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Reconcile cash and close a shift

Close a shift from recorded activity and a physical cash count. Expected cash is calculated from opening cash, cash sales, cash refunds, and recorded cash movements; counted cash is entered by the operator.

Before you begin​

  • Finish or hand off incomplete sales.
  • Record legitimate cash-in and cash-out movements with a reason.
  • Keep the drawer under the control of the employee performing the count.
  • Confirm you are closing the intended location and shift.

During the shift​

Use Cash movements for non-sale drawer activity such as an approved float addition or petty-cash removal. Do not represent a sale as a cash movement. Record the amount, direction, and concise operational reason at the time it happens.

Close the shift​

  1. Open Shifts or Day close and select the active shift.
  2. Review opening cash, cash sales, cash refunds, and cash movements.
  3. Count the physical drawer independently and enter the closing amount.
  4. Review expected cash and the calculated difference.
  5. If prompted, enter a variance note that states what is known without guessing.
  6. Submit once, then wait for the resulting status.
flowchart TD
  A[Count drawer] --> B[Enter closing cash]
  B --> C[Nox Billings calculates variance]
  C --> D{Within configured threshold?}
  D -->|Yes| E[Shift closes]
  D -->|No| F[Pending approval + variance note]
  F --> G{Manager decision}
  G -->|Approve| E
  G -->|Reject| H[Review and resolve]

Review a variance​

Managers and Owners reviewing a pending close should compare:

  • opening cash;
  • recorded cash sales and refunds;
  • each cash movement and its reason;
  • counted closing cash;
  • authoritative variance and operator note;
  • timing and audit events.

Approve or reject based on business policy. Reopening a closed shift is a controlled action and requires an audit reason where available; it should not be the default correction method.

Expected result​

The shift ends as Closed or Pending approval, with its recorded totals, counted cash, expected cash, variance, note, and decision history available for review.

Recovery​

  • Close request times out: reload the shift before retrying. A close may already have been recorded.
  • Expected cash looks wrong: check payment methods, refunds, and cash movements; do not alter counted cash to make the variance disappear.
  • Wrong amount entered: follow the review/reopen policy and record why; never rewrite audit history.
  • Shift remains pending: an eligible Manager or Owner must review the underlying details.