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Close drawer

The close drawer operation closes an active or open drawer. As part of the closing operation, you physically count the cash in the drawer and enter the amount in the Cash Actual field of the Close Out Balance dialog. This action enters the actual closing balance into Toast.

When the Close Out Balance dialog is first displayed, it looks like this example:

The Toast POS device showing the Close Out Balance dialog.

The cash labels provide the following information:

  • Cash Expected is the current balance of the cash drawer (starting balance plus the total of all cash entries). This is the amount of money that should be in the cash drawer.

  • Cash Actual is the field into which you enter the actual cash amount that you counted.

  • Difference indicates the difference between the Cash Expected and Cash Actual values. Depending on the amount variance, the Difference label will change to Cash Over, Cash Short, or No Difference followed by the amount.

The Comment field allows the employee to enter an optional comment (maximum of 45 characters). Comments are especially useful when there are overage or shortage variances in the closing balance. These closeout comments are listed in the Reports > Cash loss and management > Cash activity audit report. If the Comment field is left blank, the following default text is used:

  • Closeout Overage: "Close out balance is over"

  • Closeout Shortage: "Close out balance is short"

  • Closeout Exact: "Close out balance matches expected balance"

The Count Bills button brings up the Toast bill/coin calculator, which speeds up the cash-counting process by keeping track of the cash amount. When you exit the calculator, it enters the calculated amount into the Cash Actual field. Use of the Toast calculator is optional and does not affect the cash drawer closing procedure if you do not use the calculator.

In the Toast administration back-end, you can optionally configure confirmation thresholds that are applied when a cash drawer is closed:

  • Closeout Over/Short Max: A dollar threshold that, if exceeded, requires a manager to approve the closing of the cash drawer.

  • Closeout Over/Short Warning: A confirmation warning that is triggered if the closing balance is over or under a configured amount. For example, if the over/short threshold is $5.00 and the actual closing balance is $5.00 over or under the threshold, then a warning prompt is displayed to the employee about the variance. The employee must confirm the closing balance (note that this warning does not require managerial override). This warning is shown only if the employee has the Manager > Cash Drawers (Full) access permission; otherwise the warning is not shown as it contains cash balance information.

The two thresholds work independently of each other, so you can use either or both of them.

After you close the drawer, it appears on the Closed tab of the Cash Drawers screen. For more information on closed drawers, see Closed drawers.

To configure cash drawer closeout thresholds

  1. Access the Toast administration back-end.

  2. Choose Front of house > Order screen setup > UI options to open the UI Options page.

  3. To configure closeout thresholds, navigate to the Shift Review/Closeout section and configure one or both of these fields:

    • Closeout Over/Short Max: Enter a positive dollar amount to enable this feature, or enter $0.00 (or leave blank) to disable it. If the feature is enabled and the over/short variance exceeds the configured amount, managerial override is required to close the cash drawer.

    • Closeout Over/Short Warning: Enter a positive dollar amount to enable this feature, or enter $0.00 (or leave blank) to disable it. If the feature is enabled and the over/short variance exceeds the configured amount, a warning is displayed and the employee must confirm the closing balance.

  4. Save and publish your changes.

To close an active or open drawer

  1. If the cash drawer is closed, open it with the No Sale operation so that you can count the cash in the drawer.

  2. In the cash drawer, tap the Close Drawer button.

  3. In the Close Out Balance dialog, do the following:

    1. Count all the cash in the drawer. Optionally, you can use the Toast bill/coin calculator (available from the Count Bills button) to help you with the cash-counting task.

    2. In the Cash Actual field, enter the cash amount you counted. Be sure to enter the entire amount that is present in the drawer, including the starting balance amount. Note that if you use the Toast bill/coin calculator, it will enter the amount when you exit the calculator.

    3. Use the Comment field to enter any relevant information. The information provides a historical record of this closing instance.

    4. Tap Close Drawer.

    The Toast POS device showing the Close Out Balance dialog.
  4. If you have enabled the Closeout Over/Short Warning and the variance exceeds the threshold, the Confirm Closing Balance dialog is displayed. Tap Confirm to continue.

    The Toast POS device showing the Confirm Closing Balance warning.
  5. If the cash drawer configuration has the Reset Balance Type field set to Manual, you must manually enter the starting balance of the new cash drawer in the New Cash Drawer numeric keypad and tap Done.

    The Toast POS device showing the New Cash Drawer numeric keypad.

As a result, the current active or open drawer is closed and a new instance of the cash drawer is created. Information from the closed drawer operation is added to the Reports > Cash and loss management > Cash activity audit report.