Cash 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 your cash tracking sessions from the admin by clicking Point of Sale > Overview > Cash tracking sessions. You can select the location and the date range for the displayed information. You can also 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.

Cash 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

Start a new tracking session

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

  • Manually, if you want to specify the initial cash float for the tracking session.

  • Automatically, if you want Shopify to use the expected cash sum in the cash drawer as the float for the next register shift.

Opening a tracking session manually

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

Steps:

Opening a tracking session automatically

If you've closed a tracking session and you don't open another before processing the next order, Shopify opens a new tracking session automatically.

The calculated cash balance at the close of the previous tracking session is used as the float or opening amount. If this is the first tracking session for your store, the float is set to $0.

View tracking session details

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

The following information is always displayed:

  • the date of the shift
  • the total sales for that shift
  • the name of the staff who opened the shift
  • the initial float 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 session is closed, you see the following:

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

View the open tracking session

View the history of a closed tracking session

Adjust the float

A register float 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:

Close a cash tracking session

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

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

  • the cash counted at the end of the 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 float and any adjustments made while the shift was open
  • 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)
  • sales by each payment type

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

Steps:

Ready to start selling with Shopify?

Try it free