Managing the Cash Drawer – Tekmetric

Overview

The Cash Drawer feature within Tekmetric can be used to reconcile your cash and checks on hand at the end of the day in order to close out the day properly. This feature allows you to:

• ​Enter the opening count for the day
• ​Track all relevant cash and check transactions for the day
• ​Enter petty cash in and out for the day
• ​Close out the day, including:
  • ​Making sure the cash count is correct
  • ​Choosing how much cash you want to leave in the drawer
  • ​Viewing the deposit total for the day
• ​Audit cash drawer history via reports
• ​Choose whether you want to require the drawer to be closed daily or not

Cash Drawer Permissions and Entry Point

You can choose which employees have access to the Cash Drawer feature within the Employee Permissions section of Tekmetric. There is a new Cash Drawer permission (located between the Payments and Reports permissions) that controls whether or not the employee can use the Cash Drawer feature.

The Cash Drawer permission is ON by default for the Shop Owner and Shop Admin employee role types.

The Cash Drawer feature is located in Reports > Financial Reports > Cash Drawer Report.

Even though the Cash Drawer feature is located in this section, an employee does NOT need Financial Report permissions to access the feature. You can just turn on the Cash Drawer permission and they'll be able to access it, even without the Financial Report permissions on.

Opening Drawer

• ​The Cash Drawer feature is located in Reports > Financial Reports > Cash Drawer Report. When you navigate to the Cash Drawer, you'll be taken to the "Active" page. From this page, you can open the drawer, add receipts, and close the drawer.
• ​At the beginning of the day, this entire page will be disabled except for the Open Drawer option. You must click the "Open Drawer" button in order to begin using all cash drawer functionality.
• ​The modal will appear, requiring you to enter the count of coins and bills in your drawer. You will be able to reference the previous day's ending balance. You can also provide a note if needed—this will be required if the balances do not match.

NOTE: Most shops will keep a round, easy-to-remember number between $100-300 cash in various bills and coins in the drawer at all times. If this is your first time using the Cash Drawer at your shop, you will want to start off by entering the starting amount you're planning to keep in the drawer at all times.

• ​Click the "Open Drawer" blue button. Once you open the drawer, you will see that the "Cash In" and "Cash Out" blue button options are now enabled on the Cash Drawer area, and the "Open Drawer" option has changed to a "Close Drawer" option.
• ​You and your employees can now start using the Cash Drawer feature throughout the day.

Note: If you forget to close the drawer from the previous day, you will see a banner letting you know that you must do so before opening the new day's drawer.

Using the Drawer & Entering Manual Receipts

As your shop uses Tekmetric throughout the day, any Cash transactions taken via the "Payments" tab inside Repair Orders will automatically be added to the Cash Drawer Report for you by the system. They show up under the "Active" line item list for the same date.

Automatically captured Cash transactions from Repair Orders, Counter Sales, and Refund Invoices cannot be edited from within the Cash Drawer. Users have to navigate into the actual RO, Counter Sale, or Refund Invoice in order to edit those types of cash transactions.

You have the ability to enter Cash In and Cash Out receipts within the Active Cash Drawer page for manual receipts or miscellaneous transactions.

Manual Receipts:

• ​Cash In Receipts represent petty cash or checks coming into your drawer for transactions that are NOT automatically captured by Tekmetric. You can select between Cash and Check in the Type drop-down. The only other required field is the Total.
• ​Cash Out Receipts represent petty cash that is leaving your cash drawer during transactions that are NOT already automatically captured in Tekmetric. This is for documenting situations like needing petty cash to buy lunch for your employees, pay for "Cash on Delivery" orders from part suppliers, or pay for a pick-up order at a parts store. All of these receipts will be considered cash (you cannot choose check as the type). Again, the only required field is Total.

Once you've entered receipts for the day, your table will show a mix of transactions that Tekmetric captures and manual receipts. Cash out is represented in red with a negative value, while Cash in is positive and black.

Manual Receipts can be edited as long as a few conditions are met:

• ​It's still the same day that the receipt was entered
• ​The drawer is not yet closed
• ​The person attempting to edit the receipt is the same person that entered the receipt originally

Viewing Transactions for the Day

Once the drawer is opened, you will be able to see all relevant cash and check transactions that Tekmetric automatically captures throughout the day. Things like payments on ROs, credit memos on return orders, refunds on ROs, purchase orders paid with cash, and many more transactions will automatically appear in the Cash Drawer table as they happen throughout the day. Only transactions for the current day's drawer will appear. Other history is displayed in the "History" section.

Closing the Drawer for the Day

Once you're ready to close the drawer for the day, you can follow these steps:

• ​

  Go to Reports > Financial Reports > Cash Drawer Report.

• ​

  Click the "Close Drawer" button.

• ​

  The first screen to appear will ask you to enter the quantity of all your coins and bills and the total value of any checks in your drawer.

• ​

  Click "Review Report" at the bottom. If the "Cash Over/Short" or "Check/Over Short" lines are not equal to $0, then you are required to enter in a note on the form. Otherwise, the closing drawer note is optional.

