Drawer Functions

This section describes the following drawer functions:

Assign a Drawer

To assign a drawer:

  1. From the upper-left of the screen, select the hamburger icon hamburger_menu_icon to open the System Navigation menu.

  2. From the System Navigation menu, select Functions.

  3. From the Drawers menu of the Functions screen, select Drawer Assignment.

  4. From the Drawer Assignment screen, locate the drawer to assign.

  5. From the Action column, select Assign Drawer.

  6. From the Assign Employee popup, locate the employee to assign to the drawer.

  7. On the row of the employee name, select Assign. The employee is notified of their drawer assignment when they sign on to Order Entry.

About Banking Modes

An ordering terminal is set up to operate in one of the following banking modes:

  • Employee - Cash drawers are assigned to a specific employee. Only the employee assigned to the drawer may sign on and perform transactions during the cash drawer session.

  • Terminal - Any employee with the appropriate user role permissions may sign on and perform transactions during the cash drawer session. The manual drawer assignment function is not available.

  • None - Terminal is only used for order entry, not to tender orders and collect payments (e.g. Drive Thru Order Taker, Linebuster, Tableside Ordering). A cash drawer session is not associated with the terminal.

Drawer Assignments on Drive-Thru Terminals

The following describes how drawer assignments are handled on drive-thru terminals.

If the following conditions are true:

  • A drawer session is not active on the drive-thru terminal.

  • The operator is not assigned to a drawer.

Then the operator is prompted to accept a drawer assignment (and enter the drawer starting amount) when:

  • The operator selects New Order to initiate a new order from the Drive-Thru screen.

  • The operator selects Pay to tender an unpaid order from the Drive-Thru screen.

  • The operator selects Pay to tender an unpaid order from the Open & Suspended Orders screen.

If the operator does not have the permission to self-assign a drawer, they are prompted to see their manager for drawer assignment.

Nota

If the default order operation for the terminal is Send, the operator does not have the option to tender an order.

Reassign a Drawer

To reassign a drawer:

  1. From the upper-left of the screen, select the hamburger icon hamburger_menu_icon to open the System Navigation menu.

  2. From the System Navigation menu, select Functions.

  3. From the Drawers menu of the Functions menu, select Drawer Assignment.

  4. On the Drawer Assignment screen, locate the drawer to reassign.

  5. From the Action column, select Reassign Drawer.

  6. From the Assign Employee popup, locate the employee for the drawer assignment.

  7. On the row of the employee name, select Assign.

Dual Cash Drawers

The Ordering application supports two (2) physical cash drawers at the same terminal. This feature controls cash accountability in environments where multiple operators use the same terminal to tender orders.

Cashiers are prompted to select a drawer assignment when they sign on to a terminal.

  • Select Assign to me to accept the drawer assignment and start a new drawer session.

  • If a drawer assignment is not required:

    • Select Continue Without Drawer to go to the startup screen.

    • Select the red X to go to the System Navigation menu.

If only one (1) of the two (2) drawers is unassigned, the operator is asked to confirm their assignment to the unassigned drawer.

  • Select Continue to accept the drawer assignment and start a new drawer session.

  • If a drawer assignment is not required:

    • Select Cancel to go to the startup screen.

    • Select the red X to go to the System Navigation menu.

If both drawers are already assigned to other operators, the operator is prompted to contact their manager.

  • Select Sign Out to sign out of the terminal.

  • If a drawer assignment is not required:

    • Select Continue Without Drawer to go to the startup screen.

    • Select the red X to go to the System Navigation menu.

An operator with the user role permission to use another operator's drawer is provided with the Use Drawer option. The drawer ownership does not change if Use Drawer is selected.

Dual Cash Drawer Assignments

To open the Drawer Assignment screen:

  1. From the upper-left of the screen, select the hamburger icon hamburger_menu_icon to open the System Navigation menu.

  2. From the System Navigation menu, select Functions.

  3. From the Drawers menu of the Functions screen, select Drawer Assignment.

From the Drawer Assignment screen, the site manager may perform the following actions in a dual cash drawer environment:

  • View the current drawer assignments.

