Cash Register Management

The Cash Register feature in Actuary POS Software helps you track money going in and out of each register (till). You can record the opening balance, track all transactions, and close out the register at the end of a shift.

What You'll Learn

• How to open a cash register
• How to track cash in and cash out
• How to close a register and view the summary
• How to count cash denominations

How to Open a Cash Register

1. Go to the POS screen.
2. If no register is open, you'll be prompted to Open Register.
3. Enter the Opening Cash amount — how much cash is physically in the drawer.
4. Click Open Register.

📸 [Screenshot: The Open Cash Register dialog with the opening cash amount field]

💡 Tip: Always count the cash in the drawer before opening the register. This ensures your records match the actual cash on hand.

How to View the Current Register

1. On the POS screen, click the Cash Register icon/button.
2. You'll see a summary of the current register:
   • Opening Balance — what you started with
   • Total Sales — cash collected from sales
   • Cash In — extra cash added to the register (e.g. change float top-up)
   • Cash Out — cash removed from the register (e.g. petty cash, expenses)
   • Current Balance — the expected amount in the drawer right now

📸 [Screenshot: The current cash register summary panel]

How to Record Cash In / Cash Out

Cash In (Adding Money)

1. On the POS screen, click the Cash Register icon.
2. Click Cash In.
3. Enter the Amount and a Note describing why (e.g. "Change float top-up").
4. Click Save.

Cash Out (Removing Money)

1. On the POS screen, click the Cash Register icon.
2. Click Cash Out.
3. Enter the Amount and a Note describing why (e.g. "Office supplies purchase").
4. Click Save.

📸 [Screenshot: The Cash In / Cash Out dialog with amount and note fields]

How to Close a Cash Register

At the end of a shift or day:

1. On the POS screen, click the Cash Register icon.
2. Click Close Register.
3. You'll see a summary of all transactions.
4. Enter the Closing Cash — the actual cash counted in the drawer.
5. The system will show the Difference (expected vs. actual):
   • Zero — perfect! The register balances.
   • Positive — there's extra cash (overage).
   • Negative — cash is short (shortage).
6. Add any closing notes if needed.
7. Click Close Register.

📸 [Screenshot: The Close Register dialog showing the expected vs. actual amounts and difference]

⚠️ Important: Always investigate any shortage before closing the register. Talk to the cashier to understand the discrepancy.

Cash Denomination Counting

When closing the register, you can break down the cash by denomination:

1. On the Close Register screen, look for the Denomination section.
2. Enter the count for each denomination:
   • How many ₨5000 notes?
   • How many ₨1000 notes?
   • How many ₨500 notes?
   • (and so on for all denominations)
3. The system automatically calculates the total.
4. This total becomes your Closing Cash amount.

📸 [Screenshot: The denomination counting table with note/coin types and quantities]

💡 Tip: Denomination counting makes closing more accurate and helps identify errors.

Viewing Register History

To see past register sessions:

1. Go to Cash Register from the left sidebar (or Reports → Register Report).
2. You'll see a list of all past register sessions with:
   • Open Time and Close Time
   • User — who operated the register
   • Opening Balance and Closing Balance
   • Total Sales and Difference
3. Click on a session to see the full transaction details.

📸 [Screenshot: The register history list showing past sessions]

Settings & Options

Common Questions

Q: Can two cashiers use the same register? A: It's best practice for each cashier to have their own register session. This makes accountability easier.

Q: What if I forgot to close the register yesterday? A: Open the register details and close it with the correct closing amount. Make a note explaining the late closure.

Q: Can I re-open a closed register? A: No, once closed, a register session is finalised. Start a new session instead.

Q: Where do I see all register reports? A: Go to Reports → Register Report for a complete history.

Q: Can the manager close someone else's register? A: Depending on permissions, a manager may be able to close any open register.

Tips & Best Practices

• 📌 Count cash before opening — ensure the opening amount matches actual cash
• 📌 Record every cash out — even small amounts, to maintain accuracy
• 📌 Close daily — close the register at the end of every shift
• 📌 Use denominations — count by denomination for more accurate closing
• 📌 Investigate shortages immediately — don't just close and move on