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Cash Drops & Payouts (Admin)

Admin Manager

Use this page to check the cash drops, payouts and pay-ins recorded at the register during a shift.

Quick steps​

  1. In the admin panel, click Cash Drawers in the top menu.
  2. Find the shift (filter by Register, Status or date if needed) and click View.
  3. Scroll down to the Cash Drops table — each drop shows the time, who made it, the reason, the amount and any note.
  4. Below it, check the Payouts by Type card and the Cash Payouts table for cash paid out of the till.
  5. To see drops, payouts and pay-ins per staff member, click Shift summary by employee at the top of the page.
There's no separate page for this

Drops and payouts are recorded at the register and shown on each shift's page under Cash Drawers. To record one, see Cash Drops & Payouts (POS).

Common questions​

What's the difference between a drop and a payout? A drop moves cash from the till to the safe — it stays in the business. A payout is cash leaving the business, like paying a supplier.

Can I undo a drop or payout? Yes, but only at the register while the shift is still open. It needs the Reverse Cash Drops / Adjust Opening Float permission, or a manager's PIN.

Someone took cash out after the drawer was closed. That isn't a drop. Record it as a deposit after close on that shift's page.

Where are pay-ins (cash put into the till)? They're added into the Other cash line of the expected-cash breakdown, and listed per person in Shift summary by employee.

More detail: what drops and payouts are, and every reason

What Are Cash Drops and Payouts?​

Cash Drops​

A cash drop is the removal of excess cash from the register drawer during a shift. Cash drops reduce the amount of cash in the drawer, lowering the risk of theft and keeping the drawer manageable.

Common reasons for cash drops:

  • The drawer has accumulated a large amount of cash.
  • Store policy requires drops at specific intervals or thresholds.
  • Preparing a bank deposit mid-shift.

Payouts​

A payout is cash leaving the business through the register — paying a supplier, petty cash, or (at a gaming store) paying out a win. Unlike cash drops, which move cash to the safe and keep it inside the business, payout money is gone.

The reasons available are:

Reason (button on the register)Who sees itCounted as
Safe DropEvery storeDrop
OtherEvery storeDrop
Pay OutEvery storePayout — not a supplier, not gaming
Supplier (shown in the admin panel as Supplier Payout)Every storePayout, recorded against a specific supplier from your supplier list
Lottery PayoutGaming storesGaming payout
Machine PayoutGaming storesGaming payout, recorded against a specific gaming machine
Progressive PayoutGaming storesGaming payout

The supplier list on the register comes from the suppliers set up in the back office. Only active suppliers can be picked. If a supplier is later retired, its past payouts still show its name.

Both require an open drawer

Cash drops and payouts can only be performed during an active cash drawer session. They are recorded at the POS register by anyone with the Manage Cash Sessions permission, which clerks have by default. See Cash Drops & Payouts (POS) for the POS-side workflow.

Cash after the drawer is closed isn't a drop

A drop belongs to a shift that is still open and changes that shift's expected cash. Cash pulled from the till after a shift was closed is recorded as a deposit after close instead, which leaves the closed shift's over/short alone.

More detail: viewing drops and payouts

Viewing Cash Drops​

To view cash drops for a specific session:

  1. Log in to the Admin Panel.
  2. Click Cash Drawers in the top navigation bar.
  3. Click View on any session.
  4. If any drops were recorded, the session detail page shows a Cash Drops table listing each one with its time, who dropped it, the reason, the amount and any notes.

Cash drops affect the expected cash calculation displayed on the session detail page.

Viewing Payouts​

When a session has payouts, the same session detail page has a Cash Payouts table (with the supplier's name under each supplier payout, and a Machine column at gaming stores) and, above it, a Payouts by Type card. The card totals machine, lottery, progressive, supplier (with a line per supplier) and other payouts separately, and they add up to the session's Total Paid Out. See Cash Drawer Sessions.

