Cash out: paying for things from the drawer

Halfway through service the supplier arrives with two sacks of rice and wants ₱1,800 in cash. You pay him out of the till, because that is where the money is. At close the drawer counts ₱1,800 short, nobody remembers why, and the cashier who happened to be on duty wears it.

Cash Out is the thirty seconds that prevents all of that. It records that money left the drawer, subtracts it from the cash the system expects to find, and files the payment under what it actually was.

Record a cash out

Go to POS → menu → Cash Out. Every account can reach it, including cashiers with no other permissions — the drawer goes short whether or not the person holding the cash is allowed into reports.

Fill in:

• Amount — what physically left the drawer.
• What was it for — one of the four types below.
• Paid to (optional) — the supplier or person who took the money.
• Note (optional) — what was bought.

Then tap Record Cash Out. The entry appears under Paid out today at the bottom of the same screen, with the time and who recorded it.

The two optional fields are optional in the way a receipt is optional. "₱1,800" tells you nothing next month. "₱1,800 — Aling Nena's Store — 2 sacks rice" is a document.

The four types

The type does not change the drawer maths — every payout reduces expected cash by the same amount. It decides where the money is understood to have gone.

Type	Who can record it	What it does to your figures
Stock purchase	Anyone	Leaves the drawer. Not an expense — the cost lands later as cost of goods when the stock sells.
Expense	Admins only	Leaves the drawer and counts against profit, under the category you pick.
Owner withdrawal	Anyone	Leaves the drawer. Not a business cost — it is your own money moving.
Other	Anyone	Leaves the drawer. Nothing else.

Choosing Expense writes a real entry on your expenses list, which is why it asks for a category and why it is restricted to admins. A cashier who needs to pay the LPG delivery should record it as Other or hand it to an admin — the screen says as much.

One thing Cash Out does not do: a Stock purchase payout records the money, not the goods. The sacks of rice still have to be received into inventory so recipe deduction has something to draw from.

Expected in drawer now

At the top of the screen, admins — and cashiers who have the Daily Sales permission — get a live Expected in drawer now panel:

• Starting float
• + Cash sales
• − Paid out

It updates as orders and payouts come in, so you can count the till at any point in the day and know immediately whether it agrees. Card and GCash are absent on purpose: that money never entered the box.

It is hidden from ordinary cashiers deliberately. Somebody who can read the target before counting can simply type it back, which is precisely what the over/short check at close exists to catch.

If no shift has been started today the panel counts from midnight with no float, and says so. Start a shift and the figure becomes meaningful.

At shift close

Every payout recorded since the shift opened is subtracted automatically:

Expected in Drawer = Starting Float + Cash Sales − Cash Paid Out

The − Cash Paid Out line only shows on a shift that had payouts, so a normal day still reads as two lines and a total. Everything else about closing a shift is unchanged: count the cash, enter it, read the over or short.

Where it shows up afterwards

• Reports → Cash Out — totals for the period split by type, and a full history table with the date, type, payee, note, who recorded it and the amount. It follows whatever date range the report is on.
• Manager's Daily Report — the cash reconciliation table gains a Paid Out column, so the printed or emailed copy explains its own drawer figures.
• Expenses and profit — only for Expense payouts, and only once. They are already inside operating expenses; the Cash Out tab is showing you the same peso from a different angle, not charging it twice.

Frequently asked questions

Does a cash out reduce my sales?

No. It is cash movement, not a sale reversal. Revenue is what you sold; a payout is money leaving the box afterwards. Your sales figures, per-cashier totals and best-seller lists are all untouched.

Should I use Cash Out or the Expenses page?

Ask where the money came from. Paid from the till → Cash Out, choosing Expense, which records both the expense and the drawer movement. Paid by GCash, bank transfer or from your own pocket → the Expenses page, because the drawer was never involved.

Why does my expense appear in two places?

Because it is two facts about one payment: an expense against profit, and cash that left the drawer. The Cash Out tab notes this on the page itself. It is counted against profit once.

I recorded the wrong amount — can I delete it?

There is no delete button; a payout is a record, like a closed shift. Record the correction as a note when you close the shift, so the over or short figure has its explanation attached. If the amount is significant, contact us.

The owner took ₱2,000 and put ₱2,000 back an hour later. What do I record?

Nothing, if it genuinely came back before the drawer was counted — the till balances by itself. Record it if the money came back on a different day, or if you want the movement visible: an Owner withdrawal on the day it left, and a note at close on the day it returned.

Can a cashier see how much has been paid out today?

Yes. Paid out today and its running total are visible to whoever is on the screen. It is only the expected-drawer figure that is gated.

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