Payment Tracking

A tracking session is a period of time during which transactions take place in your store. You use a tracking session to balance your cash drawer on a regular basis and hold staff accountable for the money they've handled.

If you delete and re-install the Shopify POS app, you lose the device's saved tracking session data.

Cash tracking from the admin

You can view a report of cash tracking sessions in the Shopify admin. You can also filter the list of cash tracking sessions by location and date range.

Staff members must have the Point of Sale View payment tracking session history and View payment tracking sessions in the POS channel permissions enabled to view cash tracking information.

Steps:

  1. In your Shopify admin, click Sales channels > Point of Sale.
  2. In the Cash tracking section, click View cash tracking sessions.
  3. Optional: Select the location and the date range to filter the displayed information.
  4. Optional: Click Export to export the selected information into a CSV file.

Discrepancy summary

The discrepancy summary is an overview of expected amounts and what was actually counted for all sessions that occurred at the selected location within the time range. The Discrepancy at start displays the amount that was reported at the end of the last session and the amount counted at the beginning of the session. The Discrepancy at end displays the expected amount in the cash drawer by adding the amount counted at the start and the cash payments that were received throughout a session and compares them to the amount counted when ending a session. A discrepancy occurs when there is a difference between the expected and counted amounts.

Cash payments summary

The cash payments summary displays the overview of the cash payments or all sessions that occurred at the selected location within the time range. The Gross payments amount displays the total amount of cash payments processed. The Refunds amount displays the total amount of refunds processed. The refund amount is subtracted from the gross payments amount to get the Net payments amount.

Session list

The session list displays the sessions that occurred at the selected location within the time range. Each row is a single session and displays the session start and end time, Register ID, Open or Closed status, and total discrepancy that is associated with the session. By clicking the column headers, you can sort the session list by session start, session end, or total discrepancy.

Payment tracking from the Shopify POS app

The Register screen enables you to create and review tracking sessions for your store. You can monitor your daily cash transactions, and adjustments made by staff.

After you start a tracking session, you can also monitor sales by other payment types, such as credit cards.

Enabling tracking sessions

  1. From Shopify POS, tap > Settings > Payment types.
  2. Tap Cash.
  3. Tap the toggle button to enable or disable Track cash.

Start a new tracking session

You can start a Shopify POS tracking session in either of two ways:

  • Manually, if you want to specify the initial cash starting amount for the tracking session.
  • Automatically, if you want Shopify to use the expected amount in the cash drawer as the starting amount for the tracking session.

Starting a tracking session manually

If you start a new tracking session manually, you can enter a value for your starting amount. The cash starting amount is the amount of money initially provided in the cash register so that staff can make change for cash payments.

Steps:

  1. From Shopify POS, tap > Register.

  2. Tap Start tracking session. The Start tracking session dialog opens.

  3. Enter the starting amount.

  4. Optional: Enter a note.

  5. Tap Confirm. The tracking session stays open until you manually close it.

Starting a tracking session automatically

If you've ended a tracking session and you don't start another before processing the next order, Shopify starts a new tracking session automatically.

The calculated cash balance at the end of the previous tracking session is used as the starting amount. If this is the first tracking session for your store, the starting amount is set to 0.

View tracking session details

The information varies slightly depending on whether you're viewing an open or a closed payment tracking session.

The following information is always displayed:

  • the date of the tracking session
  • the total sales for that session
  • the name of the staff who started the session
  • the starting amount
  • any adjustments that staff have made to the sum of the cash in the drawer (for example, if they've used some of their own money to make change).

If the tracking session is closed, the following information displays:

  • the name of the staff who ended the session
  • the cash counted at the end of the session (as long as you entered it when you ended the session)
  • the amount of cash in the drawer that was expected when the session was ended
  • the amount left in the cash drawer after you performed the final balance of the cash drawer (usually done when you remove the day's takings)
  • a breakdown of payments by type

View the open tracking session

  1. From Shopify POS, tap > Register.

  2. Tap the View open session.

View the history of a closed tracking session

  1. From Shopify POS, tap > Register.

  2. Tap the Session history.

  3. Tap the tracking session you want to view.

  4. Optional: Tap View payment types to see a breakdown of payment types used in the session.

  5. Optional: Tap Print page to print payment type information.

Adjust the starting amount

A register starting amount adjustment involves the addition or removal of cash. It might be necessary if, for example:

  • staff can't make the right change with the cash in the drawer
  • the cash in the drawer has exceeded your preferred limit (some companies impose a limit to prevent theft or a miscalculation at closing)
  • staff needs to temporarily remove cash from the drawer.

Steps:

  1. From Shopify POS, tap > Register.

  2. Tap View open session.

  3. Tap either Add or Remove, depending on the type of transaction that you want to make.

  4. Enter the amount added or removed.

  5. Enter a note, if necessary.

  6. Tap Confirm.

Adjustments to a register appear in the cash activity section on the sessions details page.

Close a payment tracking session

To balance your cash drawer accurately, you should end tracking sessions at regular intervals (for example, at the end of each day, or when a staff's shift ends).

When you end a tracking session, the following information is added to the session history:

  • the cash counted at the end of the payment session
  • the expected value of the cash in the drawer, which is calculated based on all the cash transactions that occurred during the session, and takes into account the initial starting amount and any adjustments made during the open shift
  • the cash left for the float after you performed the final balance of the cash drawer (usually done when you remove the day's takings)
  • a breakdown of payments by type

The amount of cash in the cash drawer and the expected balance should be the same.

Steps:

  1. From Shopify POS, tap > Register.

  2. Tap View open session.

  3. Tap End tracking session.

  4. Enter the amount of cash in the cash drawer, and tap Next.

  5. Review the totals on the Cash summary page and tap Next.

  1. Select an amount to leave in the cash drawer and tap Next.

  2. Confirm how much cash you want to remove from the register, and tap Confirm.

  3. Review the tracking session summary.

  4. Optional: Tap Print. This prints only the cash details for this tracking session. If you want to print a summary that has all payment types, then you need to go to the session's history.

  5. Tap Done.

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