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• Configuring the Cash Handling Module
• Navigating the Cash Handling Module 
  • Total Cash on Site
  • Shift Report
  • Overview tab
  • Daily Totals tab
  • Cash Drop tab
  • Cash Drawers
  • Main Vault
  • Vendor Debt
  • Tracked Accounts
  • Untracked Accounts
  • Audit Log
• Closing a Shift
  • Static Float
  • Dynamic Float
• Performing a Cash Drop
  • Editing a Cash Drop
  • Removing a Cash Drop
• Making a Transfer
• Making a Payment to a PO
• Adding and Tracking Expenses
  • Creating Expense Categories
• Adjusting the Float
  • Method 1: Preferred Method through Cash Handling
  • Method 2: Updating Individual Drawers
  • Method 3: Updating All Drawers

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Configuring the Cash Handling Module

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 using the Cash Handling module, navigate to Configuration > Config Page > Cash Handling to set your desired preferences and enable your accounts.

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Navigating the Cash Handling Module 

Having greater insight into the whereabouts of your cash is never a bad thing. With our Cash Handling module, you can view end-of-shift reports, see into cash drawers in real-time, track and pay expenses, or easily transfer money between accounts — meaning, regardless of where your money’s going, you’ll know exactly where it’s been.

Navigate to the Cash Handling module to get started.

Total Cash on Site

This tile shows a running total of all the cash currently on-hand in your shop. This number will fluctuate throughout the day as cash is collected from making sales and will automatically deduct if a deposit or transfer to an external account is made.

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Shift Report

This tile shows you the amount of money (cash or charge) collected on all registers throughout today’s shifts. Clicking into this tab will display information specific to each shift including the shift status, when it started and ended, which drawer the employee is responsible for, and the amount of money transacted on each drawer throughout the shift.

From this page, you can also end and close out shifts, view and edit cash drops, reprint end-of-shift receipts, and edit shift actuals.

Overview Tab

By default, the 'Overview' page displays all ‘Open’ and ‘Ended’ shifts, which can be filtered by date by clicking the Click to Enable Date Filtering button.

• Click to Enable Date Filtering: When clicked, this button will allow you to view all historical shifts, filtered by date and type, and will be replaced by a Default View button that can be used to return to the standard daily overview page.
• Filters allow you to narrow down visible results on this page. You can filter results by shift status (‘Open’, ‘Ended’, or ‘Closed’)

NOTE: A red bubble on an End Shift time indicates that the shift ended that number of days after it was opened.

• Cash Drop: If at any point during a shift a cash drop was made, the amount in the ‘Cash’ column will appear as green and underlined. Tapping on or hovering over this number will display the cumulative amount of money “dropped” during the shift. 

• Shift Status: Once an employee logs into SellTreez and starts a shift by selecting a cash drawer, a new line will be created on the Shift Report page. Only ‘Open’ and ‘’Ended’ shifts will be visible on the overview tab, whereas ‘Closed’ shifts can be viewed by tapping on the Click to Enable Date Filtering button.

• Shift Options: Depending on the status of a shift (‘Open’ or ‘Ended’) will determine what options are available to you here.
  • Open: If a shift is open, clicking here will allow you to end that shift or perform a cash drop. 

TIP: When ending a shift from Cash Handling, be sure the associated cash drawer is no longer in use before taking this action as it will block sales from occurring.

• • Ended: If a shift is ‘Ended’, clicking here will allow you to initiate close of shift procedures or reprint an end-of-shift receipt.

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Daily Totals Tab

In the ‘Daily Totals’ tab, you can view a summary of all closed shifts by day, along with each cash drawer’s ‘Actuals’ and ’Differences’ by shift. Once you’ve completed close of shift procedures (via Shift Report > Overview > Shift Status > Close Shift), these numbers will be visible on this tab. 

ACH totals will appear under the ‘Prepaid’ section, not on the shift totals as ACH isn't associated with a singular shift, but rather, an entire day.

• Adjusting End of Shift Actuals: Should you need to adjust the end of shift actuals, this can also be done by clicking on the pencil icon next to the appropriate cash drawer. Doing so will open the “Edit Shift Actuals” card, where you can enter the correct values into the designated fields.

TIP: TreezPay amounts are unable to be edited because they've already been sent to the payment processor. The expected TreezPay amounts will always match actuals because the charge amount is sent directly to the terminal through our integration.

