📚 Exciting update! A beta version of our docs with new information architecture is now live! 🚀 Take a look!.
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.
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.
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.
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:
Connect integrated cash drawer(s) to the same WiFi network as Associate App.
Tap
, and select Cash Management.
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.
Tap Add an integrated drawer.
A scanning window appears, scan the barcode on the cash drawer.
Follow the on-screen instructions to complete the setup process.
In the Store Operation section of the configuration, select Use Integrated Cash Drawers.
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:
Tap
, and select
Cash Management.
Tap Settings.
In the Non-Integrated Drawers screen tap Configure non-integrated drawer.
Define the drawer name.
Define the daily cash float for the drawer (drawer uses local currency defined for the store).
Save the drawer configuration.
In the Store Operation section of the configuration, select Use Non-Integrated Cash Drawers, and then continue with the daily open process.
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:
Tap
, and select
Cash Management.
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.
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
If you need to enable cash rounding in a country that is not included in the list above,
contact the support team or your point of contact at NewStore.
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.
A non-sale transaction consists of adding or removing cash from the
drawer without using a sales or refund transaction to do so.
Tap
, and select
Cash Management.
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.
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.
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.