Who Is This For?
StoreHub merchants and managers who need to check whether a cashier's drawer is over or short at the end of a shift, see the cash taken out of the drawer during a shift, and understand why Cash movements do not change Cash Sales.
Overview
Your cash drawer over and short figures live in the 'Cash Drawer Summary' of your Shift Report. To find them, go to your BackOffice, click 'Reports', then click 'Shifts', then click a shift. This article shows you how to read that section, how to record cash you take out of the drawer, and how your sales and your payouts fit together.
Important: two different things are called "pay out".
'Pay Out' in your Shift Report is cash your staff take out of the cash drawer during a shift, for example, to buy stock or to bank the day's cash. It sits in the 'Cash Drawer Summary' and is what this article covers.
A StoreHub Pay and Online Payment payouts are money StoreHub sends to your bank account. That is a different thing. For payouts to your bank, see How to Receive Your Payouts, How to Access and Read Your Payout Summary and How StoreHub Pay Works.
Before You Begin
You must have access to your StoreHub BackOffice. If you do not, ask whoever manages your StoreHub account to give you access.
Your cashiers must tap 'Open Shift' and 'Close Shift' on the POS. A shift report is only created between those two actions.
Your cashier must key in the cash amount at the start and at the end of the shift, or the 'Cash Drawer Summary' will not be correct.
For a walkthrough of every other section of the report, see How to Understand Your Shift Report.
If your store is in the Philippines, your report looks different. See How to Understand Your PH Shift Report.
Step-by-Step Guide
Find Your Over/Short and Pay Out Amounts in BackOffice
This guide shows you where to find your 'Over/Short' and 'Pay Out' amounts in BackOffice, so you can check cash differences at the end of each shift.
1. In your BackOffice, click 'Reports'.
2. From the list of reports, click 'Shifts'.
3. The 'Shift Report' page shows a list of shifts. Click the shift you want to check.
4. Scroll to the 'Cash Drawer Summary' section. Your 'Pay Out', 'Pay In' and 'Over/Short'.
Read Your Over/Short
Over/Short compares the cash the system expects with the cash your cashier actually counted.
These are the rows that decide whether your drawer is over or short:
Row in 'Cash Drawer Summary' | What it means |
Pay Out | Cash taken out of the drawer during the shift that is not a sale, for example buying stock or banking cash. |
Pay In | Cash put into the drawer during the shift that is not a sale, for example extra small change. |
Expected Drawer | What the system works out should be in the drawer: Opening Amount, plus Cash Sales, plus Cash Deposits, plus Pay In, minus Cash Refunds, minus Pay Out. |
Actual Drawer | The amount your cashier keyed in when closing the shift. |
Over/Short | The difference between 'Actual Drawer' and 'Expected Drawer'. If the two match, this is 0. "Over" means the drawer holds more cash than expected. "Short" means it holds less. |
The 'Expected Drawer' formula also uses four other rows — 'Opening Amount', 'Cash Sales', 'Cash Deposits' and 'Cash Refunds'. For what each of those means, and for every other section of the report, see How to Understand Your Shift Report.
If your store uses cash rounding, the 'Rounding Summary' section of the same report shows how many transactions were rounded up or down during the shift. See here if you would like to set up the rounding setting.
Example:
A shift opens with a float of RM 200.00. It takes RM 1,450.00 in cash sales and no pre-order deposits. A supervisor adds RM 50.00 of small change as a Pay In, gives RM 30.00 back in cash refunds, and takes RM 300.00 out as a Pay Out to bank.
Expected Drawer = 200.00 + 1,450.00 + 0.00 + 50.00 - 30.00 - 300.00 = RM 1,370.00
The cashier counts the drawer and keys in RM 1,355.00 as the 'Actual Drawer'. The report shows the shift is RM 15.00 short.
Note:
The 'Cash Drawer Summary' does not include cancelled transactions.
Record Cash You Take Out of the Drawer (Pay Out)
Record every cash removal as a Pay Out on the POS. If you do not, the shift ends short by that amount.
1. Sign in to the StoreHub POS app using your 4-digit PIN.
2. Tap the side menu, then tap 'Sales Report'.
3. On the 'Summary' tab, tap 'Pay Out'.
4. Select a reason:
'Cash Withdrawal' for removing cash without a specific reason.
'Buy Inventory' for buying stock.
'Other' for anything else. You must type a reason, for example a bank deposit.