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Cash Drop Tab

The Cash Drop tab is used to record all drawers that have had one or more cash drops associated with them throughout a shift. In addition, it will also show all ‘Open’ shifts, regardless of whether they’ve performed a cash drop or not. Once an ‘Open’ shift has been ‘Closed’, and no cash drops have been performed on that drawer, it will disappear from this view.  

NOTE: The drawer icons are color-coded to help clarify, at a glance, what the status of a shift is.

• Blue indicates the shift is still open.
• Yellow indicates the shift has been ended or is closed.

Simply click on any of the visible drawers to add, edit, or remove a cash drop associated with it. Click here to learn more about performing cash drops.

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Cash Drawers

This tile shows you how much money is currently contained in your cash drawers, regardless of whether or not they’re in use. Clicking into this tile will display specific information for each drawer, including the ‘Float’ and ‘Max Balance’ (if configured), as well as which drawers are in use, and who’s using them.

• Starting Balance: The value shown in this column tells you how much cash was contained in the drawer at the beginning of the shift, a.k.a. the “float” amount.
  • See Adjusting Float Amounts for more information on how to adjust a drawer’s starting amount.

• Current Sales: The amount in cash sales conducted in a drawer during a shift.

• Current Refund: The amount of cash refunded from a drawer during a shift.

• Current Cash Drops: The cumulative amount of cash you’ve “dropped” or deposited out of your drawer throughout a shift (via Cash Handling > Shift Report > Cash Drops).

• Total Expected Balance: The total amount of cash expected to be contained in your drawer at the current point in time. This number will fluctuate throughout the day.

View Cash Drawer Details

If you'd like to drill down into more detail about a specific cash drawer, like viewing all POS transactions by day or seeing a run log of alternative transaction types (e.g. float adjustments, expenses, transfers etc.), this can be done by clicking on a specific drawer and tapping the View Details button. Once clicked, this will display a page that contains a 'POS Transaction' tab and an 'Account History' tab.

• POS Transactions: This view displays all transactions occurring on a cash drawer throughout the selected date range.

• Account History: This view allows you to see historical actions by cash drawer. If you notice an unusual amount reflected on the main Cash Drawers view, or simply want more detail, this tab will allow you to look deeper into any float adjustments, transfers, or cash drops that are linked to each drawer. 

NOTE: From the detailed view, you can use the cash drawers dropdown to change which cash drawer details are being displayed.

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Main Vault

This tab’s title is editable in your Configurations. This tab displays the total amount of cash that has been deposited into the vault. Clicking into it will display a list of any cash transactions that have impacted the balance (+/-) of the vault. From here, you can transfer money between linked accounts or into cash drawers, reimburse expenses, and pay vendor debt.

• Cash to Vault: This transaction type records the End of Shift cash that will move to the vault.
  
  
• Vendor Payment: Any payments made towards an ‘Open’ purchase order will display as a “Vendor Payment”.

• Transfers: Any deposits or withdrawals made to or from tracked/untracked accounts

• Expenses: Any expenses paid from the main vault balance.

NOTE: The ‘Debit’ and ‘Credit’ columns represent debits (increases/deposits) and credits (decreases/withdrawals) to the Main Vault balance. These do not relate to Debit Card and Credit Card transactions, as the Main Vault only relates to cash transactions.

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Vendor Debt

This tab provides a snapshot of your total outstanding vendor debt. Clicking into it will display all ‘Open’ purchase orders along with the amount you’ve already paid and how much you still owe.

NOTE: Purchase orders in the Vendor Debt tab are filtered by date. By default, you will see the most recent week but you can view older open purchase orders by changing the date filter.

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Tracked Accounts

This tab displays the cumulative amount of funds (regardless of payment type) you have across all your tracked vaults and accounts. Similar to the Main Vault tab, clicking into it will display a list of any transactions associated with one of your tracked accounts.

From this page, you can transfer money between tracked and untracked accounts, into cash drawers, or pay expenses.

Click into the ‘Tracked Accounts’ dropdown to view a list of active accounts and their balances. Clicking on any of the listed options will display all transactions associated with that account.

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Untracked Accounts

This tab functions the same way as the ‘Tracked Accounts’ tab, the only difference being that untracked accounts do not need a balance associated with them. Thus, there are no limitations on the transaction amounts you can use these accounts for.

