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Opening Procedure

Prepare your register for the shift by performing the opening cash count and drawer verification.

Overview

The Opening Procedure is the first step when starting your shift. This process:

  • Establishes the starting cash amount in your drawer
  • Creates an official audit record of your opening count
  • Verifies drawer hardware functionality
  • Enables you to begin sales operations

All operators must complete the opening procedure before processing sales.

Step-by-Step Opening Process

The opening procedure takes approximately 5-7 minutes and is your first critical task of the day. Follow each step carefully because this establishes your financial accountability for the entire shift.

1. Log In to the Register

  • Enter your username and password using your assigned credentials (provided by your manager)
  • Wait for authentication (typically 2-3 seconds for the system to validate your login)
  • The Home Page displays once authentication succeeds -you're now logged in and ready to begin operations
  • If login fails: Check that Caps Lock is OFF (passwords are case-sensitive) and verify you typed credentials correctly. Contact your manager if issues persist.

2. Initiate Process Sales (F1)

  • Press F1 (or click the "Process Sales" button on the Home Page)
  • What happens next: If the drawer hasn't been opened yet for the day, the system automatically prompts you with a Cash Count dialog instead of going directly to the sales screen
  • First-time detection: The system checks if a drawer is already open for this register. If not, it knows you need to open one.
  • Timing: This happens immediately -no loading time

3. Receive Opening Count Prompt

  • A Cash Count dialog appears on your screen with fields to enter the amount
  • The dialog displays: Your register ID, the current date/time, and input fields for the opening amount
  • Purpose: This prompts you to physically count the cash and enter the verified amount
  • No default values: The system does NOT assume an amount -you must physically count and enter it yourself
  • System may show expected amount: If configured, it might display what it expects based on yesterday's closing, so you can verify if amounts match

4. Count Physical Cash

This is the most critical step -take your time and count carefully:

  • Open the cash drawer physically by pulling the handle (the drawer is controlled by the receipt printer and may auto-open when prompted)
  • Remove everything from the drawer -don't try to count while items are inside
  • Count all denominations separately:
  • Bills: Count $100s, $50s, $20s, $10s, $5s, $1s separately, then add the subtotals
  • Coins: Count quarters, dimes, nickels, pennies separately, then add the subtotals
  • Other: Gift cards held in drawer, store credit slips, IOU notes (note them but don't count as cash)
  • Include all payment methods if applicable:
  • All bills and coins (obviously)
  • Gift cards or store credit vouchers (if held in drawer -note these separately)
  • Petty cash or float amounts (note separately)
  • Do NOT count personal items or non-monetary items
  • Double-check your math: Add each denomination twice to verify -errors at opening create problems all day

Pro tip: Use a counting tray or organize bills in stacks of 10 to make counting easier and faster. Many experienced cashiers take 2-3 minutes, while newer staff might take 5-7 minutes.

5. Enter Opening Amount

  • In the Cash Count dialog, locate the input field for the opening amount
  • Enter the total you counted (e.g., if you counted $150.37, enter "150.37" or "150")
  • Verify the amount is correct before confirming -this is not easily reversible once you proceed
  • Click Confirm to record the opening count and lock in your opening balance
  • What happens after confirmation: The system records this amount permanently and calculates all expected balances based on this starting point

6. System Records Opening

The system automatically records and stores:

  • Opening cash amount (exactly as you entered it)
  • Date and time (automatically stamped by the system -down to the minute)
  • Operator ID (your username -creating your accountability)
  • Register ID (which register you're working on)
  • Audit trail entry (permanent record that's part of your shift history)
  • Expected balance calculation (system now knows it should equal: Your Opening + Sales - Refunds - Pulls + Additions)

7. Drawer Status Confirmed

  • The drawer is now officially "open" for your shift in the system
  • The drawer physically closes (receipt printer retracts it after you remove the cash)
  • You can now process sales immediately -no additional setup needed
  • The Item Scan screen displays on your register, ready for the first customer
  • Status indicator on the Home screen changes from "Drawer Closed" to "Drawer Open" (if your system displays this)

8. Begin Sales Operations

  • Your register is fully ready to accept sales transactions
  • The drawer remains open for the entire duration of your shift (don't manually close it between sales -let the system manage it)
  • You can process customer transactions immediately and continuously until you close at shift end
  • Keep the drawer secure: Ensure it remains in view and is not left unattended during your shift

Opening Procedure Rules

Important Requirements

  • Must complete before sales: You cannot process sales without opening the drawer
  • Only once per shift: The opening count happens only at the start of your shift
  • Must be accurate: Count carefully; any discrepancy is recorded
  • Cannot be skipped: The system enforces the opening procedure

Tips for Accurate Counting

  1. Empty the drawer completely: Remove all cash and examine the drawer
  2. Count by denomination: Count bills in order (hundreds, fifties, twenties, etc.), then coins
  3. Use counter or table: Organize bills/coins in stacks for easy verification
  4. Verify total twice: Count again if amounts don't match your initial total
  5. Document discrepancies: If your count differs from expectations, note it and inform your manager

Common Opening Issues

Problem: Drawer Won't Open

Cause: Physical drawer jam or printer malfunction

Solution:

  1. Check that receipt printer is powered on
  2. Gently pull the drawer handle to verify it's not stuck
  3. Try the opening procedure again
  4. Contact IT support if the drawer remains stuck

Problem: Can't Find Cash Count Dialog

Cause: Dialog may have closed or system error

Solution:

  1. Press F1 again to trigger the Process Sales function
  2. The Cash Count dialog should reappear
  3. If it doesn't, try closing and reopening the POS application
  4. Contact manager if the issue persists

Problem: Opening Amount Doesn't Match Expectations

Cause:

  • Previous operator didn't close properly
  • Cash was added/removed without recording
  • Reconciliation issue

Solution:

  1. Verify with the previous operator what amount should be in the drawer
  2. Count the cash again to confirm your total
  3. Enter the amount you counted (not the expected amount)
  4. Inform your manager of any discrepancy
  5. Your manager may need to adjust the count or investigate the difference

Problem: Already Have Cash in Drawer Before Opening

Cause: Register assignment or previous shift setup

Solution:

  1. Count all cash currently in the drawer
  2. Enter that total as your opening amount
  3. Coordinate with your manager to understand the situation
  4. Your opening count will reflect what's actually in the drawer

Opening Procedure Tips

Best Practices:

  • ✓ Arrive early to have adequate time for opening
  • ✓ Perform opening count when register is quiet and focused
  • ✓ Verify equipment (printer, scanner, drawer) during opening
  • ✓ Note any equipment issues to report to management
  • ✓ Confirm opening receipt prints (shows opening amount recorded)
  • ✓ Keep opening paperwork for audit purposes

What NOT to Do:

  • ✗ Rush through the opening count
  • ✗ Guess at amounts -count physically
  • ✗ Skip the opening procedure
  • ✗ Add extra cash to drawer before opening
  • ✗ Close and reopen the drawer during your shift (this causes confusion)
Home Page

Register main screen and functions

Process Sales

Begin sales transactions

Closing Procedure

End-of-shift cash reconciliation

Pull Drawer

Remove cash mid-shift

Remember

The opening procedure establishes your starting cash balance for audit purposes. Count carefully and report any discrepancies to your manager. This opening count is compared to your closing count at end of shift.