Point of Sale
Cash Management – Float, Withdrawals and Deposits
3 min read#18
Manage cash in the POS and understand how different payment methods affect the cash balance.
Three operations:
| Operation | Description |
|---|---|
| Float | Starting amount at shift start |
| Deposit | Add cash to the register (e.g. top-up) |
| Withdrawal | Take cash out of the register (e.g. lunch expense, end-of-day pickup) |
How to:
- Open Cash management in the POS or via admin
- Choose operation (Float / Deposit / Withdrawal)
- Enter amount
- Write a note (optional, e.g. "Lunch withdrawal", "New float from the bank")
- Save
How payment methods affect the cash balance:
| Payment method | Affects cash balance? | Note |
|---|---|---|
| Cash | Yes – amount is added, change deducted in the base currency (SEK) | The only method that touches the physical drawer |
| Card / Swish | No – goes straight to your card acquirer / Swish account. Tip is logged separately | Card acquirer fees come out at settlement |
| Gift card | No – internal liability/revenue accounts (2421 → 3001). No cash flow | Booked as an internal ledger deduction |
| Loyalty points | No – internal discount accounts. Points deducted from the member's balance | Booked as an internal ledger deduction |
| Invoice | No – creates an accounts receivable entry, no money in the register | Paid later via bank transfer |
| Foreign currency (cash) | Yes – amount is booked in SEK at today's rate, the FX handling is logged in journal memory | Change is always given in SEK |
Running balance: The POS shows the current cash amount based on all of today's cash transactions (sales + deposits − withdrawals − card tips paid out in cash). Card, Swish, gift cards and points show up in the Z-report but do not affect the cash balance.
Important – verification:
- Always count the cash at shift change and compare to the system's expected balance
- Differences are logged as cash variance in the Z-report (helps responsibility tracking)
- A recurring 10–20 SEK variance is common (rounding, small coins) – report larger deviations in admin
Relation to the Z-report: When the day is closed, the Z-report aggregates:
- Total sales per payment method
- Tips (separated from sales)
- Cash variance (if you enter the counted balance)
- All deposits/withdrawals with notes
Tips:
- Always set a float at shift start – otherwise the system doesn't know how much "should" be in the drawer
- Use notes consistently ("Bank deposit 12 Mar") for traceability
- Large withdrawals should always require a manager PIN (configure in role permissions)
- With foreign currency, only the SEK equivalent is counted – store foreign notes separately and declare them in the Z-report
This feature is part of Vendion POS.
Curious how it looks in practice? Read more about the product or book a short demo.
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