5. Enter the Pay Out amount, then tap 'Confirm'.
Note:
You only need a Pay Out when cash leaves the drawer. If the cash stays in the drawer, do not record a Pay Out. To put cash in instead, tap 'Pay In' on the same screen, choose a reason, enter the amount, then tap 'Confirm'. See How to Perform Transactions on POS.
Pay In, Pay Out, and Cash Net Sales
'Pay In' and 'Pay Out' do not change your sales figures. They only move cash in and out of your drawer, so they change your 'Expected Drawer' amount. Your 'Cash Net Sales' comes from your actual sales, after discounts, refunds and cancellations. This is why your drawer can come up short while your sales totals are still correct.
Troubleshooting
Problem | Solution |
My staff keyed in the actual drawer amount wrongly and already closed the shift. How do I amend it? | Once a shift is closed, the report is final and cannot be edited. The keyed amount stays on the report, and the Over/Short figure stays with it. Record the correct amount in your own accounts and note the reason. It will not affect your BackOffice Daily Report. |
My shift is short but the cash I counted looks right. | Check three things: the opening float was keyed in correctly, every cash removal was recorded as a Pay Out, and every cash top-up was recorded as a Pay In. Cancelled transactions are not counted in the 'Cash Drawer Summary'. If all three are correct and the shift is still short, the gap is a real cash difference the system cannot see. Note it in your own records, and contact StoreHub Support if it keeps happening. |
I took cash to the bank and now my shift is short by that amount. | Bank deposits must be recorded as a Pay Out on the POS. Tap the side menu, tap 'Sales Report', then on the 'Summary' tab tap 'Pay Out', select 'Other', then type a reason such as bank deposit. |
I couldn't find a shift report for yesterday. | A shift report is only created between 'Open Shift' and 'Close Shift'. If a shift is not closed, its sales carry on the next day. Sales made after your closing time land in the next day's report even if you close the shift later. See How to Sign In, Sign Out, and Manage Shifts on POS. |
I want to print yesterday's closing report from the POS. | You can print it from the POS only if you have not opened today's shift yet. Once a new shift is open, export the report from BackOffice instead. Go to 'Reports', then 'Sales', select your dates, then click 'Export CSV'. |
I refunded a customer after my shift was closed. Which shift does the refund show in? | It does not show in any shift. The refund was processed when no shift was open, so no shift report picks it up. The refund sales will still be captured in the BackOffice Report on the date you processed the refund. |
Can a shift be closed remotely, or only on the POS? | It can only be closed from the POS register. |
I am in the Philippines and my 'Z-Reading Report' shows "No data available". | Check your date range first. Every shift for that day must be closed on the POS before the 'Z-Reading Report' has data for it. To read the report itself, see How to Understand Your Z-Reading Report. |
I am in the Philippines and my shift report looks different. | Philippine stores use a different shift report layout. See How to Understand Your PH Shift Report. |
FAQs
1. How can I track the pay out payment detail?
It depends which pay out you mean. For cash taken out of the cash drawer, go to 'Reports', click 'Shifts', click a shift, then read the 'Pay Out' row in the 'Cash Drawer Summary'. For money StoreHub sends to your bank, use the StoreHub Pay Merchant Portal, or for online orders go to 'Online Orders', then click 'Payouts'.
2. When closing on the POS register, is it better to key in the exact amount, or a wrong amount to avoid being short?
Always key in the exact amount you counted. The wrong amount only changes your cash drawer figures: a wrong opening amount changes the 'Expected Drawer', and a wrong closing amount changes the 'Actual Drawer'. Either way, the 'Over/Short' figure stops showing the real difference, so it hides a cash problem instead of fixing it. Your sales totals stay correct either way, because sales are recorded separately.
3. What does 'closing amount' mean?
The closing amount is the cash your cashier counts and keys in when closing the shift. In your Shift Report it appears as 'Actual Drawer'. The system compares it against the 'Expected Drawer' to work out Over/Short.
4. How do I know my cashier has already closed the shift?
In BackOffice, go to 'Reports', click 'Shifts', then click the shift you want to check. In the Shift report section, a shift that has a 'Close Time' is closed. A shift that is open will not appear in the Shift Report.
5. Do I need to record a Pay Out if the cash stays in the drawer?
No. Record a Pay Out only when cash physically leaves the drawer. If the cash stays in the drawer, leave it, and it will be counted in your closing amount.
Need Help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].
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