13.4 Shift Cashing Up Form

13.4 Shift Cashing Up Form

Version: V2
Last Updated: October 2025
Category: Cash Handling / Till Systems

Purpose

To establish a standardized procedure for closing the till at the end of each shift, ensuring accurate cash reconciliation and preventing discrepancies.

Scope

This procedure applies to all staff members responsible for closing the till at the end of their shift.

Equipment Required

  • Till system
  • Calculator
  • Pen
  • Cashing Up Form
  • Safe Log Form (Section 13.5)

Procedure

1. When to Cash Up

Complete the cashing up procedure at the end of each shift before handing over to the next staff member. This ensures clear and accurate cash flow between shifts.

2. Authorization Requirements

Before beginning the cashing up process:

  • Ensure you have completed all transactions for your shift
  • Notify the duty manager that you are ready to cash up
  • Ensure the next shift staff member is ready to take over

3. Opening the Till Menu

The cashing up form is located within the till system:

  1. Click the three bars at the top right of the till screen
  2. Select “Close Register” from the menu

4. Counting Cash

There are two options for counting and entering the cash amount:

Option A: Count by Denomination

  1. Click the “Cash” button
  2. Individually add the total amount of each denomination (£50, £20, £10, £5, £1, 50p, 20p, 10p, 5p, 2p, 1p)
  3. Click “Confirm”

Option B: Enter Total Amount

  1. Count all cash in the till
  2. Add the total amount directly into the report field

5. Verifying Amounts

The counted amount will display in two places on the screen. Verify that:

  • The counted amount matches your physical count
  • The system expected amount is displayed
  • Any discrepancy is clearly shown

6. Checking for Discrepancies

If there is NO discrepancy:

  • Proceed to close the register
  • Complete the end-of-shift procedures

If there IS a discrepancy:

For discrepancies UNDER £10:

  1. Check for any Cash In/Outs done during your shift that are not recorded (including end-of-day Safe Lifts)
  2. Check there has not been an error when carrying out any Cash In/Out – is the amount showing correct?
  3. Have you exchanged any money/change from the safe during your shift?
  4. Recount your till
  5. If the discrepancy remains, document on the form what the issue is
  6. Report the issue to the duty manager immediately via the Connect app
  7. Complete the company online Incident Report Form
  8. The till will allow you to close with discrepancies under £10

For discrepancies £10 OR MORE:

  1. The till will NOT allow you to close
  2. You will receive an error message
  3. Follow the same investigation steps as above
  4. Notify the duty manager immediately
  5. Do not attempt to force the till closure
  6. Wait for manager investigation and authorization
  7. Complete the Incident Report Form

7. Closing the Register

Once amounts are verified and any discrepancies resolved:

  1. Click “Close Register”
  2. The end screen will confirm closure
  3. Ensure the till is plugged in and left on
  4. Hand over to the next shift staff member

8. Documenting Errors

If at any point there are errors, discrepancies, or inaccuracies:

  1. Document on the Cashing Up Form what the issue is
  2. Report the issue to the duty manager immediately via the Connect app
  3. Complete the company online Incident Report Form
  4. Do not proceed until authorized by management

Quality Checks

  • ✓ Verify till amount matches system expected amount
  • ✓ Check for unrecorded cash movements during the shift
  • ✓ Recount if any discrepancy is found
  • ✓ Ensure all Cash In/Out transactions are recorded
  • ✓ Verify Safe Lifts are documented
  • ✓ Confirm manager notification for discrepancies

Safety Notes

  • ⚠️ Do not force till closure if discrepancy is £10 or more
  • ⚠️ Report all discrepancies to duty manager immediately
  • ⚠️ Complete Incident Report Form for all errors £10+
  • ⚠️ Do not attempt to manually override the till system
  • ⚠️ Ensure cash is secure during counting
  • ⚠️ Keep till area clear and organized during cashing up

References

  • Shift Cashing Up Form (till system)
  • Safe Log Form (Section 13.5)
  • Incident Report Form (Connect app)
  • Cash Handling Policy

This SOP is part of Little Coffee Bean Co’s comprehensive operational procedures. For questions or clarifications, contact your store manager or head office.