Cash Drawer - Everything you need to know

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This feature requires the Cloudbeds Plus plan or above/equivalent.

In this article you can find a description of Cash Drawer functionality and how to use it by multiple users.

Please, pay attention that Cash Drawer is only used for payments in cash. Operations with credit cards and other payment methods will not be included in your cash drawer.

Cash Drawer training

Please, check the video below on how to use cash drawer functionality

How to create Cash Drawer

1. Click on the crash drawer icon from your panel in the top right corner

2. Select an option to "Create/Modify Cash Drawers"

3. Click on "+ Cash Drawer"

4. Add the drawer name and starting balance (amount of cash in the cash drawer at the beginning of the shift)

5. And click to "Save Cash Drawer"

How to add a cash payment to the reservation?

To add the payment to the booking, please, follow the steps below:

  1. Go to the reservation tab.
  2. Find the booking you need and click on it.
  3. On the booking page click on the Folio.

4. Click the button 'Add payment'.

Now you can add payment details. 

When you have the cash drawer feature enabled, 3 options will be offered on this step:

  • Add to currently open drawer.
  • Open Cash Drawer.
  • Proceed Without Opening Cash Drawer.

It helps to avoid a lot of clicks and pop-ups when the drawer is opened by another user.

Please note that if you have already opened a cash drawer under your user log-in, the below screen is not applicable. The system recognizes the user posting the transaction and will automatically post cash to the open cash drawer associated.

If you don't have an open cash drawer, you'll see the following warning message:

Once all of the details have been added, click on 'Continue' and the payment will be added to the reservation and can be checked in transactions.

How to manage cash drawer

If you have an open cash drawer, there are three options available when the user clicks on the cash drawer icon in the top right corner:

1. To close the cash drawer

2. Create/Modify Cash Drawers

3. Access Open Drawers

Close Cash Drawer

Cash Drawer can be closed at any time. To close, you need to select "Close Cash Drawer". This option will only be available when you have an open cash drawer.

Here are the steps to follow when the user clicks to close a cash drawer:

1. Enter the Drawer Balance - this is the current cash amount in the drawer, before any withdrawals at the end of shift

2. Fill in the Cash Drop field - the amount you are withdrawing from the Drawer. This amount will be removed from the starting balance the next time this drawer is opened.

3. Ending Shift Balance will be equal to Starting Balance next time this drawer is opened.

4. Please check the Cash Drawer Summary before proceeding:

Shift ID=Cashier Report#
You also have the option to print the report, close cash drawer and close cash drawer and log out.

You will receive an e-mail with a Drawer Closure Summary, once it is closed. This e-mail will be received by the users which are set as recipients in the System Notification Preferences:

To learn more about the System Notification Preferences, check out this article: System Notification Preferences

This e-mail contains all the useful information, such as:

1. User name, shift id, the time and date when the shift started and ended

2. Transactions added during the sift and amounts

3. If you click on the "View report" on the bottom, the system will redirect you to the cashier report in the myfrontdesk.

After you close a cash drawer, you can always check a Cashier Report to check the details of any of your closed cash drawers.

Also, when the user logs out, the system will ask if the cash drawer should be closed or not:

The user may choose the following options:

  • "Proceed without closing cash drawer"- when the user logs out the cash drawer will remain open when the user logs in again.
  • "Close cash drawer",  if this option is chosen, the system will offer you the same steps of closing cash drawer as you could see above.
Create/Modify Cash Drawers

In order to create or modify cash drawers click as shown below:

You will be able to:

1. Add new cash drawer

2. Edit the cash drawer

3. Delete cash drawer

4. Activate/inactivate excising cash drawers

Access Open Cash Drawers

Here you can manage your open cash drawer:

1. You can select the needed cash drawer

2. See the summary for the selected drawer

 

3. Filter transactions in the cash drawer by account#, Reservation#, Room#, and name. And you can group them by date, room, guest name, and reservation #.

4. Add and remove cash - if you click and chose either of these two options, you will be able to enter the cash amount that you are adding or withdrawing and leave a note to this action. It will not be connected to any reservation.

5. The cash drawer transactions and their total are listed below.

Cash Drawers for Multiple Users

The Cash Drawer functionality mirrors the actual cash drawers at the property. So, in order to manage your cash drawers correctly (when you have multiple users), we recommend you to open the same amount of cash drawers in the system, as you have for each user at the property  - with that said, each user will manage their own cash drawer separately.

In order to use Cash Drawer functionality by different users, you need to create one cash drawer under each user name.

If the user is already created in the system, refer to the section "How to create Cash Drawer" of this article.

If you do not have a user created, please, refer to the article Users and Roles for more details on how to create a user.

Check the following scenarios of how the cash drawer functionality works when used by multiple users:

Scenario 1:

 - User Role:  'Administrator

Cash Drawer: the user doesn't have an open cash drawer 

Action: the user tries to add a cash transaction

Result: the user will be able to choose and add the payment to the currently opened cash drawer by another user (if there is one). 

Scenario 2: 

User Role:  'Administrator

Cash Drawer: the user has an open cash drawer 

Action: the user tries to add a cash transaction

Result: the user will be able to add cash transactions only to the cash drawer created under his user - it's not possible to add cash payment to another opened cash drawer created by a different user.

Scenario 3 - 

User:  'Property Owner

Cash Drawer: the user has (or doesn't have) an open cash drawer

Action: the user tries to add a cash transaction on a reservation

Result: only the Property Owner will be able to choose between all the currently opened cash drawers in the system.

Is cash added to the Cash Drawer counted as a revenue?
  • When the front desk staff opens the cash drawer if they input the opening balance of the cash drawer this information will not affect the transaction report as the funds are allotted to the cash drawer already. Depending on how your property sets the cash drawer, it is best to have the allotted amount for starting balance and ending balance be the same. 
  • If you are adding cash or removing cash from the cash drawer, please note that those transactions will appear as payments or payouts and will affect the day's payment total. This is why it is best practice to have staff open cash drawers with the starting balance that is physically in the drawer.
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