From this page, you can transfer funds between tracked and untracked accounts, into cash drawers, or pay expenses.

Click into the ‘Untracked Accounts’ dropdown to view a list of all the currently linked accounts. Click on any of the options to display transactions associated with that account.

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Audit Log

This tab displays a chronological list of any actions that involve money management within your shop. This includes moving funds between cash drawers and accounts, making deposits and cash drops, reimbursing expenses, adjusting floats or starting balances, and paying vendor debt.

NOTE: You can also view any deleted transactions in the Audit Log tab.

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Closing a Shift

To initiate ‘Close Shift’ procedures, navigate to Cash Handling. Depending on whether or not you have the “Use Dynamic Float” configuration enabled — or in other words, if you support a “static” or “dynamic” float — will determine what fields are visible to you on this page and the steps required to close a shift.

Static Float

Follow these steps for closing out a shift if your float remains consistent shift-to-shift.

Step 1: From the ‘Shift Report’ page, find the ended shift that you would like to close.

NOTE: Should you need to, you can click on the 'Click to Enable Date Filtering' button in the upper right-hand corner of the page to sort the shifts by date or shift status.

Step 2: Click the Shift Options (...) icon on the corresponding line and tap Close Shift. This will open the Close Shift window.

• Since your shop uses a 'static' float, we’ll simply display your float amount on the Close Shift window. This indicates how much money should remain in the drawer.

NOTE: The carrots can be clicked in any of the bill/coin fields to display the denomination boxes where you can enter the number, or each denomination – not the value, in lieu of a cash counter.

Step 3: From the cash contained in the drawer, count out the amount indicated under ‘Cash Drawer Float’ and set it aside.

Step 4: Proceed by counting the remaining cash in the drawer and enter your cash ‘Actuals’ in the Cash Drop Out - Bills/Coins field(s), followed by the ‘Actuals’ for any additional payment types you accept. The amount you enter in these fields should not include the cash that’s associated with the float

• For example, if you have a $300 float and transacted $500 in cash sales during a shift, you’d enter $500 in the ‘Cash Drop Out’ fields and leave the $300 float in the drawer.

Step 5: Verify the amounts you’ve entered are correct and tap Close Shift > Confirm.

Once this process is complete, the sum of the amounts entered in the ‘Cash Drop Out’ fields will be transferred to the Main Vault. Additional payment types will be routed to the accounts you have configured to receive them (via Configurations > Config Page > Cash Handling > Payment Types).

Close of shift information can be viewed and edited on the Daily Totals tab (via Cash Handling > Shift Report > Daily Totals), which is similar to the End of Shift report. From here, managers can make edits to any actuals by tapping on the edit icon within the ‘Cash Drawers Actuals’ section.

TIP: TreezPay amounts are unable to be edited because they've already been sent to the payment processor. The expected TreezPay amounts will always match actuals because the charge amount is sent directly to the terminal through our integration.

 Dynamic Float

Follow these steps for closing out a shift if your float is dynamic and is subject to change shift-to-shift.

Step 1: From the ‘Shift Report’ page, find the ended shift that you would like to close.

NOTE: Should you need to, you can click on the 'Click to Enable Date Filtering' button in the upper right-hand corner of the page to sort the shifts by date or shift status.

Step 2: Click the Shift Options (...) icon on the corresponding line and tap Close Shift. This will open the Close Shift window.

• Since your shop supports a “dynamic” float (which may change daily), we’ll display additional ‘Ending Float Bills/Coins’ fields where you can enter the updated float amount.

NOTE: The carrots can be clicked in any of the bill/coin fields to display the denomination boxes where you can enter the number or each denomination, not the value, in lieu of a cash counter.

Step 3: From the cash contained in the drawer, count out the amount indicated below ‘Beginning Float’ and set it aside.

Step 4: Proceed by counting the remaining cash in the drawer and entering the ‘Actuals’ in the Cash Drop Out - Bills/Coins field(s), followed by any additional payment types you accept.

NOTE: Your float and your ‘Actuals’ should be accounted for separately on this page. The amount you intend to leave in the drawer as the float should never be included in the amount you enter in the ‘Cash Drop Out’ fields, and vice-versa.

