Closing Procedure¶

Formally close your drawer at the end of your shift, reconcile cash, and generate closing reports.

Overview¶

The Closing Procedure is the critical end-of-shift process that:

Locks all transactions so no additional sales can be processed
Requires physical cash counting and reconciliation
Produces the Z-Tape (formal closing report) for audit purposes
Records any over/short amounts for accountability
Releases your drawer assignment

The closing procedure must be completed before you log out.

Important¶

Critical

The drawer must be formally closed before logging out. If you log out without closing, the next operator will encounter an error and cannot process sales.

Step-by-Step Closing Process¶

The closing procedure typically takes 12-20 minutes depending on your cash volume and transaction count. This is a formal, irreversible process, so take your time and follow each step carefully.

1. Complete All Sales¶

Before you even think about closing, verify that all sales are finalized:

Process all remaining customer transactions in your queue -don't close while customers are waiting
Finalize any refunds or returns that you promised to customers (nothing should be pending)
Ensure all sales are recorded by verifying they appear in your sales list with receipt numbers
Wait for card authorizations to complete if any are still processing
No pending transactions should remain open on your screen
Timing: Take whatever time is needed -this is not something to rush

Why this matters: If a sale is pending when you close, it creates audit issues. Some systems won't let you close if transactions are still open.

2. Print X-Tape (Optional but Recommended)¶

The X-Tape is a mid-shift or pre-close report that shows all activity without formally closing:

Press F2 or click "Print X-Tape" from the Home Page
What you get: A report showing all transactions, totals, discounts, refunds, payment methods, and subtotals
Verify the accuracy: Review that all transactions you remember processing appear on the X-Tape
This is a final check before you commit to the formal close -you can still catch errors at this stage
Timing: Takes 1-2 minutes to print
Benefits:
Confirms transaction count matches your memory
Verifies payment method breakdowns before closing
Gives you a final chance to catch discrepancies
Provides documentation to manager before close

Pro tip: Keep the X-Tape with your closing paperwork -it helps explain any discrepancies to your manager later if needed.

3. Initiate Close Drawer (F4)¶

This is the moment of no return -once you start the close, you're committed to completing it:

Press F4 or click Close Drawer on the Home Page
A confirmation dialog appears asking: "Are you sure you want to close the drawer?" (Some systems ask this twice as a safety measure)
Click Confirm to proceed (or Cancel to return to Home Page and continue sales if needed)
What happens after confirmation: The system begins the close process and prompts you for counting
No turning back: Once confirmed, you cannot restart sales without opening a new drawer
Timing: Immediate transition to next step

4. Drawer Opens for Physical Count¶

After you confirm the close, the register physically opens your drawer:

The receipt printer controls the drawer and automatically pops it open
You now have physical access to remove all cash for counting
Leave the drawer open for the entire counting process
Drawer won't automatically close until you complete the close procedure in the system
Security: Keep the open drawer away from customers -don't count cash in view of the public
Best practice: Count in the manager's office, back room, or secure area

5. Count All Cash¶

This is the most critical part of closing -accuracy matters significantly. Take your time:

Preparation:

Remove everything from the drawer completely
Organize your counting area with clear space and good lighting
Gather counting supplies: Calculator, pen, counting worksheet or tray
Minimize distractions: No customers, phone calls, or interruptions while counting

Counting Process:

Bills first: Count $100 bills, then $50s, then $20s, $10s, $5s, $1s separately
Subtotal for bills: Add up all bill denominations
Coins next: Count quarters, dimes, nickels, pennies separately
Subtotal for coins: Add quarters + dimes + nickels + pennies
Grand total: Bills subtotal + Coins subtotal = Total cash counted
Recount if unsure: If anything seems off, count again -accuracy is critical

Document as you count:

Write down each denomination's count
Use a counting worksheet to track: Bills ($xx), Coins ($xx), Other items
Calculate total before entering into system
Double-check math by adding differently (e.g., count by total bills first, then by denomination, to verify match)

What else to document:

Damaged currency: Note any torn, faded, or marked bills separately (don't count as full value)
Gift cards in drawer: Note separately (not counted as cash)
Store credit vouchers: Note separately (not counted as cash)
IOUs or personal items: Note separately (not counted as cash)

Timing: For a register with moderate activity ($2,000-5,000 in sales), counting takes 5-10 minutes if you're organized, 15+ minutes if cash is disorganized.

6. Record Counts in the System¶

After physically counting, you enter your counts into the system:

Simple Close (Basic Total):

System prompts: "Enter total cash counted"
Enter the amount you calculated (e.g., "2,150.37")
Verify: Double-check you typed the correct amount
Proceed: Click Confirm to move to reconciliation

Currency Close (Detailed Denomination):

System provides input fields for each denomination: $100s, $50s, $20s, $10s, $5s, $1s, quarters, dimes, nickels, pennies
Enter the count for each denomination (e.g., $20s: "45" means 45 twenty-dollar bills = $900)
System calculates total automatically as you enter amounts
Verify all entries before confirming
Proceed: Click Confirm when all denominations are entered

Which method does your register use? Ask your manager if you're unsure -it depends on store configuration.

