Recommended Close Out Procedures - Cash Trays

Being extremely customizable and suitable for many environments, it is expected that FOCUS has several different options when it comes to Closing Out an employees cash accountability at the end of their shift. The article below outlines FOCUS' suggested close out procedure for restaurants using cash trays.

This article assumes that your bar is following:

• Your restaurant is using FOCUS Cash Tray functionality
• Your restaurant only has one employee assigned to each cash tray

If any of the above bullets are incorrect for your operation, this article will not apply to you and you should contact the FOCUS Helpdesk to have a FOCUS Trainer advise you on custom close out procedures.

1. Cash Tray Close Out
   1. When your employee has finished with their shift, they need to close out their cash tray.
      1. If your operations pays out credit card tips at the end of the shift, the bartender should remove their total credit card tips from the cash drawer. If you retain tips and pay those tips out on the employee's paycheck, credit card tips may be left in the drawer.
   2. Bartenders should now start the Cash Tray Close Out process.
   3. From their Key Functions page or Command Ribbon, select the Cash Tray button to bring up the Cash Tray functions menu
       
   4. Select Declare from the Cash Tray functions menu
      
   5. Assuming the employee has the appropriate FOCUS Job Rights to perform a Cash Tray Declare (Cashier - Approve Functions) the Select Cash Tray menu will appear.
      1. If the employee job does not have the appropriate FOCUS Job Right, an access code pad will appear. Managers would be required to approve the function.
   6. Select the Cash Tray from the list of available trays
      
   7. The Cash Tray Count window is now displayed. This window allows you to enter in your applicable totals. If you'd like to expand out your cash declaration, so that the bartender can simply declare their bill counts, click on the underlined & italicized Total Cash hyperlink
      
      
      1. From the Drawer Count Total window, you can declare individual bill counts. When using this window, you enter the quantity of bills, not the dollar amount of bills into each blank spot.
         
      2. After using the Drawer Count Total window and pressing OK you're returned to the Cash Tray Count window with the Total Cash populated based on your previous entry.
   8. At the Cash Tray Count window there are three fields: Total Cash, Total Checks & Total Gift Cards.
      
      1. Total Cash represents the total amount of cash in your drawer, minus any tips that are paid out to the employee at the end of their shift.
         1. If you Retain Tips, and pay them out on the employee's paycheck, Total Cash will include those tips. DO NOT remove the Retained Tips when performing this calculation.
      2. Total Checks represents the total of paper checks received as a tender. Since most restaurants do not accept paper checks as a form of payment, most typically this will be left at 0.00
      3. Total Gift Cards is the total of all non-POS integrated gift cards. This means that if you use FOCUS to activate and redeem gift cards, you would leave this at 0.00
   9. After pressing OK at the Cash Tray Count window, you'll be prompted to confirm your the amount you're declaring. Press YES if the amount is correct.
      
   10. You have now successfully declared your ending cash. The final step is to close your cash tray
   11. Go back to the Cash Tray function menu by pressing the Cash Tray button
   12. Now select CLOSE
       
       
       1. Assuming the employee has the appropriate FOCUS Job Rights to perform a Cash Tray Close (Cashier - Approve Functions) the Select Cash Tray menu will appear.
       2. If the bartender job does not have the appropriate FOCUS Job Right, an access code pad will appear. Managers would be required to approve the function.
   13. Select the Cash Tray from the list of available trays
       
   14. You're not prompted to Close the selected tray. Confirm by pressing YES
       
   15. You've now successfully closed the cash tray, the info you've entered has been saved and a report will automatically print with the employee's Over/Short amounts. Retain that report for your records.
       
       1. Note that only the last 10 Cash Tray Counts can be recalled and reprinted via a Cash Tray Report in FOCUS.

Here is a video outlining the process above.