Cash Drawer Management
- Leave the drawer open at night: Following the close of daily business ALWAYS remove the bills from the cash drawer, raise the bill retainers and keep the drawer open overnight. If possible, position the open drawer so that it is in an area illuminated at night and visible from a door or window of the business so potential burglars can see the drawer is open from outside your locked, secure facility.
- One clerk – one drawer: Only one clerk should be responsible for the amount of money in the drawer from the start to end of any one shift. If additional clerk(s) is/are needed to enter transactions during the same shift, purchase and use a separate cash drawer for each clerk station that will be simultaneously processing transactions during business hours. Take appropriate action to ensure the individual clerk responsible for the amount in their assigned drawer is the only one who has physical access to that drawer during his/her shift (Example: lock/key access or unique POS system login). If the owner or manager needs to access the drawer during a clerk’s shift, ensure the clerk responsible for the drawer is present when the owner or manager accesses the drawer.
- BOD (Beginning of Day) amount: Each day or shift should begin with a fixed amount in the cash drawer, the BOD (Beginning of Day) amount. Both the clerk and owner/manager should participate in a BOD count to ensure accuracy and honesty. The count should occur immediately prior to the clerk’s carrying their assigned till to the cash drawer at the beginning of the day/shift. Both the clerk and owner/manager should sign a BOD count sheet, confirming both agree with the count.
- Handling currency: When accepting payment from a customer, place the currency received in a position perpendicular to the bill slots in the cash drawer, on top of the bill slots or, if applicable, in the void space at the top-front of the cash drawer case when the transaction is in progress. Once the customer has received their change and the clerk has received confirmation that the customer has counted their change and/or is satisfied that the transaction is complete, ONLY THEN should the customer’s currency be inserted into the appropriate bill slot in the drawer.
- Drawer reconciliation – good practices: Reconcile each clerk’s drawer at the end of their shift. This is a team effort; the clerk and owner/manager should both be present when the till is removed from the drawer, transported to the counting room/desk and both should participate in the count to ensure accuracy and honesty. Require the clerk and owner/manager’s signature on the reconciliation sheet, confirming both agree with the count. Once the count is complete and verified, the clerk is free to go. The owner/manager can proceed to separate the deposit and place the BOD drawer amount currency in a safe, secure location in preparation for reloading into the drawer at the beginning of the next day or shift.