Daily Close splits the day's payouts the same way: alongside the overall Payouts figure it shows Machine Payouts, Lottery Payouts, Progressive Payouts, Supplier Payouts and Other Payouts whenever there were any.

Reversing a drop or payout

A drop or payout can be reversed at the register while the session is still open (for example, to undo a wrong amount). Because a reversal raises what the drawer should hold — and so could cover a shortage — it needs the Reverse Cash Drops / Adjust Opening Float permission, which managers have by default. A clerk without it is asked for a manager's PIN, and when a manager approves that way the Activity Logs record who approved the reversal. Reversing puts the amount back into the drawer's expected cash and takes the entry off the session detail page, the Z-Report and the totals. The entry itself isn't erased — it's kept for audit. See the POS-side Reversing or Reprinting a Drop or Payout.

Cash-out receipts print at the register

Cash-drop and payout receipts print at the register, on the same receipt printer it uses for sales. There's no reprint in the admin panel — to reprint one, tap the entry in the register's Recent Sales list and choose Reprint.

More detail: pay-ins

Pay-Ins​

A pay-in is the mirror of a drop: cash going into the till mid-shift — a manager topping up the float from the safe, or a change order being broken into the drawer. Reasons are Add to Float, Change Order, Cash In and Other.

Pay-ins add to the expected cash rather than subtracting from it. On the session detail page they are folded into the Other cash line of the expected-cash breakdown rather than getting their own table. To see them attributed to a person, use Shift summary by employee from the session page — it has a Pay-Ins column alongside cash drops and payouts for each staff member. Each one is also listed on the register's count screen and, on a standard receipt printer, itemized on the printed Z-Report.

More detail: how drops change the expected cash

How Drops Affect Cash Calculations​

Cash drops reduce the expected cash in the drawer:

Expected Cash = Opening Float
              + Net Cash Added        (cash sales)
              - Cash Refunds
              - Cash Drops
              - Payouts
              ± Other cash            (tips, float corrections, pay-ins,
                                       counter payments, consignor payouts,
                                       pawn loan cash)

Everything that touched the till is in there. Other cash is the catch-all line that carries cash tips, mid-shift float corrections, pay-ins, and cash taken at the counter for house-account payments, store credit, gift cards, invoices, service jobs and pawn loan repayments, less any cash paid to consignors and pawn loan advances paid out in cash. It exists so the lines you can see always add up to the expected total — no cash movement can quietly go missing from the breakdown.

The session detail page shows the full breakdown; see Cash Drawer Sessions.

Unrecorded drops cause apparent shortages

If someone physically removes cash from the drawer without recording it as a drop in the system, the expected cash will be higher than the actual cash, creating an apparent shortage at close. Always record drops through the POS.

More detail: best practices

Oversight Best Practices​

For Cash Drops​

  1. Set a cash threshold. Establish a policy that drawers should never exceed a certain amount (e.g., $500). When cash approaches this threshold, a drop should be made.
  2. Record accurate amounts. The person making the drop should count the cash being removed and enter the exact amount.
  3. Add notes when relevant. Use the notes field to record context, such as "Afternoon deposit prep" or "Safe drop — will deposit tomorrow."
  4. Review within sessions. Check each session's cash drops when reviewing closed sessions.

For Payouts​

  1. Keep payouts small. Large business expenses should be handled through proper purchasing channels, not the register drawer.
  2. Require descriptions. Every payout should have a clear reason. Vague descriptions like "misc" should be questioned.
  3. Make sure vendors are paid under Supplier. Other is filed as a drop — money staying inside the business — and Pay Out lands in "other payouts". If staff use either for vendor payments, your totals read wrong even though the till still balances. Coach them onto Supplier, and make sure the suppliers they pay are set up in the back office so they appear in the list.
  4. At a gaming store, review Machine Payouts by machine. Because each one records which machine paid out, a machine that pays out far more than the others is visible rather than buried in a lump sum. Supplier payouts are kept out of the gaming totals, so the machine figure means machines only.

What's Next?​