Step 5: If you’re updating the float (to account for any leftover coins, for example), enter the amount of money you’re going to be leaving in the drawer in the Ending Float Bills/Coins fields. The values entered here should include the money you set aside in step 3.

For example, let’s assume you began with a $300 float in the drawer and transacted $500 in cash sales during the shift. When you close this shift, you choose to update the float to $310 to account for some leftover change in the drawer. In this case, you’d enter $490 in the ‘Cash Drop Out’ fields and $310 in the ‘Ending Float Bills/Coins’ fields, since you only account for your cash in a single place.

NOTE: Changes to the float (+/-) will affect the amount of cash that’s transferred to the Main Vault, but won’t affect the ‘Total Shift Actuals’. That’s always going to be the amount of money transacted on that drawer during the shift.

Step 6: Verify the amounts you’ve entered are correct and tap Close Shift > Confirm.

Once this process is complete, the sum of the amounts entered in ‘Cash Drop Out’ fields, plus or minus the float difference that's accrued when the float is adjusted, will be transferred to the Main Vault. Additional payment types will be routed to the accounts you have configured to receive them (via Configurations > Config Page > Cash Handling > Payment Types).

Close of shift information can be viewed on the Daily Totals tab (via Cash Handling > Shift Report > Daily Totals), which is similar to the End of Shift report. From here, managers can make edits to actuals by tapping on the edit icon within the ‘Cash Drawers Actuals’ section.

TIP: TreezPay amounts are unable to be edited because they've already been sent to the payment processor. The expected TreezPay amounts will always match actuals because the charge amount is sent directly to the terminal through our integration.

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Performing a Cash Drop

Cash drops can be performed (including being edited and deleted) at any point from the time a shift is started to the time its ended. Once a shift has been 'Closed' no additional changes to cash drops can be made.

Step 1: From the Cash Drops tab (found in the Shift Report section), click the drawer you want to make the cash drop from.

Step 2:  Click + in the upper left of the card and fill out the cash/change in the cash count fields. 

Step 3: Confirm the amounts entered at click Complete. Now, the cash drop will now be visible on the drawer's card.

NOTE: You can add a cash drop to a shift that has already ended, as long as the shift has not been closed.

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Edit a Cash Drop

If you’ve made a cash drop in error, you can choose to edit or remove the cash drop through the ‘Cash Drops’ tab

• To edit a cash drop, click the drawer card and tap the Edit icon and input the new cash drop amount.

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Remove a Cash Drop

• To remove a cash drop, click the drawer card > click the Trash icon > Delete.

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Making a Transfer

Transferring money allows you to have greater control over the amount of cash you have on the premises and where it’s physically located at any given time. Transfers can be made directly to or from cash drawers, linked accounts, and/or the main vault.

Step 1: Navigate to Cash Handling, then, tap the corresponding vault, cash drawer, or account tab you’d like to make the transfer from.

Step 2: Tap Transfer and fill out the transfer information card.

• Transfer To: Only cash drawers and linked accounts will display in this dropdown. See Creating a New Account for more information on how to add new transfer destinations to this list.
• Amount: Enter the dollar amount you would like to transfer.
• Notes: Notes will display in the ‘Description’ column and can be used to provide information about why the transaction has occurred. These are best kept short and descriptive.

Step 3: Click Make Transfer to complete the transfer and move funds from one linked account, vault or drawer to another.

• Once a transfer is completed, an entry will be logged on the page you’ve made the transfer from as well as on the audit log.
• If a transfer has been made to a cash drawer the ‘Total Balance’, ‘Starting Balance’, and ‘Total Expected Balance’ within the ‘Cash Drawers’ tab will all be updated to reflect the newly added cash amount to the corresponding drawer.

NOTE: If at any point you do not see a recently made change within the Cash Handling module, refresh the page.

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 Making a Payment to a PO

This page helps you to understand how much debt you’ve accrued and who it’s owed to. From here, you can easily manage your vendor debt and post payments to purchase orders.

Step 1: To begin paying PO’s, navigate to Cash Handling > Vendor Debt.

Step 2: Click on a line to highlight the purchase order you’d like to post a payment to.

• You can sort and filter the visible options by using the ‘Filter’ button or clicking on any of the column headers.