  • ​CASH OVER: If a message comes up about being over, this is normal, as the dollar amount in the yellow "Cash and Check Deposit Total" box is the amount you will take to the bank and deposit in your shop's bank account tonight.
  • ​CASH SHORT/UNDER: If a message comes up about it being short or under, then this is the amount missing from your Cash Drawer. It is recommended to close out the "Submit Report" window, double-check that all of the transactions have been entered into the system for the day correctly, then click the "Close Drawer" button and recount.
• ​

  In the "Ending Cash Balance" field, enter the amount you want to leave in the drawer at the end of the day (i.e., $100, 200, etc.). This will be the amount to stay in the drawer overnight, until you count the drawer the next morning to ensure the cash is still all there.

• ​

  If you're fully ready to close the Cash Drawer, you may need to add a "Closing Drawer Note" which is often the employee's name, date, and any other notes required.

• ​

  Click the blue "Finalize" button, and the system will instantly close out the drawer.

NOTE: Once the drawer is closed for the day, it cannot be re-opened.

Understanding the "Submit Report" Summary Pop-Up Window

Cash Section

• ​Starting Cash Balance: Balance that you entered when opening the drawer for the day
• ​Counted Cash on Hand: Total of cash counted in the previous step
• ​Calculated Cash Transactions: Sum of Cash Paid In, Cash Paid Out, and Cash Drawer Receipts
  • ​Cash Paid In: Cash Payments taken on ROs, Counter Sales, and within Accounts Receivable; Cash credit memos on Return Orders.
  • ​Cash Paid Out: Cash Refunds on ROs, Counter Sales, and Refund Invoices; Cash Payments in Accounts Payable; Cash payments on Purchase Orders and Sublets (outside of A/P)
  • ​Cash Drawer Receipts: Net total of all cash receipts entered for the day
• ​Cash Over/Short: Counted Cash on Hand - Starting Cash Balance - Calculated Cash Transactions
• ​Ending Cash Balance: Manual Input. Enter the amount you want to leave in the drawer at the end of the day.
• ​Total Cash Deposit: Counted Cash on Hand - Ending Cash Balance

Checks Section

• ​Counted Checks on Hand: Total value of checks counted in previous step
• ​Calculated Check Transactions: Sum of Checks Paid In and Checks from Drawer Receipts
  • ​Checks Paid In: Check Payments taken on ROs, Counter Sales, and within Accounts Receivable; Check credit memos on Return Orders
  • ​Checks from Drawer Receipts: Net total of all check receipts entered for the day
• ​Check Over/Short: Counted Checks on Hand - Calculated Check Transactions
• ​Total Check Deposit: Sum of Counted Checks on Hand

Other

• ​Cash and Check Deposit Total: Total Cash Deposit + Total Check Deposit

Cash Drawer History

You can view a history of all your cash drawer reports by selecting History in the drop-down available in the upper right corner of the report. You'll be taken to a table that contains entries for all days that have cash drawer reports available.

You can drill down into a specific day's report by clicking on the line item. You will see the closing drawer report for the day, as well as all the receipts entered during that day. You will also be able to view the opening and closing drawer counts for the day.

Cash Drawer Settings - Duration Configuration

Shop Owners have the power to choose between requiring their drawer to be closed daily or allowing it to be open for multiple days. This setting can be useful for shops that only make one trip a week to the bank for a deposit, for example.

If you're an Owner account type, you will see a settings icon in the upper right-hand corner of the Cash Drawer.

When you select this icon, you will see a modal in which you can change your Cash Drawer settings. There are two options currently:

• ​Require drawer to be closed daily (toggle on)
• ​Do not require drawer to be closed daily (toggle off)

In order to change this setting, the Cash Drawer must already be closed for the day.

Require drawer to be closed daily (toggle on):

• ​Each Cash Drawer has to be opened and closed within the same day.

Do not require drawer to be closed daily (toggle off):

• ​Tekmetric allows the Cash Drawer to stay open for more than one day at a time. Once a drawer is opened, it stays open until someone in your shop closes it (maximum time period that the drawer can stay open is 31 days).
• ​Throughout the “drawer open” period, the transactions table in the Cash Drawer will display all relevant transactions for that entire period and will display the time period at the top of the page.
• ​When someone in your shop closes the drawer, Tekmetric takes all transactions for the “drawer open period” into account when closing the Cash Drawer and creating the final report.
• ​The History section also takes these changes into account—the report for each period displays the exact time period at the top of the page.

FAQs

Does this integrate with any physical cash drawers?

• ​No, there is no integration with any physical cash drawers, such as Clover, etc.

Will I have the ability to set up multiple drawers in one shop?

• ​No, at this time there is only one drawer available per shop per day.

Does the Cash Drawer integrate with Accounting Link?

• ​Yes, Cash Drawer entries are available in the integration with Accounting Link.

What types of cash and check transactions in Tekmetric are automatically captured by Tekmetric throughout the day?

• ​Payments
  • ​Cash and Check payments on ROs, Countersales, and Accounts Receivable
• ​Credit Memos
  • ​Cash and Check credit memos on Return Orders
• ​Refunds
  • ​Cash Refunds on ROs, Countersales, and Refund Invoices
• ​Purchase Orders
  • ​Cash payments for purchase orders done through A/P and not done through A/P
• ​Sublets
  • ​Cash payments for sublets done through A/P and not done through A/P