  • Assign a drawer.

  • Change a drawer assignment to another operator—this function is not available if the status of the drawer session is Open.

View the Drawer List

The Drawer List displays the following details about each cash drawer:

  • The business date associated with the drawer.

  • The drawer number associated with the terminal.

  • The name of the employee assigned to the drawer.

  • The date and time when the drawer was last updated.

  • The Drawer Status.

To view the Drawer List:

  1. From the upper-left of the screen, select the hamburger icon hamburger_menu_icon to open the System Navigation menu.

  2. From the System Navigation menu, select Functions.

  3. From the Drawers column of the Functions screen, select Drawer List.

Drawer Status

The following table describes the cash drawer statuses.

Status

Description

Open

The drawer session is active and may accept and tender orders.

Closed

The drawer session is closed for entering and tendering orders.

Counted

The drawer session is finalized and the funds in the drawer are counted.

Suspended

The drawer session is still open, but is not available to accept or tender orders.

Search the Drawer List

To search for a drawer by its owner:

  1. From the upper-right of the Drawer List screen, locate the Search field.

  2. In the Search field, type the name of the drawer owner.

Filter the Drawer List

From the Filters panel, select criteria to limit what is displayed on the Drawer List. The available filters include:

  • Business Date - Specify a business date or range of dates.

  • Time - Specify a time range.

  • Owner - Select Employee and/or Terminal.

  • State - Select the drawer statuses.

To apply a quick filter:

  1. In the screen header, to the left of the Search field, select the quick filter dropdown.

  2. From the quick filter dropdown, select the filter. The available filters include:

    • All Drawers - List all drawer types. The Filters panel remains available with this selection.

    • Open & Suspended - List drawer sessions in an Open or Suspended state.

    • Counted - Display drawer sessions that are counted.

    • Closed - List drawer sessions in a Сlosed state. When selected, an Expected to Count toggle is displayed in the upper-right of the screen.

      • When the Expected to Count toggle is enabled, only drawers that are ready for counting are listed.

      • When the Expected to Count toggle is disabled, all Closed drawers are listed.

Float a Cash Till

The Floating Cash Tills feature enables the site manager to move a till (or cash drawer) from one terminal to another. The financial totals associated with the till follow the operator to the other terminal.

Nota

This feature is only available for terminal schemes in Employee Banking Mode.

To float a cash till:

  1. From the upper-left of the screen, select the hamburger icon hamburger_menu_icon to open the System Navigation menu.

  2. From the System Navigation menu, select Functions.

  3. From the Drawers column of the Functions screen, select Close Drawer.

  4. From the Close Drawer popup, select Float.

  5. Move the till to the other terminal.

Cash Pulls

A cash pull is an audited procedure where the manager removes excess cash from an active drawer and then transfers the cash to a safe. This action reduces the opportunity for theft.

The following information is captured and printed when a Cash Pull is performed:

  • Cashier Name

  • Cashier ID

  • Currency Amount

  • Date/Time

  • Manager Name

Additional notes about Cash Pulls:

  • Cash Pulls are listed on the Count Drawer - Variance screen when the drawer is closed and counted.

  • Cash Pulls are accounted for in deposits and included in the deposit totals on reports.

  • A Cash Pull may not leave the drawer with less than the starting amount.

To perform a cash pull:

  1. From the upper-left of the screen, select the hamburger icon hamburger_menu_icon to open the System Navigation menu.

  2. From the System Navigation menu, select Functions.

  3. From the Payments column of the Functions screen, select Cash Pull.

  4. Use the popup numeric keypad to type the amount pulled from the drawer.

  5. Select Apply.

Paid Ins

Paid In transactions maintain an audit record for currency added to a physical cash drawer that is not associated with a sales transaction.

For example, perform a Paid In transaction to provide an audit record for the $10 added to the cash drawer when an employee pays $10 for a work uniform.

