Cash Management Reports
The Cash Management reports provide a complete view of physical cash movement across your business. Unlike the POS Shift reports that focus on individual register sessions, the Cash Management reports aggregate cash data across shifts, machines, and locations to give managers and owners a broader picture of cash handling operations.
How to Access
Navigate to Reports > Cash Management and choose one of the five available views:
- Deposits / Cash Drops
- Cash Flow Summary
- Paid In / Paid Out Summary
- Cash by Location
- Cash Drawer Reconciliation
All five views are presets within the same report form. Select the desired view from the preset dropdown at the top of the report window.
Required Permission
You must have the RPT_VIEW_CASH_MGMT permission to access any of the Cash Management reports. Super Admins and Location Admins have this permission by default.
Filters
All Cash Management report presets share the same filter controls:
- Location — Select a specific store location or choose All Locations
- Date Range (From / To) — Set the start and end dates for the reporting period
After changing filters, press F5 or click Report > Refresh to reload the data.
Deposits / Cash Drops
The Deposits / Cash Drops preset shows every instance where cash was removed from a register drawer and deposited into the store safe or prepared for bank deposit. Safe drops are a critical cash control procedure that reduce the amount of cash sitting in a register at any given time.
What Is a Safe Drop?
A safe drop (also called a cash drop or cash pull) is the process of removing excess cash from a register drawer and placing it in a secure location such as a store safe or deposit bag. Safe drops are typically performed when the drawer accumulates more than a target amount, or at regular intervals throughout the day. Each safe drop is recorded in AccuArk with a timestamp, the performing user, and the amount dropped.
Columns
| Column | Description |
|---|---|
| Date | Date the deposit or drop was recorded |
| Shift | The shift ID during which the drop occurred |
| User | Employee who performed the drop |
| Type | Deposit (bank-bound) or Drop (to safe) |
| Amount | Dollar amount removed from the drawer |
| Note | Any note entered by the employee at the time of the drop |
Review this report regularly to verify that drops are being performed consistently and that amounts align with your cash handling policies.
Cash Flow Summary
The Cash Flow Summary preset provides a period-by-period view of all cash coming in and going out of your business through register operations. This is not the same as the accounting Cash Flow Statement; rather, it focuses specifically on physical cash movement through POS registers.
Columns
| Column | Description |
|---|---|
| Period | The time period (day, week, or month depending on the date range selected) |
| Cash In | Total cash received during the period (cash sales + paid-in transactions) |
| Cash Out | Total cash removed during the period (paid-out transactions + safe drops + deposits) |
| Net Flow | Cash In minus Cash Out for the period |
| Running Balance | Cumulative net cash position from the start of the date range |
The Running Balance column is especially useful for tracking how cash accumulates in your drawers and safes over time. A steadily increasing running balance may indicate that safe drops are not being performed frequently enough, or that bank deposits need to happen more often.
Paid In / Paid Out Summary
The Paid In / Paid Out Summary preset aggregates all non-sale cash transactions across all shifts for the selected period. This report is similar to the Paid In / Paid Out view in the POS Shift reports, but it covers all shifts and machines rather than individual shifts.
Understanding Paid In and Paid Out
- Paid In — Cash added to a register drawer that is not from a customer sale. Common examples include adding a starting float, returning change from a broken transaction, or adding cash from the safe to handle a large cash-back request.
- Paid Out — Cash removed from a register drawer for a non-sale purpose. Common examples include paying a delivery driver, reimbursing a petty cash expense, or removing cash to make change for another register.
Both paid-in and paid-out transactions must be recorded in AccuArk so that the expected cash calculation remains accurate.
Columns
| Column | Description |
|---|---|
| Date | Date the paid-in or paid-out transaction occurred |
| Shift | Shift ID during which the transaction was recorded |
| User | Employee who performed the transaction |
| Type | In or Out |
| Amount | Dollar amount of the transaction |
| Reason | The reason entered by the employee |
Paid-out transactions are a common area for loss prevention review. An unusually high paid-out volume or large individual paid-out amounts should be investigated by management.
Cash by Location
The Cash by Location preset is designed for multi-location businesses. It shows a single-row summary for each store location, providing a snapshot of the cash position at each site.
Columns
| Column | Description |
|---|---|
| Location | Store location name |
| Opening Balance | Total cash in all drawers at the start of the period |
| Cash Sales | Total cash collected from customer sales |
| Deposits | Total cash deposited to the bank |
| Withdrawals | Total cash withdrawn from the safe or brought in from the bank |
| Drops | Total cash dropped from registers to the safe |
| Closing Balance | Calculated ending cash position |
The Closing Balance is computed as: Opening Balance + Cash Sales + Withdrawals - Deposits - Drops (to bank)
This report helps owners and district managers compare cash handling performance across locations. A location with an unexpectedly high closing balance may need more frequent bank deposits. A location with frequent withdrawals may need a larger starting float.
Cash Drawer Reconciliation
The Cash Drawer Reconciliation preset in the Cash Management section provides a cross-shift view of drawer reconciliation data. While the POS Shift reports show reconciliation for individual shifts, this view shows reconciliation records across all machines and shifts for the selected period, making it easier to spot patterns and recurring variances.
Columns
| Column | Description |
|---|---|
| Date | Date of the shift close |
| Shift | Shift ID |
| Machine | POS machine name |
| Expected | System-calculated expected cash amount |
| Counted | The actual cash amount counted by the cashier |
| Variance | Counted minus Expected |
| Status | Closed or Reconciled |
How Cash Reconciliation Works
At the end of each shift, the cashier counts the physical cash in the register drawer and enters the total into AccuArk. The system compares this counted amount against the expected amount, which is calculated from the opening balance plus all cash transactions (sales, paid-in, paid-out, and safe drops) during the shift. The difference between counted and expected is the variance.
Variances are normal in small amounts due to rounding and coin counting. However, consistent or large variances on a particular machine or with a particular cashier should be investigated. Use this report to identify:
- Chronic shortages — A cashier who is consistently short may need retraining on cash handling procedures
- Machine-specific issues — A machine that consistently shows variances may have a hardware problem with the cash drawer
- Time-of-day patterns — Variances that cluster around busy periods may indicate that cashiers are rushing and making more errors
Tips
- Set variance thresholds — Establish a company policy for acceptable variance amounts (for example, plus or minus $2.00) and investigate any shift that exceeds the threshold.
- Compare Cash by Location weekly — Run the Cash by Location report at the end of each week to ensure all locations are following deposit procedures.
- Audit paid-out reasons — Periodically review the Paid In / Paid Out Summary to make sure all reasons are legitimate and properly documented.
- Use Cash Flow Summary for budgeting — The Running Balance column helps predict how much cash you will need on hand for making change.