Deposits

A deposit is cash removed from a restaurant to be deposited in a bank or other financial institution. A deposit should be the final cash management operation of the day. After all checks are closed, shift reviews are completed, and all cash drawers are closed, you can use the Deposit operation to enter the actual cash amount of the deposit into the Toast platform.

The deposit is the actual amount of cash that you will deposit in the bank. As such, the deposit amount does not include the sum of the starting balances for all cash drawers, because the starting balance cash is not deposited in the bank but remains in the cash drawers.

By entering deposits into the Toast platform, you can later view them in the Reports > Cash and loss management > Drawer history reports. You therefore have a historical record of these transactions, and can verify them against the deposit slips from your bank.

The following sections provide more information about cash deposits.

Viewing deposits in the Drawer History report

You can view the deposit amount in the Reports > Cash and loss management > Drawer history report. (The Reports > Cash and loss management > Cash drawer overview report also shows the deposit amount, but does not provide the detailed information of the Cash Drawer History report.) You can generate these reports from the Toast administration back-end.

Note

When you generate reports from the Toast administration back-end, keep in mind that the Reports > Cash and loss management > Cash drawer overview and Reports > Cash and loss management > Drawer history reports list cash deposits, while the Reports > Payments > Deposit totals overview report provides credit card deposit information.

A cash deposit is listed as an Actual Deposit in the Reports > Cash and loss management > Cash drawer overview report. In the Reports > Cash and loss management > Drawer history report, the left-most column has a deposits section that looks like this example:

The Toast POS device showing the Expected and Actual Deposits.

The fields show the following information:

  • Expected Deposit is the Actual Closeout Cash amount from all cash drawers minus the Starting Cash balances of all cash drawers. This is the expected amount of the deposit, although the Toast platform does not prevent you from making a larger or smaller deposit.

  • Actual Deposit is the amount of cash that you counted and recorded into the Toast platform with the Deposit operation. This is the cash amount that you are removing from your restaurant and depositing in a bank. A value of N/A means that a deposit has not been made.

  • Deposit Overage/Shortage is the difference between the Expected Deposit and Actual Deposit fields.

In the Cash Entries row, under the Total column, click View to display the Deposits section. This section provides detailed information for all the deposits that have been made for the day, as in this example:

The Toast administration back-end showing the deposits that have been made.

Note that the same information is also available in the Cash Management > Deposits screen on the Toast POS device.

Expected Deposits and Total Cash

The Reports > Sales > Sales summary report lists the Expected Deposit and Total Cash amounts:

  • Total Cash = Total cash payments minus adjustments (pay outs, cash ins, cash outs, closeout overages/shortages on drawers) minus all tips and gratuities.

  • Expected Deposit = Total cash payments in all cash drawers plus all cash collected during shift review, plus cash ins, minus cash outs, minus pay outs, minus tips/gratuities claimed during shift review.

The Expected Deposit and the Total Cash amounts on this report should match every day, as in this example:

The Toast POS device showing the Expected Deposits and Total Cash fields.

If the two amounts do not match, the discrepancy may be caused by one or more of the following reasons:

  • Uncollected cash: If a server has cash on hand but does not perform a shift review or does not collect cash during their shift review, the Toast platform does not count that money in the Expected Deposit amount. However, the money is still included in the Total Cash amount, which means the Expected Deposit and the Total Cash amounts will differ.

  • Shift review and sales date mismatch: Total Cash is the system's automatic calculation of all cash sales on a given sales date minus all tips on that same sales date. If an employee finishes a shift review today for yesterday's sales, the Toast platform includes the tip out and cash collected amounts in today's Cash Drawer History report. However, because the tip out and cash collected amounts were not from today's sales date, a discrepancy will occur between the Expected Deposit and the Total Cash amounts.

  • Voiding payments from different cash drawers - Cash discrepancies can occur if a cash payment was taken at one cash drawer but voided at a different cash drawer. Payments taken at a cash drawer must be voided from the same cash drawer, otherwise the cash drawer balance will not be properly updated.

  • Other causes - Other events may result in cash discrepancies. For example, tips can be changed after shift review and cash payments can sync twice during Internet service interruptions.

If you still cannot identify the reason for the cash discrepancy, contact Toast support for assistance.

