Starting and ending drawers is the primary way of managing your daily cash flow in Green Bits. It is recommended that you start and end a drawer at least once daily to ensure accurate reporting and making reconciling your cash drawers easy and efficient.
Before you begin:
Before continuing, it's important to define and understand the following terms:
- "Register" refers to the iPad
- "Drawer" and "till" may be used interchangeably, and refer to the physical cash drawer and the cash/coins it contains
- "Shift" refers to shift reports in Back Office
- "Cashier" refers to any user who processes a transaction at the register
- One Till Per Cashier - Each shift report is associated with a specific cashier, regardless of which register(s) they use. Each cashier is resposible for reconciling and ending their own drawer.
- Shared Tills + Cashier Tracking - Each shift report is associated with a specific register, and the cashier for each transaction is recorded. A store manager or shift supervisor is responsible for reconciling and ending drawers.
- Shared Tills - No Cashier Tracking - Same as Shared Tills + Cashier Tracking, but the cashier who started the drawer, ended the drawer, and rang up each sale is not recorded.
Review each option carefully before selecting the one that best meets your store's needs.
1. Start a drawer
Note - You cannot start your first drawer until your account has been Activated. For more information on when and how to be activated, reach out to your Implementation Specialist :-)
To start a drawer:
A drawer must be started before a cashier can begin ringing up sales.
To open a drawer, a cashier signs in to the register by entering their 4-digit PIN. The cashier is then prompted to enter the starting cash amount in the drawer. It is recommended that the cashier count the cash and coins in their drawer to confirm the amount is accurate before tapping Start Drawer. The cashier may enter either the total amount, or tap the cash button circled below and enter the quantities of each denomination:
If you have a receipt printer connected, a receipt will print automatically and the cashier may now begin processing transactions. Green Bits will automatically begin compiling a shift report in Back Office.
When using One Till Per Cashier, each time the cashier signs in to any register they will be reminded to place their till into the cash drawer (this assumes cashiers are physically moving their tills with them as they move from register to register, though depending on how your store is arranged this may not be necessary).
If any cashier sees the below message the first time they sign into the register for the day, this means they did not end their drawer the last time they were in the store. To avoid reporting issues, the cashier should end their still-open drawer and then start a new drawer before processing any transactions.
When using either of the Shared Tills options, each till stays with a specific register, and therefore this reminder is not applicable and is not displayed.
After starting a drawer, you're ready to begin making sales.
**Drawers may be left open indefinitely, but it is highly recommended to start and end drawers on a regular basis, either at the end of the day, and/or at the end of your shift.
2. Paid In & Paid Out
During your shift, you may need to add or subtract an amount from your drawer. Common examples include:
- Adding more quarters or one-dollar bills so you can make change
- Taking small amounts from a drawer for use as petty cash
- Correcting entry errors (this can also be done in Back Office after ending the drawer)
- Making a mid-shift safe drop to limit the amount of cash in the drawer at time
In Green Bits, these adjustments are known as Paid In and Paid Out. To create a Paid In or Paid Out, tap the three horizontal lines at the top left, then Manage Drawer.
From the Manage Drawer screen, select Paid In to add to your drawer, or Paid Out to subtract.
Enter the amount and then add a note explaining why you are adding or subtracting. For example, if your till is out of quarters, you might add a roll of quarters to your till and then account for it by tapping Paid In and entering $10.00, then Next.
Enter a Note explaining why you're paying in $10.00, then Done.
Confirm that the correct operation is highlighted in green (in this case, confirm that you've selected Paid In instead of Paid Out) and that your Amount and Note are accurate, then tap Submit to finalize and continue. The paid in will then be shown in the drawer history on the left side. A receipt will print automatically for each Paid In and Paid Out.
3. End a drawer
Tap Open Cash Register Drawer or open your drawer manually with the key, count the total amount of cash in your drawer, then tap End Drawer:
Enter Left in Drawer (amount you're leaving in the drawer for the next shift or the next cashier) and Cash Drop (total counted amount, minus the Left in Drawer amount, or the amount to be dropped in a safe or other secure deposit location), or, as when starting a drawer, optionally tap the cash buttons immediately to the left and enter the quantity of each denomination.
Enter any shift Notes (optional), then End Drawer. A receipt will print automatically.
4. "Enter Later" and correcting errors
Alternatively, in the previous step tap Enter Later and enter the amounts in the Shifts page of Back Office later. This is done by selecting the shift from the list (shifts with missing closing amounts will be denoted by an orange icon with an exclamation point), then enter the amounts and Save:
You can also retroactively edit Opening Amount, Left in Drawer, and Drop Amount on any closed shift. Select a closed shift from the list, then click Edit near the upper right of the shift report.
You can also see a breakdown of all changes to the drawer total by clicking any of the green totals for Paid In, Paid Out, or any tenter type, including the amount, register number, user, and date and time. This may come in handy if your drawer does not balance and you're investigating why.
You can view all of the Paid Ins and Outs by clicking on the relevant link on this screen. When you view those items you can see all the notes attached to each. Additionally, if you have the "Update Paid In and Out" permission you will be able to click "Edit" on any of these and change the type or the amount. This is available in the case that someone mis-entered the original transaction.