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Configuring Cash Handling
In order to properly manage your finances with Treez, you’ll need to begin by setting up your accepted payment types, linked accounts, cash drawer settings, and expense categories.
To begin, navigate to Configuration > Config Page > Cash Handling.
Step 1: From here, click Payment Types and check the box next to any number of additional payment types and tap Save. At this point, you do not need to ‘Select a Routing Account’ before saving.
If you only accept cash, skip to step 2.
Any additional payment types you select will determine which ‘Currency Type’ options are available for you to choose from when creating a new account.
NOTE: If no routing account is selected then your funds won’t be tracked or moved into any of your linked accounts within the Cash Handling module when a shift is closed.
Step 2: Open the Add Account dropdown and fill out the information displayed on this card.
For a step-by-step walkthrough on how to properly set up a new account, see Creating a New Account.
Step 3: Once complete, tap +Add New Account to save your newly created account to the ‘Existing Accounts’ section. Then, repeat these steps for any additional accounts you’d like to create.
Step 4: After you’ve established 1+ accounts, scroll up and click on the Payment Types dropdown again. Now, ‘Select the Routing Account’ from the dropdown you’d like your alternate payment methods to populate in at the end of each shift and click Save.
When you close a shift, any charged (Credit, Debit and/or Cashless ATM) transactions will all be moved to the selected account. All cash transactions will be routed to the ‘Main Vault’.
Step 5: Move on to set up any desired cash drawers by clicking on the Cash Drawer Settings dropdown, entering the appropriate information and tapping Create Cash Drawer. There is no limit to the number of drawers that can be created.
For a step-by-step walkthrough on how to properly set up a new cash drawer, see Creating New Cash Drawers.
Once complete, these drawers will display in the ‘Existing Accounts’ section where you have the ability to ‘Edit Account Name’.
When an employee goes to start their shift, all cash drawers you have enabled will display in the SellTreez view and can be selected individually.
Step 6: Next, click on the Expense Categories dropdown to set common expense types. These will need to be established prior to adding or reimbursing expenses through the Cash Handling module.
We recommend starting with common expenses your shop pays on a monthly basis, like rent, utilities, lunch and/or mileage, to name a few. There is no limit to the number of expense types you can create.
Step 7: You’re done! Now, you’re ready to begin using the Cash Handling module to track and transfer funds between accounts and cash drawers, pay vendor debt, and reimburse expenses.
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Creating a New Account
In order to use the Cash Handling module, you’ll need to start by setting up any accounts you’d like to feed into it. While your main vault will be set up for you, you’ll need to configure any desired ‘Tracked’ and ‘Untracked’ accounts, as well as setting up you cash drawers for SellTreez. You can use the ‘Add Account’ section to add a new cash drawer. Once an account or cash drawer has been set up, you can begin tracking and moving funds between vaults and cash drawers, adjusting float amounts and paying expenses.
NOTE: Additional accounts/vaults can be used to manage funds, but they are not necessary to use Cash Handling.
Step 1: To set up a new account, navigate to Configuration > Config Page > Cash Handling > Add Account.
Step 2: Fill out all fields in the ‘Add Account’ card.
Account Name: This is the name that will display in the ‘Tracked’ or ‘Untracked Account’ dropdown, or what the cash drawer will be named. Assigning short, descriptive names will help you easily identify the proper account to use when working with your funds.
Account Info: There are three account types to choose from — Tracked, Untracked, and Cash Drawers.
Account Type: Depending on which option you choose will determine where the account is displayed in the Cash Handling module (Tracked Account or Untracked Account tab) and whether or not a balance is tracked for that account. As the names suggest, a ‘Tracked Account’ will track and display the corresponding balances of each account within the Cash Handling module whereas ‘Untracked Accounts’ will not track or display the balance(s).
Currency Type: There can only be one currency type associated with each account. All enabled payment methods will display in the dropdown.
Description: This field is used for internal purposes only. Any descriptions added here will display below the account name in the ‘Existing Accounts’ field above.
Step 3: Enable the External Account Number and/or the Account Starting Balance toggle(s).
