Cash drawer

Different options for using the cash drawers can be set up in the operator authorisations. The cash register function for this is called Open cash drawer .

Best practice: Fraud prevention with cash drawers

In businesses where goods and cash are in the hands of the operators at the same time - especially in quick service and retail - situations inevitably arise in which not every order is booked correctly. This is not an accusation, but a well-known reality. The temptation to accept cash without recording the transaction at the POS is particularly great for items that are often paid for appropriately.

However, as soon as a cash drawer is used, you have effective means at your disposal to significantly reduce these risks.

A central element is clear accountability:

Cash drawers only function as a control instrument if they are combined with a unique operator login. If several operators work with secret numbers at a POS, these are inevitably passed on - consciously or unconsciously. Controlling thus loses its basis. For this reason, we recommend key or card identification (see chapter Key and card identification): Best practice: checkout security starts with the lock

It is just as important to keep the cash drawer tidy.

If private stocks of change are kept in addition to the drawer, it can be assumed that these will be used as required without posting. Therefore, separate consistently:

  • Cash belongs exclusively in the cash drawer

  • Tips are given their own defined place - if desired

  • Cash outside the drawer at the POS is not permitted

Cash drawer with open level monitoring

A common manipulation is to keep the cash drawer permanently open (often only a small gap). Cash drawers with open level monitoring are available for this purpose and are comprehensively supported by Hypersoft. These reliably signal if the drawer is not closed correctly.

Consistently enforce change

The change function allows you to enter the amount received and calculates the change automatically.

With the option " change obligation in the operator authorisations, this entry is always required - even if the amount paid is correct. Practical experience shows that this simple measure significantly reduces cash register discrepancies and improves billing quality. In the event of anomalies, we therefore recommend that you always enforce the calculation of change.

Separate cash drawers

Many cash register models support the operation of two cash drawers on one receipt printer (via opening relays). This is particularly useful:

  • with several operators per shift

  • if there is no possibility of immediate shift accounting

  • if there are different responsibilities

In this way, cash holdings can be clearly separated and clearly allocated.

Monitor openings without turnover

If you allow the cash drawer to be opened without sales, this action should be specifically monitored.

Load openings can be counted and analysed using the compact operator report. Alternatively, a special info item "Open drawer" can be used, which is marked as a report article.

Shifts and cash transport during ongoing operations

If there are several layers, change trays with lockable lids are recommended.

These enable:

  • clean handovers between shifts

  • Allocation of differences to time periods

  • controlled cash transport

Depending on the model, systems with the same or different closures are available.

Conclusion:

Fraud is rarely caused by malicious intent, but by opportunities and a lack of structure.

Used correctly, cash drawers create transparency, protect honest employees and secure your sales - without a culture of mistrust.

Further topics: Directory: Best Practice

Cash drawer or spring cover drawer

Spring lid shutters open upwards, are particularly space-saving and stable. They are suitable for high customer frequency, as they can be served very quickly. Simple cash drawers are inexpensive and spacious.

Standard cash drawer view (in this illustration, a device with document insertion):

View of the spring lid drawer (integrated here):

 

Cash drawers are not cash boxes....

Make sure that some cash drawers have an emergency opener (e.g. for power failure below the drawer). You should secure it against unnoticed use with a seal, for example. Spring lid stores rarely have an emergency opener. In general, cash drawers can be opened without authorization even with light force.

Connect cash drawer

To set the control of cash drawers, start the programme Stations from the programme group System Settings. Select the desired station and press the Editbutton. Select the Peripheralstab.

Hypersoft POS and ePOS Tablet can control cash drawers. ePOS Tablet has a simple setting for the cash drawer in the set-up. Hypersoft POS can open cash drawer via the cash drawer function Open cash drawer when cashing. This function checks the settings in the operator authorisations and then controls the interface of the cash drawer.

The Open cash drawer function must therefore be present on the button (function macro) from which you expect the drawer to be opened. The function also checks whether an item has been posted - if no item has been posted, the cash drawer is not opened either. However, depending on the operator authorisation, opening without item booking can be permitted.

 

Element / Switch Function / Description

Monitor open status

and

Alarm after xx seconds

Some cash drawers can give a signal when they are open. So that we can monitor this condition. With the option Monitor open status a dialogue for information appears when the cash drawer is opened at the Hypersoft POS and booking at the cash register is not possible as long as the drawer is open.

If you also set a timer, an alarm tone is emitted after the set time has elapsed. The output of the alarm to the sound card (if available) is preferred, alternatively the PC loudspeaker is addressed. If you want to use this alarm tone, you should test whether it can be heard on your device.

Monitoring the cash drawer's open status involves two things. The operator should not be careless and allow strangers to access the contents of the cash drawer. Some operators collect with the drawer open, without booking, this should also be prevented.

In the operator authorisations, you can allow individual operators (usually senior staff) to book despite being open by deactivating Lock if open.
Connected via printer

It is usual to connect the cash drawer to the receipt printer. If no receipt printer is available, an external signal amplifier or a serial cash drawer can be used.

To allow the POS to command the receipt printer to open, select the appropriate printer and configure the pin assignment of your connection cable Pin 1 for cash drawer 1 and Pin 2 for cash drawer 2.
Optional opening sequence

Hypersoft recommended cash drawer and many others you can use directly, so without this setting.

Depending on the type of cash drawers, they must be opened with other commands (these are usually serially connected drawers). You can use it to store the commands required to open cash drawer. You must consult the manufacturer's operating instructions to find out the correct opening sequence and enter it here.

For the control of pin 2 special cables or Y-adapters are necessary.
Directly connected

If a cash drawer is directly connected, you can select the interface here.

At some cash terminals we support the direct interface of cash drawers. These models can be found at the end of the list. Apart from this selection, no other settings are required to operate the cash drawer.

Select special function cash drawer

If in the operator authorisations the switch select instead of cash drawer 1 or 2 is activated, a selection is offered when the operator logs on:

Only those cash drawers are displayed that have not yet been selected by other operators; if no cash drawer is free, no selection can be made and the message No free cash drawer appears.

A cash drawer is assigned for the respective cash station. If the operator is assigned to a cash drawer, then he can only open the selected cash drawer at the cash register where the assignment has taken place.

Manually unlock cash drawer...

The cash drawer assignment can be manually cancelled with the cash register function Release operator. This function calls up a list of operators and assigned cash drawers per station:

If you do not cancel the cash drawer assignment manually, this assignment is cancelled with a daily closing. The assignment is also cancelled if the operator completes.

Back to the overarching topic: Hypersoft POS Connections