13.4 Till Closing

13.4 Till Closing

Standard Operating Procedure (SOP)
Version: V2 | Effective Date: October 2025
Review Date: October 2026 | Document Owner: Operations Manager

Purpose

This SOP establishes standardized procedures for closing the till at the end of each shift at Little Coffee Bean Co locations. It ensures accurate cash flow tracking between shifts, proper reconciliation, and accountability for all cash transactions.

Scope

This procedure applies to all staff members who operate the till system at Little Coffee Bean Co locations, including baristas, shift supervisors, and store managers. The till must be closed and counted at the end of every shift before handover to the next team member.

Equipment Required

  • ODOO Till System (tablet/terminal)
  • Cash counting surface (clean, secure area)
  • Connect App (for incident reporting if needed)
  • Power supply for till system

Procedure

13.4.1 When to Close the Till

Close the till at the end of each shift before handover:

  • Before leaving your shift and handing over to the next team member
  • At the end of the business day (final shift)
  • When requested by management for spot checks or audits
  • During shift changes (morning to afternoon, afternoon to evening)

💡 Best Practice: Allow 10-15 minutes at the end of your shift to complete the till closing process properly. Do not rush this critical procedure.

13.4.2 Till Closing Process – Step by Step

Step 1: Access the Till Menu

  • Open the menu by clicking the three bars at the top right of the till screen
  • The menu will display all available options

Step 2: Select Close Register

  • From the menu, click “Close Register”
  • The system will prepare the closing form

Step 3: Count Your Cash

  • Remove the cash drawer from the till (if applicable)
  • Count all cash in the till drawer carefully
  • Count each denomination separately (notes and coins)
  • Double-check your count for accuracy

⚠️ Important: Count cash in a secure area away from customers. Never leave cash unattended during counting.

Step 4: Enter Cash Amount in ODOO

Option A: Enter by Denomination (Recommended)

  1. Click the “Cash” button on the closing screen
  2. Individually add the total amount of each denomination:
    • £50 notes
    • £20 notes
    • £10 notes
    • £5 notes
    • £2 coins
    • £1 coins
    • 50p, 20p, 10p, 5p, 2p, 1p coins
  3. The system will automatically calculate the total
  4. Click “Confirm”

Option B: Enter Total Amount Directly

  1. Add the total cash amount directly into the report field
  2. This method is faster but provides less detail

💡 Tip: Option A (by denomination) is recommended as it provides a detailed breakdown and helps identify counting errors.

Step 5: Review the Counted Amount

  • The counted amount will display in two places on the screen
  • Verify the amount matches your physical count
  • The system will compare your counted amount to the expected amount

13.4.3 Handling Discrepancies

What is a Discrepancy?

A discrepancy occurs when the cash counted in the till does not match the expected amount based on transactions recorded in the system.

If You Have a Discrepancy:

⚠️ Error Message: If you try to proceed with a discrepancy, you will receive an error message. The till will NOT allow you to close if the discrepancy is more than £10.

Steps to Resolve Discrepancies:

  1. Check for Cash In/Outs: Verify all Cash In/Out transactions during your shift are recorded, including:
    • End of day safe lifts
    • Change exchanges from the safe
    • Stock purchases paid with till cash
    • Petty cash withdrawals
  2. Verify Cash In/Out Amounts: Check that all recorded Cash In/Out amounts are correct in the system
  3. Check Safe Exchanges: Have you exchanged any money/change from the safe during your shift? Ensure it’s recorded
  4. Recount Your Till: Carefully recount all cash in the till drawer
  5. Check for Errors: Look for common mistakes:
    • Miscounted coins or notes
    • Notes stuck together
    • Cash left under the till drawer
    • Unrecorded refunds or voids

If Discrepancy Persists:

  • Document the issue clearly on the closing form
  • Report the issue to the duty manager immediately via the Connect app
  • Complete the company online Incident Report Form
  • Do not leave your shift until the issue is resolved or documented

⚠️ Critical: Discrepancies over £10 will prevent till closure. You must resolve the issue or escalate to management before leaving your shift.

13.4.4 Complete the Till Closing

Step 6: Close the Register

  • Once all discrepancies are resolved (or within acceptable limits)
  • Click “Close Register” to finalize
  • The system will generate an end-of-shift report

Step 7: Review the End Screen

  • The final screen will display:
    • Total cash counted
    • Expected cash amount
    • Discrepancy (if any)
    • Transaction summary for your shift
  • Review this information for accuracy

Step 8: Secure the Till

  • Return cash drawer to the till (if removed)
  • Ensure the till is plugged in and left on
  • Lock the till drawer (if applicable)
  • Secure the area before leaving

13.4.5 Handover to Next Shift

Before Leaving:

  • Inform the next shift team member that the till has been closed and counted
  • Communicate any issues or discrepancies
  • Ensure the till is ready for the next shift to open
  • Confirm the till system is functioning properly

Quality Checks

Before closing the till:

  • ✓ All transactions for your shift are complete
  • ✓ No customers are waiting for service
  • ✓ All Cash In/Out transactions are recorded
  • ✓ You have sufficient time to complete the process properly

After closing the till:

  • ✓ Cash count matches system records (within acceptable limits)
  • ✓ All discrepancies are documented and reported
  • ✓ Till is plugged in and left on
  • ✓ Next shift is informed of till status
  • ✓ End-of-shift report is complete

Safety Notes

  • Cash Security: Always count cash in a secure area away from customer view. Never leave cash unattended
  • Personal Safety: If closing the till at the end of the business day, ensure you are not alone and the premises are secure
  • Accuracy: Take your time counting cash. Rushing leads to errors and discrepancies
  • Accountability: You are personally responsible for the accuracy of your till closing. Ensure all information is correct before finalizing

Troubleshooting

Problem Possible Cause Solution
Till won’t close due to discrepancy over £10 Counting error or unrecorded transaction Recount cash, check all Cash In/Out records, verify safe exchanges. Contact manager if unresolved
Cannot access Close Register option Till system error or permissions issue Restart the till system. If issue persists, contact manager or IT support
Cash count doesn’t match expected amount Unrecorded transactions, counting error, or theft Follow discrepancy resolution steps. Document and report to manager immediately
System freezes during closing process Software glitch or connectivity issue Do not turn off till. Wait 2 minutes. If still frozen, contact manager before proceeding
Forgot to record a Cash In/Out Human error Add the transaction before closing. If already closed, report to manager and complete incident form

Related Documents

  • SOP 13.1 – Till System Operations
  • SOP 13.3 – Paying for Purchases with Cash
  • SOP 13.5 – Cash Handling & Security
  • SOP 13.8 – End of Day Cash Reconciliation
  • Company Incident Report Form (Connect App)
  • Cash Handling Policy

Compliance & References

  • UK Financial Regulations
  • Company Cash Handling Policy
  • ODOO Till System User Guide
  • Data Protection Act 2018 (GDPR)

Document Control
Version: V2 | Effective: October 2025 | Review: October 2026
Approved by: Operations Manager | Company: Little Coffee Bean Co

This SOP is part of the Little Coffee Bean Co Standard Operating Manual. For questions or clarifications, contact your line manager or the Operations Team.