A starting balance is not required in order to set up a Tracked Account; however, the balance will be set to '0' by default if nothing is entered. There is no starting balance for an Untracked Account.
NOTE: This is the only chance to enter a starting balance without deleting the account and creating a new one.
Step 4: Click Add New Account to save your newly created account. Once complete, this account will appear in the ‘Existing Accounts’ section above.
After an account has been created, you can update the name by tapping Edit Account Name in the ‘Existing Accounts’ section. If you need to update any information past that, such as the account number, description, or currency type — you’ll need to create a new account and delete the outdated one.
NOTE: Also found in the ‘Existing Accounts’ section is a toggle that gives you the ability to hide account balances within the PO payment dropdown. In the event you don’t want employees who don’t have access to the Cash Handling module having insight into your various account balances, this can be enabled.
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Setting Up Cash Drawers
Cash drawers must be created in order to use the SellTreez POS system. There is no limit to the number of drawers you can create.
Step 1: To set up a new account, navigate to Configuration > Config Page > Cash Handling > Add Account.
Step 2: Fill out all the fields in the ‘Add Account’ card.
Account Name: This is the name that will be assigned to the cash drawer you are setting up.
Description: Assigning short, descriptive names will help you easily identify the proper drawer to use in the POS.
Step 3: Under ‘Account Info’ > Account Type > select Cash Drawer
Step 4: You can toggle the Account Starting Balance option to input a starting cash amount > click + Add New Account to finish the cash drawer setup.
The starting balance you enter here will become the float amount.
Enabling a Maximum Balance
Managers can use the ‘Cash Drawers’ view within the Cash Handling module to gain real-time insight into the amount of money contained in each of their drawers. Additionally, they can enable a ‘Maximum Balance’ setting to automatically notify sales associates if the amount of cash in their register exceeds the max desired amount. Thus, letting them know that a cash drop is needed.
Step 1: Navigate to Configuration > Config Page > Cash Handling > Cash Drawer Settings.
Step 2: Tap the Set Max Balance in Cash Drawers toggle to enable this feature, then enter the maximum amount of cash you’d like in each drawer at any point throughout the day.
If at any time the cash contained in a drawer exceeds the Max Balance set by management, sales associates will receive a notification that will alert them that a cash drop is needed, but will not prevent any sales functions from taking place.
Setting the Float Amount
This configuration allows you to set a consistent float amount across all cash drawers you’ve created. In the event you only want to adjust the float amount of certain registers, that can be done through the Cash Handling module directly.
Step 1: Navigate to Configuration > Config Page > Cash Handling > Cash Drawer Settings > Reset Float in All Cash Drawers.
Step 2: Tap the slider and input the new starting float amount on all registers.
Step 3: Click Save Float then, Yes- Save Float once the confirmation window pops up.
Step 4: Navigate back to the Cash Handling module (Daily Procedures > Cash Handling > Cash Drawers) to see the updated float amount reflected on all drawers.
Clicking into the ‘Main Vault’ tab will display all drawers that have had their float reset, along with the corresponding cash balance that’s to be debited (added) to the account or credited (withdrawn) from the account in order to align the drawers with the set float.
NOTE: In order to reset the float amounts, you must have enough cash in your vault (and/or other tracked accounts) to cover the cumulative float amount across all registers being adjusted.
If you choose to 'Reset All Floats' in the Configuration page, the cash can only come from the Main Vault and not other tracked/untracked accounts.
If you do not have enough cash in the Main Vault, the system will reset the floats one by one until there is not enough cash left in the vault.
Setting Your Float Preferences
In Treez, users can choose whether they want to support a “static” or “dynamic” float. Depending on which is enabled will determine how you can reset/adjust your float across various cash drawers and what fields are shown when closing out a shift.
If this toggle is disabled it means you support a “static float” and your float remains consistent shift-to-shift. This is the most common way to treat the float.
If this toggle is enabled, it means you support a “dynamic float” and your float amount changes frequently. This is a less common treatment of the float but allows you to easily roll any loose change (collected during the previous shift) into the next shift’s starting float.