7. Review Reconciliation¶

The system now performs the automatic calculation and shows you the results:

Expected cash balance (calculated from: Opening + Sales - Refunds - Pulls + Additions)
Your counted cash balance (what you physically counted)
Over/Short amount (the difference)
Detailed breakdown showing each component of the calculation

What to do at this step:

Read carefully: Don't just scan -verify each number makes sense
Does the expected total seem right? For example, if you opened with $150 and had $3,000 in sales with no refunds, expected should be around $3,150
Does your count seem right? If expected is $3,150 but you counted $2,650, you're $500 short -that's significant
Investigate obvious errors: If amounts seem way off, STOP and ask for help before proceeding

8. Address Over/Short Amounts¶

Most important rule: Do NOT ignore discrepancies.

If Balanced (Counted = Expected):

Perfect scenario: No discrepancy
Next steps: Proceed to confirm close -nothing to investigate
Very common: Happens regularly with careful counting

If Over (Counted > Expected):

Example: Expected $3,150, counted $3,152 (over $2)
Small overage ($1-5):
Usually acceptable -minor rounding errors, customer gave extra change, etc.
Manager may not require investigation
Proceed to close
Moderate overage ($5-20):
Requires manager notification -investigate before closing
Possible causes: Previous operator error, undisclosed additions, returned/refunded item not properly recorded
Do NOT proceed without manager approval
Large overage ($50+):
STOP immediately -do NOT close
Alert manager -this requires investigation
Could indicate serious system error or security issue

If Short (Counted < Expected):

Example: Expected $3,150, counted $3,145 (short $5)
Small shortage ($1-5):
Usually acceptable -minor counting errors, rounding
Many stores tolerate up to $5 short per shift
Manager may approve closing
Moderate shortage ($5-20):
Requires manager investigation
Recount to verify accuracy before proceeding
Could indicate: Counting error, unreported discount given, arithmetic error
Do NOT proceed without manager approval
Large shortage ($50+):
STOP immediately -do NOT close
Alert manager immediately
Requires formal investigation before closing can proceed
Possible causes: Missing cash, system error, theft, discount not recorded, cash paid out without documentation
May require incident report

Manager's Role at This Step: - Verifies reconciliation is accurate - Approves or investigates discrepancies - Authorizes proceeding with close if discrepancy is acceptable - Documents any over/short for accounting purposes

9. Confirm Close (Final Step)¶

Once you and/or your manager approve the reconciliation:

Click Confirm to finalize the closing procedure -this action is PERMANENT and IRREVERSIBLE
The system locks all transactions from your shift -they cannot be modified or edited
No additional sales can be processed on your drawer
The close is recorded in the audit system with date, time, amounts, and operator ID
You're officially off the hook for any further transactions on this drawer

What happens after confirmation:

Brief processing (1-2 seconds)
Closing receipts begin printing automatically

10. Review Closing Reports (Critical)¶

Multiple reports print automatically after close confirmation -review ALL of them:

Z-Tape (Most Important):

Official closing report required for audit purposes
Contents: Transaction by transaction listing, totals by payment method, discounts, refunds, tax, opening/closing counts, over/short amount
Who needs this: Manager, accounting, auditors
Do NOT lose this: It's a critical document
Verify readability: If ink is faded or paper jammed, reprint immediately

Cash Count Receipt:

Documents your counts: Opening amount, closing amount, what you counted
Audit trail: Shows date, time, operator ID
Your copy: Keep for your records

Over/Short Summary:

Shows any discrepancy and reason code (if applicable)
Manager's reference: Used for accounting adjustments
Keep for records: Attach to closing packet

Receipt Reprint Receipt:

If reprinting: Documents what was reprinted and when

What to do with reports:

DO NOT discard: These are permanent audit records
Keep together: Clip or staple all closing reports together
Give to manager: Hand to manager at end of shift for review and filing
Keep one copy: You may want to keep a copy for your records

If reports don't print clearly:

Alert manager immediately
Reprint using F12 (Reprint Cash Count)
Verify legibility: Printer must have paper, ink, and no jams
Do NOT proceed until Z-Tape is clearly printed

11. Secure Cash¶

After closing is confirmed and reports are printed:

Count the cash one more time (quick verification to ensure nothing got mixed up)
Place cash in secure location:
Manager's lockbox
Register safe
Night deposit bag (if your store uses these)
Whatever your store's procedure requires
Follow store procedures: Different stores may have different cash handling rules
Account for everything: Make sure all counted cash is accounted for and stored
Get receipt: If giving cash to manager, have them sign or receipt it to confirm handoff

Why this matters: Once you've closed and secured cash, you're officially off shift. The cash is now the manager's responsibility.

12. Log Out (Final Step)¶

Your shift is almost complete:

Once drawer is closed, you can log out (not required to do immediately, but typically done next)
Press F10 or click Log Out from the Home Page
Confirmation appears: System asks "Are you sure you want to logout?"
Click Confirm to proceed
System returns to login screen:your session is officially ended
Your session is locked: All your transactions, times, and actions are now permanent

After logout:

Communicate to the next operator that the drawer is ready
Provide handoff information if relevant (unusual situations, pending issues, etc.)
Your shift is officially complete
You're released from all financial accountability for the day