NOTE: Clicking on a number listed in the ‘PO#’ column will navigate away from the Cash Handling module and open the corresponding purchase order. Payments can also be made from within the actual PO as well.

Step 3: Tap the Make Payment button at the top of the screen and fill out the payment card.

• Transfer From: Only previously configured vaults and linked accounts will display in this drop-down. If you’d like to use an account that’s not displayed, you’ll need to set up a new account before moving forward.

• See Creating a New Account for more information on how to establish a new account or vault.

Step 4: Complete the payment by clicking Make Payment. Once submitted, an entry will be logged on the ‘Payments’ tab within the respective PO.

• An entry for this transaction will also be created in the corresponding vault or account tab used to make the payment as well as on the ‘Audit Log’.

NOTE: There may be a short delay between submitting the payment and the amount showing up in the ‘Amount Paid’ column, but you do not need to refresh your page to see the changes.

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Adding and Tracking Expenses

Every business has expenses, and this feature helps you to track and pay off expenses with a few swift clicks. You can ‘Add an Expense’ from any configured vault(s), cash drawers, and/or linked account(s). 

Step 1:  Navigate to Cash Handling. Then, tap the corresponding vault or account tab you’d like to use to pay the expense.

Step 2: Tap Add Expense and fill out the expense information card.

• Expense Type: For reporting purposes, you’ll need to create ‘Expense Categories’ before being able to enter an expense. See Creating Expense Categories for more information on how to set up expense categories.  

Step 3: Once complete, click Add Expense to create a new entry on the corresponding tab and the Audit Log.

Creating Expense Categories

Establishing expense categories allows you to create consistency in your reporting and ensures funds are being properly allocated to specific predetermined expenditures.

Step 1: Navigate to Configuration > Config Page > Cash Handling.

Step 2: Select Expense Categories and begin entering your desired expense types. You can create as many as you’d like.

Step 3: Click Add Expense Type to create a new expense category. Any category created here will populate on the ‘Expense Type’ drop-down within the Cash Handling module.

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 Adjusting the Float Amount

There are 3 ways in which you can update the float. Only managers or those with configured access have the ability to adjust the float amount for cash drawers. Depending on whether or not you have the “Use Dynamic Float” configuration enabled — or in other words, if you support a “static” or “dynamic” float — will determine what options are available to you for adjusting your float.

Method 1: Preferred Method through Cash Handling

This method is only available to users who support a dynamic float.

Step 1: Navigate to Cash Handling > Shift Report. Locate the desired shift from the 'Overview' tab

NOTE: You can use the column headers or filters at the top of the page to help narrow down visible options.

Step 2: If the shift is still open, click the Shift Options (...) icon and select End Shift.

Step 3: Then, click the Shift Options (...) icon on the ended shift, and select Close Shift. This will open the Close Shift window.

Step 4: From the window, follow the standard close shift procedures for shops that support a dynamic float, by entering the ‘Actuals’ in the ‘Cash Drop Out’ — plus or minus any desired adjustments to the float — followed by any additional payment types, and lastly, enter the updated float amount in the ‘Ending Float Bills/Coins’ fields

NOTE: During close shift procedures, changes to the float will affect the amount of cash that’s transferred to the Main Vault, but won’t affect the ‘Total Shift Actuals’. That’s always going to be the amount of money actually transacted on that drawer during the shift.

Method 2: Updating Individual Drawers

This method is available to all users, regardless of whether a static or dynamic float is used.

Step 1: Navigate to Cash Handling > Main Vault.

• You can follow this same process by substituting a ‘Tracked’ or ‘Untracked Account’ in place of the ‘Main Vault’ if you’d prefer to transfer funds from elsewhere.

Step 2: Click Transfer, then select the appropriate drawer from the ‘Transfer To’ dropdown. Input the amount you’d like to transfer and leave a note regarding what the transfer was for.

• Notes will appear in the ‘Description’ column of the ‘Main Vault’ tab, so it’s best to keep them short and descriptive.

Step 3: Then, tap Make Transfer to confirm. Once this step is complete, the new drawer balance will be displayed in the ‘Starting Balance’ column in the ‘Cash Drawers’ tab. Additionally, entries will be noted on the ‘Main Vault’ and ‘Audit Log’ tabs.

Method 3: Updating All Drawers

This method is available to all users, regardless of whether a static or dynamic float is used.

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 (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' on 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.

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