Getting cash entries

The entries endpoint of the cash management API returns information about the following types of cash entry:

• CASH_IN - A restaurant employee puts cash in a cash drawer. This type of entry represents miscellaneous cash operations that are not handled by standard Toast POS functionality. Note that when a restaurant employee undoes a CASH_OUT cash entry, the system posts a CASH_IN cash entry for the same amount.

• CASH_COLLECTED - At the end of a shift, a restaurant employee puts cash collected during that shift into a cash drawer. This does not include cash transactions that are paid into a cash drawer at the time that the guest pays for a check. Note that when a restaurant employee undoes a TIP_OUT cash entry, the system posts a CASH_COLLECTED cash entry for the same amount.

• CASH_OUT - A restaurant employee removes cash from a cash drawer. This type of entry represents miscellaneous cash operations that are not handled by standard Toast POS functionality. Note that when a restaurant employee undoes a CASH_IN cash entry, the system posts a CASH_OUT cash entry for the same amount.

• NO_SALE - A restaurant employee opens a cash drawer and does not make a change to the cash balance. For example, a restaurant employee might perform a no sale transaction to make change for a guest. The restaurant employee can select a pre-configured reason to explain the nature of the no sale transaction.

• PAY_OUT - A restaurant employee removes cash from a cash drawer to pay for goods or services. Pay out reasons are configured in Toast Web. For example, an employee might pay cash for a window washing service.

• TIP_OUT - A restaurant employee removes cash from a cash drawer to pay non-cash tips or gratuities to restaurant employees. For example, a tip out entry might pay tips that were entered in credit card payments. Note that when a restaurant employee undoes a CASH_COLLECTED cash entry, the system posts a TIP_OUT cash entry for the same amount.

• UNDO_PAY_OUT - A restaurant employee puts cash in a cash drawer to undo a previous PAY_OUT cash entry

• DRIVER_REIMBURSEMENT - A restaurant employee removes cash from a cash drawer to pay a delivery driver for delivery driving expenses.

• CLOSE_OUT_EXACT - A restaurant employee closes a cash drawer and the close out balance is equal to the expected balance.

• CLOSE_OUT_OVERAGE - A restaurant employee closes a cash drawer and the close out balance is greater than the expected balance.

• CLOSE_OUT_SHORTAGE - A restaurant employee closes a cash drawer and the close out balance is less than the expected balance.

The following example curl command sends a GET request to the entries endpoint.

Get all cash entries made on a specific business date

curl -X GET \
-H "Authorization: Bearer eyJzI1NiJ9hbGciOiJSU.eyJhd9yaXR5Ij
oiQ1JVTkNIVElNRSIsInJzR3VpZCI6IjE4YzQ5YWJlLWFlODItNGFlYy04ND
M1LWJhYTRjMjVlYTY2MiIsInNjb3BlIjpbImxWQiOlsidG9hc3QiXSwibmFt
aW5nQXV0aGhYm9yIiwib3JkZXJzIiwidXNlcm1nbXQiXSwiZXhwIjoxNDg0M
zg5ODUwLCJqdGkiOiJlMDYzZjJkMy1jNGYyLTRiZjItODJmNi01MTg1NWMzZ
DAxM2YiLCJjbGllbnRfaWQiOiJjcnVuY2h0aW1lIn0.X1_0y9Hzj5F9gdOw2
o6VSYTyZwooAJiFMDmNakbZrtiUdYwLzuLwLpCMQzX5pKYtOqDUz_cetGJL3
txKL1L-K2j1Enoq8An8hEM6e8J0KdAiwrYFO3W3CmWedaoz95K9ghNZVCs28
Td2Sp3Ix3fObxbrvanocx9_OT8S9uM8hdSXmBI_ykTWvOVgK4hO24V3DJy4b
9bz1FtgOvrClhELxCe8dJy7jiwAR60xczlCF5rna98RMLN6zY4ffjmljKFZ6
QV0KkVppWjEiJn7oFHiIylCX1sSg7sddrGatj0xJzts3GJ8u8_lryUNHaEvJ
dWq4Yzwo007AMgxjH9d241Y-g" \
-H "Toast-Restaurant-External-ID: 4622e7a9-b4be-3fef-9220-b3dad273e0b4" \(1)
https://[toast-api-hostname]/cashmgmt/v1/entries?businessDate=20190917(2)

• (1):

  Use the Toast-Restaurant-External-ID request parameter to specify the GUID of the restaurant from which to retrieve cash entries. The GUID must be for an individual restaurant, not the GUID for a restaurant group or management group.

• (2):

  Use the businessDate request parameter to specify the date (in yyyyMMdd format) on which the cash entries were created.

The following example shows a CashEntry object in the response data from the entries endpoint.

CashEntry object in entries endpoint response data

[
  {
    "guid": "090f0e10-5469-4e86-a9d7-4c72eca366d7",(1)
    "entityType": "CashEntry",
    "date": "2019-09-17T15:32:49.844+0000",(2)
    "reason": "buy window cleaning supplies",(3)
    "amount": -25,(4)
    "payoutReason": {(5)
      "guid": "9bad959b-250e-4b0d-9b13-a1a52026474c",
      "entityType": "PayoutReason"
    },
    "cashDrawer": {(6)
      "guid": "30795302-5fc9-461c-b314-ac8ea6e55cd5",
      "entityType": "CashDrawer"
    },
    "undoes": null,(7)
    "noSaleReason": null,(8)
    "employee1": {(9)
      "guid": "9659c962-7a8a-43ec-9343-47cafb68e83b",
      "entityType": "RestaurantUser",
      "externalId": null
    },
    "type": "PAY_OUT",(10)
    "employee2": null(11)
  }
]

• (1):

  The GUID of this CashEntry object.

• (2):

  The date and time when the cash entry was made.

• (3):

  A descriptive comment entered by the restaurant employee when the cash entry was made. For undone cash entries, a hard-coded reason (such as Undo Pay Out) is provided by the system.

• (4):

  The US currency amount that the restaurant employee removed from (for negative amounts) or added to (for positive amounts) the cash drawer.

• (5):

  The GUID of the pre-configured pay out reason for this PAY_OUT cash entry. The value is null if the cash entry is any type other than PAY_OUT.

• (6):

  The GUID of the cash drawer in which the cash entry was made.

• (7):

  The GUID of the cash entry that was undone. The value is null if this cash entry does not undo a previous cash entry.

• (8):

  The GUID of the pre-configured no sale reason for a NO_SALE cash entry. The value is null if the cash entry is any type other than NO_SALE.

• (9):

  The GUID or external identifier of the restaurant employee who made the cash entry.

• (10):

  The cash entry type for this transaction.

• (11):

  The GUID of the restaurant employee who approved this transaction. The value is null if approval was not needed.

Undone Cash Entries

When restaurant employees undo cash entries, the reason and type values of the resulting undo cash entries are as follows:

• CASH_IN entries are undone by CASH_OUT entries that have a reason value of Undo Cash In and a type value of CASH_OUT.

• CASH_OUT entries are undone by CASH_IN entries that have a reason value of Undo Cash Out and a type value of CASH_IN.

• CASH_COLLECTED entries are undone by TIP_OUT entries that have a reason value of Undo Cash Collected and a type value of TIP_OUT.

• TIP_OUT entries are undone by CASH_COLLECTED entries that have a reason value of Undo Tip Out and a type value of CASH_COLLECTED.

• PAY_OUT entries are undone by UNDO_PAY_OUT entries that have a reason value of Undo Pay Out and a type value of UNDO_PAY_OUT.

Note that you should include undone tip out cash entries when you are calculating expected cash deposits.