Key points
- Cash up after the last order is paid and before the cashier leaves, with two people counting.
- Expected cash = starting float + cash payments on record − money out with receipts.
- Write down every difference, short or over, and match QRIS and card before deciding money is missing.
- Kazeer shows totals per payment method (cash, QRIS, card) and per cashier shift, so the figures to compare against are there without a manual recap.
Picture this: it's ten at night, the outlet is closed, and the cash drawer is Rp20,000 short. If you only notice a week later, nobody remembers which transaction went wrong. If you notice that same night, the cashier still remembers the last customers, the receipts are still on the counter, and you can still look for the cause on the spot.
A cash-up is the habit of matching the money you actually took in against the payments on record, every day, before the cashier goes home. The steps: the starting float, counting the cash, finding any difference, matching QRIS and card payments, then depositing the cash. At the end there's a checklist you can print.
Who counts, and when
The best time is after the last order is paid and before the cashier leaves. Don't count while you're still serving, because money coming in mid-count throws the numbers off.
Use two people if you can: the cashier on duty counts, then you or the shift lead counts again. This isn't about distrust. A second count catches the slips that happen when people are tired, and the cashier has a witness if questions come up later.
Two more rules make any difference traceable:
- If you run two cashier shifts a day, cash up at every shift change. If you only count at the end of the day, you can't tell which shift a difference came from.
- One cashier holds one drawer for one shift. If three people take change from the same drawer, nobody can explain a difference.
The starting float: the same amount every day
The starting float is the change in the drawer when the outlet opens. Set the same amount every day, broken down by note, so the cashier doesn't run out of small change in the rush and the count at closing is easier.
Example: A starting float of Rp500,000, made up as in the table. Adjust it to your menu prices. If many items cost Rp18,000 or Rp23,000, keep more Rp2,000 and Rp5,000 notes for change.
| Note | Count | Value |
|---|
| Rp2,000 | 10 | Rp20,000 |
| Rp5,000 | 10 | Rp50,000 |
| Rp10,000 | 13 | Rp130,000 |
| Rp20,000 | 10 | Rp200,000 |
| Rp50,000 | 2 | Rp100,000 |
| Total | | Rp500,000 |
Write the float in the cash book every morning, and have the person handing it over and the cashier taking it both sign. At closing, set the float aside again for tomorrow. The rest is money from cash sales.
Count the cash, then match it to the records
Go through these steps in order:
- Check for orders still marked Unpaid. If a customer paid but the payment wasn't recorded, record it now on that order. If a customer left without paying, the cashier writes it in the cash book and tells you.
- Take all the money out of the drawer, sort it by note, and write how many of each note on the cash-up sheet.
- A second person counts again. If the totals differ, count again until they match.
- Collect the receipts for any money taken out of the drawer that day, such as a last-minute bag of ice, and add them up. Money taken out without a receipt can't be counted, so make asking for one a habit.
- Work out the cash that should be there, then compare it with your count.
The formulas:
- Expected cash = starting float + cash payments on record − money out with receipts
- Difference = counted cash − expected cash
In Kazeer, cash, QRIS, and card payments are recorded on the same order, and today's sales report updates itself. The cashier doesn't need to recap from a pile of paper. Kazeer also shows totals per payment method (cash, QRIS, card) and per cashier shift. What you compare against is the day's cash total, or the shift's cash total if you cash up at every shift change.
Example: Sales for the day are Rp4,250,000. Kazeer's totals per payment method are Rp1,850,000 in cash, Rp1,900,000 by QRIS, and Rp500,000 by card. The cashier bought ice for Rp40,000 from the drawer and kept the receipt.
| Cash count | Amount |
|---|
| Starting float | Rp500,000 |
| Cash payments on record | Rp1,850,000 |
| Money out with receipts (ice) | −Rp40,000 |
| Expected cash | Rp2,310,000 |
| Counted in the drawer | Rp2,290,000 |
| Difference | Rp20,000 short |
How to read it: Rp500,000 + Rp1,850,000 − Rp40,000 = Rp2,310,000. The drawer holds Rp2,290,000, so it's Rp20,000 short.
When the numbers don't match
A small difference now and then is normal. What matters is that you look for the cause that same night and write every difference down, short or over.
Look in this order:
- Count again. Notes stuck together or tucked under the tray can be the cause.
- Match QRIS and card first (see the next section). If a customer paid by QRIS but it was recorded as cash, the drawer comes up short and QRIS comes up over by the same amount. The money isn't gone; only the payment method was recorded wrong.
- Check for orders still marked Unpaid, and for orders that may have been recorded twice. A duplicate order that hasn't been paid can be cancelled, and the cancellation stays visible in the records. A paid order can't be cancelled.
- Ask the cashier while it's fresh: was any change given in a hurry, or was money taken out without a receipt?
If you still can't find the cause, write it in the cash book: the date, the shift, the cashier's name, the amount, short or over, the likely cause, and both counters' signatures.
Don't quietly cover a difference, either with your own money or by keeping the extra. An overage needs writing down too, because it can mean an order wasn't recorded or a customer got too little change.
Who covers a shortfall is your call. Whatever the rule, write it down from the start and tell every cashier before they begin work, not after a difference shows up.
Read the cash book once a week. Rp20,000 short once may just be a mistake with change. If differences keep showing up on the same shift or with the same cashier, look for the pattern. Maybe that cashier needs more practice giving change, or a step keeps getting skipped. There's a training plan in the guide to training a new cashier.
Match QRIS and card payments
QRIS and card money never goes into the drawer, so it's easy to forget to check. A difference there can be just as big as one in cash.
- QRIS: compare the total of QRIS payments recorded on that day's orders with the list of incoming transactions in the account or app that receives your QRIS payments. Match the number of transactions too, not just the total.
- Card: card machines can usually print a summary of the day's transactions. Compare its total and transaction count with the card payments recorded on the orders.
QRIS and card money may reach your bank account the next day, depending on the provider. For the cash-up, you match the day's list of transactions, not the account balance. If you're not sure where and when dynamic QRIS money arrives, ask the Kazeer team.
Besides payments recorded under the wrong method, watch for payments that failed and were tried again. Make sure each order has only one successful payment.
Deposit the cash and keep the records
Once everything matches, or the difference is written down:
- Set aside tomorrow's starting float, made up of the same notes.
- Put the rest of the cash in an envelope. Write the date, the shift, the amount, and both counters' signatures on it.
- The envelope goes to you or to the bank, whichever your business does. Don't let sales money pile up at the outlet for days.
- Keep the cash-up sheets and the receipts for money taken out in one folder per month.
If you collect tax from customers, part of that money has to be paid over later. How to read the tax and sales figures each day is in the guide to the daily sales report.
Cash-up checklist
Print this and put it up near the counter. Go through it in the same order every night:
- The last order is paid, and no customers are waiting.
- No Unpaid orders have been missed.
- The money is sorted by note, and the count of each note is written down.
- Two people have counted the money, and their totals match.
- Receipts for money taken out are collected and added up.
- Expected cash is worked out: starting float + cash on record − money out with receipts.
- The QRIS total and transaction count match the list of incoming transactions.
- The card total and transaction count match the card machine's summary.
- Any difference, short or over, is written in the cash book with its likely cause.
- Tomorrow's starting float is set aside.
- The rest of the cash is in a dated, signed envelope.
Starting tomorrow, use this list every night for two weeks. Then read the cash book: how often the cash was off, by how much, and on which shift. That tells you which step needs tightening.