Till Management Guide
Overview
The till management system in TrafficPOS provides comprehensive cash control features including opening and closing procedures, cash reconciliation, variance tracking, and multi-till support for dispensaries.
Compliance: Proper till management is essential for accurate cash handling and regulatory compliance in cannabis dispensaries.
Key Features
💵 Cash Control
- Opening till counts with denomination breakdown
- Closing reconciliation and variance tracking
- Blind counting option for enhanced accuracy
- Safe drops for large cash management
- Running cash totals throughout the day
Reporting & Analytics
- Daily cash summaries and variance reports
- Payment method breakdowns
- Drawer activity and audit trails
- Historical variance tracking
- Manager oversight reports
Security & Accountability
- Individual employee accountability
- Manager override capabilities
- Approval workflows for variances
- Complete activity logging and audit trails
Daily Operations Workflow
Opening the Till
1
Access Till Management
Navigate to Admin → Till Management → Open Till
2
Count Starting Cash
Count bills and coins by denomination:
Bills:
- $100 × ___ = $____
- $50 × ___ = $____
- $20 × ___ = $____
- $10 × ___ = $____
- $5 × ___ = $____
- $1 × ___ = $____
Coins:
- Quarters × ___ = $____
- Dimes × ___ = $____
- Nickels × ___ = $____
- Pennies × ___ = $____
3
Enter Opening Amount
- Input counted amounts into system
- Verify total matches expected starting amount
- Add notes if there are any discrepancies
- Double-check all entered values
4
Confirm and Open
- Review entered amount one final time
- Add opening notes if needed
- Click "Open Till" to begin operations
- Print opening slip for records
During the Day Operations
Automatic Tracking:
- System tracks all cash transactions automatically
- Running cash total maintained in real-time
- Change calculations handled automatically
- Each sale logged to till with timestamp
Payment Processing:
The till system tracks:
- Cash payments received from customers
- Change given back to customers
- Credit/debit card transactions
- Other payment methods (checks, etc.)
Safe Drops for Large Cash
Security: Perform safe drops when cash in till exceeds your dispensary's security limits.
1
Initiate Safe Drop
Navigate to Till Management → Safe Drop
2
Count Large Bills
- Remove excess cash (typically $100s and $50s)
- Keep operating float in till ($200-400 typical)
- Count removed amount carefully
3
Record Drop
- Enter exact amount being dropped
- Get manager verification and signature
- Place cash securely in safe
- Print receipt for audit trail
Closing the Till
1
Start Close Process
Access Till Management → Close Till
2
Review Expected Amount
System displays calculated expected total:
- Opening amount
- Plus: Cash sales for the day
- Less: Change given to customers
- Less: Safe drops performed
- Equals: Expected till total
3
Count Actual Cash
Choose counting method:
Standard Count (Recommended):
- Count all denominations separately
- Enter amounts in system as you count
- See variance immediately as you count
Blind Count (Enhanced Accuracy):
- Count without seeing expected amount
- Enter only final total
- Variance revealed after entry
4
Handle Variance
Based on variance amount:
Perfect Balance (±$0.00):
- No variance detected
- Approve and close till
- Print summary report
Small Variance (±$5.00):
- Document reason if known
- Get manager approval
- Close till with variance note
Large Variance (>$5.00):
- Recount required immediately
- Investigation needed before closing
- Manager must approve closure
- Incident report must be filed
5
Complete Closing
- Print Z-report (end-of-day summary)
- Secure cash according to procedures
- Sign off on final count
- File all paperwork properly
Variance Management
Understanding Cash Variances
Normal Operations: Small variances are normal in cash operations. The key is tracking patterns and staying within acceptable limits.
Common Causes of Variances:
- Incorrect change given to customers
- Missing or duplicate transactions
- Manual counting errors
- Price overrides not properly documented
- Voids and returns processing errors
- Till sharing between employees
Acceptable Variance Limits:
- Daily: ±$5.00
- Weekly: ±$10.00
- Monthly: ±$25.00
- Pattern Investigation: Required for repeated variances
Investigating Variances
1
Review All Transactions
Check systematically:
- Review all sales for the day
- Look for voided transactions
- Verify all discounts applied
- Check manual price entries
- Review cash vs. card totals
2
Security Review
If variance is significant:
- Review security camera footage
- Check transaction timestamps
- Verify employee activity logs
- Check for customer complaints
- Review till access logs
3
Recount Procedures
For accuracy verification:
- Have different employee perform recount
- Verify denomination separation
- Check for bills stuck together
- Count cash register area thoroughly
- Check for dropped money
4
Documentation
Complete required documentation:
- Fill out variance report form
- Document all findings and actions
- Get required signatures
- File with daily records
- Update variance tracking log
Security Best Practices
Physical Security
- Keep till locked when not attended
- Limit access to authorized personnel only
- Use drop safe for excess cash
- Secure area with surveillance coverage
- Follow two-person cash counting procedures
Digital Security
- Use individual employee logins
- Manager approval for overrides
- Complete audit trail maintenance
- Regular backup of till data
- Secure storage of daily reports
Compliance Considerations
- Meet state cannabis regulations
- Maintain required documentation
- Follow cash handling compliance rules
- Support audit and inspection requirements
- Document all variance investigations
Troubleshooting Common Issues
Till Won't Open
Problem: Cannot access till opening function
Solutions:
- Verify user has appropriate permissions
- Check if previous till was properly closed
- Ensure manager approval if required
- Contact administrator if access issues persist
Calculation Errors
Problem: System calculations don't match manual counts
Solutions:
- Verify all transactions were recorded
- Check for missing void transactions
- Review safe drop entries
- Ensure all payment methods recorded correctly
Large Unexplained Variances
Problem: Significant cash shortage or overage
Solutions:
- Perform immediate recount with manager
- Review all transactions for the period
- Check security footage for the day
- Document all findings thoroughly
- Follow escalation procedures
Best Practice: Regular till management and accurate cash handling build customer trust and ensure regulatory compliance for your dispensary.
Daily Checklist
Opening Procedures
- ☐ Count and verify starting cash amount
- ☐ Enter accurate denomination breakdown
- ☐ Print and file opening slip
- ☐ Verify till opening in system
During Operations
- ☐ Process cash sales accurately
- ☐ Perform safe drops as needed
- ☐ Monitor running cash totals
- ☐ Document any unusual transactions
Closing Procedures
- ☐ Complete accurate final count
- ☐ Investigate any variances
- ☐ Get manager approval if required
- ☐ Print and file Z-report
- ☐ Secure cash according to procedures
Related Guides
Offline Mode Guide
Essential for reliable till operations without internet
Backup Guide
Protect your till data with regular backups
Time Tracking
Employee management and payroll integration