Deposit Summary in the Z Report

You can configure the end-of-day Z Report to display a deposit summary. To do so, choose Front of house > Order screen setup > UI options on the Toast administration back-end to open the UI Options page, navigate to the Z Report Configurations section, and enable the Deposit Summary option.

When configured to include the deposit summary, the Z Report shows the following information:

  • The Current Status section lists the number of actual deposits. If you tap the View button, you can see the actual deposits in the Deposits screen on the Toast POS device.

  • The Deposit Summary section lists the expected and actual deposit amounts, as well as information about each deposit.

Both sections are illustrated by the following example:

The Toast POS device showing an actual deposit in the Z Report.

Entering deposits

You can enter deposits from the Toast POS device and from the Toast administrative back-end.

Entering deposits from the Toast POS device

Deposit operations made on the Toast POS device do not require any configuration in the Toast administration back-end or the Toast POS device. The only requirement for the Toast POS device is that the restaurant employee must have the Cash Drawers (Full) permission.

To enter a deposit from the Toast POS device

  1. On the device, tap the Toast logo in the top corner until the Toast POS home screen appears.

  2. Navigate to the Cash Management section and select Deposits.

  3. On the Deposits screen, select Add Deposit.

  4. On the Add Deposit dialog, do the following:

    The Toast POS device showing the Add Deposit dialog.
    1. Count the cash and then enter the deposit amount in the Actual Deposit field.

      Alternatively, you can select Count Bills to use 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 Actual Deposit field. Use of the Toast calculator is optional and does not affect the deposit procedure if you do not use the calculator.

    2. Tap Add Deposit.

As a result, a Deposit action for the amount is entered in the Deposits screen, with the name of the employee who entered the deposit, as shown in this example:

The Toast POS device showing the Deposits screen.

A Deposit slip is also printed, with the restaurant name at the top followed by this information:

  • House Bank is the account name in which the money was deposited.

  • By lists the name of the employee who made the deposit.

  • Cash is the deposit type and lists the individual deposit amount.

  • Total lists the total deposit amount.

  • Employee Signature is a signature line for the employee who made the deposit.

  • Manager Signature is a signature line for the manager.

Entering deposits from the Toast back-end

Deposit operations made from the Toast administration back-end do not require any configuration.

Note

To add a deposit for a past date, managers must have both the Managers > Cash Drawers (Full) and the Restaurant Admin > Edit Historical Data permissions.

To enter a deposit from the Toast administration back-end

  1. Access the Toast administration back-end.

  2. Choose Reports > Cash and loss management > Drawer history to open the Cash Drawer History report.

  3. In the left-most column, scroll down to the Cash Entries row and click View.

  4. In the Deposits section, click Add Deposit.

  5. On the Add Deposit dialog, enter the deposit amount in the Amount field and click Submit.

As a result, a Deposit action for the amount is entered in the Deposits section, with the name of the employee who entered the deposit.

Undoing deposits

You can undo deposit entries from the Toast POS device or from the Toast administration back-end. When you undo a deposit, the original Deposit action remains listed on the Deposits screen and a new Undo Deposit action is added. Also, the Actual Deposit amount in the Cash Drawer History report is adjusted to account for the undone entry. For example, if you undo a Deposit entry of $50, the original $50 Deposit entry remains listed in the Deposits screen, a new $50 Undo Deposit entry is added, and the Actual Deposit amount is decreased by $50.

To undo a deposit from the Toast POS device

  1. On the device, tap the Toast logo in the top corner until the Toast POS home screen appears.

  2. Navigate to the Cash Management section and select Deposits.

  3. On the Deposits screen, tap the Deposit entry that you want to undo.

    The Deposit Details dialog displays, as in this example:

    The Toast POS device showing the Deposit Details dialog for a deposit entry.
  4. In the Deposit Details dialog, tap Undo Entry.

    As a result, an Undo Deposit action is added to the Deposits screen.

To undo a deposit from the Toast administration back-end

  1. Access the Toast administration back-end.

  2. Choose Reports > Cash and loss management > Drawer history to open the Cash Drawer History report.

  3. In the left-most column, scroll down to the Cash Entries row and click View.

    The Deposits section displays, as in this example:

    The Toast administration back-end showing the deposits that have been made.
  4. Find the deposit action you want to undo and click the icon in the Undo column.

  5. Click OK when you are prompted to confirm the undo deposit entry.

    As a result, an Undo Deposit action is added to the Deposits section.