • Define the recommended cash float for the drawer.
     • Drawer uses local currency defined for the store.
   • Save the drawer configuration.
4. In the Store Operation section of the configuration, select Use Non-Integrated Cash Drawers, and then continue with the daily open process.

Daily open, daily close, and intra-day audit for a cash drawer

You can use Associate App to activate and deactivate a cash drawer, and to perform an intra-day audit. Cash transactions to a specific drawer require the drawer to be activated.

note

Starting from Associate App v1.59.0, the cash float can be set using the denomination calculator during the Daily Open, Daily Close, and Audit Count procedures.

Technical configuration

The following section involves working with technical configurations and APIs. Contact your IT support team for more information.

You can configure whether the app shows the expected amount in Daily Close and Audit Count. See Displaying the expected amount for cash counting for details.

Daily open for a cash drawer

Activating a cash drawer is the first cash drawer operation you perform at the beginning of the day:

1. Tap

   

   , and select Cash Management.
2. Tap Daily Open.
3. Follow the instructions on the screen to complete the daily open procedure through the Cash Breakdown or Total Amount tabs.

note

The recommended cash float will only be shown in the Total Amount input, and is not available in the Cash Breakdown.

The beginning balance is now set for the drawer, and the drawer is now open for all cash transactions.

Daily close for a cash drawer

Deactivating a cash drawer is the last cash drawer operation you perform at the end of the day:

1. Tap

   

   , and select Cash Management.
2. Tap Daily Close.
3. Follow the instructions on the screen to go through the daily close procedure through the Cash Breakdown or Total Amount tabs.
4. Once the drawer is deactivated, you can display a complete cash summary of the day by tapping Summary.

The end of the day count is recorded with variance, if applicable. What's remaining in the cash drawer is also recorded.

The drawer is now deactivated and no longer available for any cash transactions.

Performing an intra-day audit count of cash drawer

1. Tap Audit Count.
2. Follow the instructions on the screen to complete the counting procedure through the Cash Breakdown or Total Amount tabs.

Displaying cash summary

The daily summary contains information about drawer activation/deactivation, open/closing float, cash transaction totals, and variance totals. The daily summary can be generated anytime during the day and after the daily close procedure is complete.

To display the summary:

1. Tap

   

   , and select Cash Management.
2. Tap Summary.

note

The Deposit Total is a calculated amount for the cash drawer. It is calculated by subtracting the drawer closing count by the recorded opening float.

If there is a Cash Pull or Add to Float recorded for the drawer, the deposit total is adjusted accordingly. Cash pull operations increase the deposit total, Add to float operations reduce the deposit total.

Setting up cash rounding

If your business operates retail stores in countries with cash rounding compliance requirements, Associate app can be configured to enable automated cash rounding for all cash sales transactions.

NewStore applies rounding logic based upon the types of coin currencies accepted as payment in the countries where cash rounding is a necessity.

For example, in Australia, there are no penny coins. Depending on the total order amount, the amount due may be rounded up or down to the nearest 5 cent coin.

So the total is AU $233.87, the amount due will be rounded up to AU $233.90. If the total is AU $233.86, the amount due will be rounded down to AU $233.85.

note

The rounding logic is applied when accepting payments for sales transactions in cash and when processing cash refunds when the original form of payment was cash. If the order has a split payment, cash rounding is only applied to the cash part of the transaction.

A list of countries where cash rounding is supported is listed below:

Country	Rounding rules	Example
Australia	To nearest AU $0.05	$5.22 => $5.20
Belgium	To nearest 0.05€	5.22€ => 5.20€
Canada	To nearest CA $0.05	$5.22 => $5.20
Ireland	To nearest 0.05€	5.22€ => 5.20€
Italy	To nearest 0.05€	5.22€ => 5.20€
Norway	To nearest NOK 1.00	NOK 44.44 => NOK 44.00
Sweden	To nearest SEK 1.00	SEK 44.44 => SEK 44.00
New Zealand	To nearest NZD $0.10 ($0.05 down)	$12.55 => $12.50
Denmark	To nearest DKK 0.50	DKK 12.26 => DKK 12.50
India	To nearest INR 1.00	INR 12.50 => INR 13.00
Macao	To nearest MOP 0.10	MOP 12.55 => MOP 12.60
Singapore	To nearest SGD 0.05	SGD 5.22 => SGD 5.20
Malaysia	To nearest MYR 0.05	MYR 5.22 => MYR 5.20

To enable cash rounding for your business, see Enabling cash rounding .

Important

When you view the order in Omnichannel Manager in the Order details page , the amount reflected is not rounded off as in the app.

The rounded off amount is only reflected in the cash management summary reports in Omnichannel Manager, as the rounded amount of cash captured for the sales transaction is recorded as part of the cash drawer transaction, and not the actual total amount that was displayed before it was rounded off.

Using the same example as shown above, in the Order details page, the order amount will be displayed as AU $233.87 but in the cash drawer transaction summary report, it will be displayed as AU $233.90.

Making a non-sale transaction

A non-sale transaction consists of adding or removing cash from the drawer without using a sales or refund transaction to do so.

1. Tap

   

   , and select Cash Management.
2. Tap Non-sale.
   • If using integrated cash drawers, the scanner opens, and users must scan the cash drawer where the non-sale transaction will be conducted. Once scanned, the app displays a drop-down list of non-sale transaction types that may be performed.
   • If using non-integrated cash drawers, the app presents a list of non-sale transaction types.
3. Select a transaction type:
   • No-Sale: Open the drawer without any impact to the recorded cash drawer balance. For example, use this operation to:
     • Make some change on a note from a visitor who didn't purchase anything.
     • Correct an error made on the amount given to a customer.
   • Add to float: Add some money to the drawer balance from the cash reserve of the store.
   • Add petty cash: Put unused petty cash back in the drawer. Relates to Remove petty cash.
   • Transfer in: Transfer cash from another drawer in the store.
   • Adjustment in: Starts a delayed recording of a transaction to add money to the drawer. For example, when you open the drawer with a key, instead of using Associate App, no transaction is recorded. Use this operation to create the transaction later.
   • Remove petty cash: Take money out for incidental expenses. This operation can be followed by Add petty cash.
   • Cash pull: Take excess money out of the drawer, reserved for deposit later.
   • Transfer out: Remove some money from this drawer to add it to another drawer in the store.
   • Adjustment out: Starts a delayed recording of a transaction that originally happened with a manual override (open the drawer with a key). For example, you refunded a customer and you now create an adjustment out.
4. Follow the instructions on the app to complete the operation.

Technical configuration

The following section involves working with technical configurations and APIs. Contact your IT support team for more information.

The available operations can be configured via the Transaction type API.

Related topics

• Choosing a payment option
• About cash management