Machine Settings: Viewing and Managing Machine Balances
The Balance tab shows real-time financial balances tracked on this POS machine. These balances update as sales, refunds, and cash management operations occur.
Opening the Balance Tab
- Open Machine Configuration (Program → Machine Configuration)
- Click the Balance tab
What Balances Are Tracked
The balance grid shows every financial category tracked on the machine:
Available Balances (Current Cash in Drawer)
| Balance | Description |
|---|---|
| Available Cash | Physical cash currently in the drawer |
| Available Credit | Credit card payment balance |
| Available Debit | Debit card payment balance |
| Available Check | Check payment balance |
| Available Online | Online payment balance |
| Available Bank Transfer | Bank transfer payment balance |
| Available Other | Other payment method balance |
Payments Received (Running Totals)
| Balance | Description |
|---|---|
| Card Payments Received | Total card payments (credit + debit) received since last reset |
| Other Payments Received | Total non-card/non-cash payments received |
| Cash Sales | Total cash sales amount |
| Check Payments Received | Total check payments received |
| Debit Payments Received | Total debit card payments received |
| Credit Payments Received | Total credit card payments received |
| Online Payments Received | Total online payments received |
| Bank Transfer Payments Received | Total bank transfer payments received |
Refund Tracking
| Balance | Description |
|---|---|
| Cash Refunds | Total cash refunds issued |
| Card Refunds | Total card refunds issued |
| Check Refunds | Total check refunds issued |
| Debit Refunds | Total debit card refunds issued |
| Credit Refunds | Total credit card refunds issued |
| Online Refunds | Total online payment refunds issued |
| Bank Transfer Refunds | Total bank transfer refunds issued |
| Other Refunds | Total other payment refunds issued |
Resetting a Balance
Each row has a Reset button. Clicking it sets that balance back to zero.
When to reset balances:
- After completing a full cash count and reconciliation
- When starting a new accounting period
- After resolving a balance discrepancy
Important: Reset operations are logged for audit purposes. Only users with management access can reset balances.
Refreshing Balances
Click the Refresh button in the toolbar to reload all balances from the database. If you have pending (unsaved) balance changes, you will be warned before refreshing:
"There are UNSAVED balance changes pending. Refreshing will discard these pending changes."
Printing Balances
Use Menu → Print Balances to generate a printed report of all current machine balances. This is useful for shift-end reconciliation.
How Balances Change
Balances update automatically through normal POS operations:
- Cash sale → Available Cash increases
- Card payment → Available Credit/Debit increases
- Cash refund → Available Cash decreases, Cash Refunds increases
- Shift check-in → Available Cash set to starting amount
- Safe drop → Available Cash decreases
- Shift check-out → All balances are recorded for the shift report