To perform a Paid In transaction:

  1. From the upper-left of the screen, select the hamburger icon hamburger_menu_icon to open the System Navigation menu.

  2. From the System Navigation menu, select Functions.

  3. From the Payments column of the Functions screen, select Paid In.

  4. From the Reason Code list, select the reason for the transaction and type an optional comment (if applicable).

  5. From the GL Accounts list, select the applicable general ledger account.

  6. Use the numeric keypad to enter the amount.

  7. Select PAID IN.

  8. When prompted to finalize the transaction, select Yes.

Nota

The site manager may also perform a Paid In transaction for an Open drawer from the Drawer List screen.

Paid Outs

Paid Out transactions maintain an audit record for currency removed from a physical cash drawer and used for business expenses.

For example, perform a Paid Out transaction to provide an audit record for the $10 removed from the cash drawer to pay for office supplies.

To perform a Paid Out transaction:

  1. From the upper-left of the screen, select the hamburger icon hamburger_menu_icon to open the System Navigation menu.

  2. From the System Navigation menu, select Functions.

  3. From the Payments column of the Functions screen, select Paid Out.

  4. From the Reason Code list, select the reason for the transaction and type an optional comment (if applicable).

  5. From the GL Accounts list, select the applicable general ledger account.

  6. Use the numeric keypad to enter the amount.

  7. Select PAID OUT.

  8. When prompted to finalize the transaction, select Yes.

Nota

The site manager may also perform a Paid Out transaction for an Open drawer from the Drawer List screen.

Close a Drawer

When the state and status of a drawer session is Closed, the drawer session may no longer accept entered or tendered orders.

To close a drawer:

  1. From the upper-left of the screen, select the hamburger icon hamburger_menu_icon to open the System Navigation menu.

  2. From the System Navigation menu, select Functions.

  3. From the Drawers column of the Functions screen, select Close Drawer.

  4. From the shortcut menu, select the drawer session to close.

Count a Drawer

To count a drawer:

  1. From the upper-left of the screen, select the hamburger icon hamburger_menu_icon to open the System Navigation menu.

  2. From the System Navigation menu, select Functions.

  3. From the Drawers column of the Functions screen, select Drawer List.

  4. On the row of the desired drawer, select the down arrow next to Actions.

  5. From the Actions dropdown, select Count Drawer.

  6. Use the numeric keypad on the provided form to type the quantity of each coin and bill in the drawer. For example, if there are 17 quarters in the drawer, type 17 in the Quarters field.

    • From the lower-right, select Next Item Type to select the next field on the form.

    • In the Other field, enter the currency amount in the drawer that is not coins or bills. For example, personal checks.

    • The Total field displays a running total of the currency amount.

  7. After accounting for all funds in the drawer, select Finish. The Count Drawer - Variance screen opens and displays the variance between the system count and the manual count of the funds in the drawer.

    • Cash Expected - The system count of the funds in the drawer.

    • Cash Counted - The employee count of the funds in the drawer.

  8. Select OK to close the Count Drawer - Variance screen -OR- select Recount to recount the funds in the drawer.

Nota

The system administrator may configure the application so that the expected sales totals of the drawer session are not displayed.

Auto-Counted Drawers During End of Day (EOD)

The system administrator may configure the Ordering application to automatically count drawer sessions that are closed during EOD. New drawer sessions are automatically started.

An operator may set aside an expected amount for the closed drawer session and enter a single count for the new drawer session that is created by the EOD operation when it is closed.

  • This feature only applies to active assigned drawer sessions that are closed and for which new drawer sessions are automatically created (i.e. cases where there are two virtual drawer sessions with funds in a single physical till).

  • Suspended (floated) drawer sessions that are automatically closed at EOD are NOT automatically counted.

  • Automatically counted drawers are identified on the Drawer Audit Report - an "AUTO-COUNTED" identifier is displayed in the upper-right of the report header. Auto-counted drawers are identified and differentiated from manually counted drawers on the Drawer List.