Partial cash withdrawal

A register that piles up cash is a risk, and sometimes something has to be paid in cash in the middle of the shift. If the cashier takes the money out without recording it, the close shows a shortage nobody can explain. With a partial withdrawal, the manager authorizes the amount from the backoffice, the cashier takes it out of the drawer with their PIN and the code, and a slip comes out that both sign. The register close already deducts it.

The minimum you need to know

The manager decides the amount when generating the code. The cashier does not type it: they confirm it.
The code is tied to one open register: it only works on that register and for that amount.
Confirming opens the drawer and prints a slip to sign. The close subtracts the withdrawal from what there should be in the register.

Prerequisites

The register open. See Open the register.
A manager with access to Fire POS → Authorization codes in the backoffice. See Authorization codes.

In the backoffice: authorize the withdrawal

The manager does this.

1. Choose the register and the amount

Open Fire POS → Authorization codes and, under Purpose, choose Partial withdrawal. Fill in:

Open register: the register the cash comes out of. If only one is open, it is already selected. The POS shows which one it is in the For the manager box.
Amount to withdraw: no thousands separator. Below it you see the amount as the cashier will see it, and it cannot exceed the Cash in register.
Category: what the cash is for. See Categories.
Reason: optional, except with the Other category.

Partial withdrawal form with the open register selected, the cash in register, the amount, the category and the reason

2. Generate the code and read it to the cashier

Choose the duration and tap Generate code. The code appears in Codes issued in this session with the authorized amount. Read the 6 digits to the cashier.

Withdrawal code generated with the authorized amount and the countdown

After generating, the form is cleared for the next code.

In the POS: make the withdrawal

The cashier does this.

1. Open the withdrawal and enter your cashier PIN

Tap your name at the top right to open Settings and choose Withdraw cash. The POS asks for your cashier PIN, the same one you use to sign in to the POS. The For the manager box shows the store and the open register. That is what the manager has to choose in the backoffice so the code works on this register.

Cashier PIN step with the cashier's name and the For the manager box with the store and the open register

2. Enter the manager’s code

Enter the 6 digits the manager read to you.

Manager's code step with the numeric keypad

3. Check the amount and confirm

The POS shows the Authorized amount, the category and the reason. If it is what you agreed, tap Confirm withdrawal. The withdrawal is recorded and the drawer opens.

Withdrawal confirmation with the authorized amount, the category and the reason

4. Take the cash out and declare how much you took

Take the amount out of the drawer and declare it in one of two ways:

Amount only: type it on the numeric keypad.
Bill by bill: tap each bill and coin you take out. The detail goes on the slip.

It has to be exactly what the manager authorized. When it matches, tap Print slip.

Step to declare the cash taken out with the amount, the numeric keypad and the bill and coin buttons

5. Sign the slip

The slip prints and stays on screen, exactly as it came out. The cashier and the manager sign it. If it did not print, tap Print again. Tap Done to go back to selling.

Withdrawal slip on screen with the store, the register, the cashier, who authorized, the category, the amount withdrawn, the bill detail and the signatures

The slip carries the store, the register, the cashier, who authorized, the date, the category, the reason, the amount withdrawn, the bill detail if you declared it that way, and both signatures.

If the slip is signed and filed, you are done.

How it affects the register close

Expected = opening float + cash sales − withdrawals. The close already subtracts each withdrawal.
The close summary and its slip show the total of Withdrawals.
Fire’s cash reconciliation receives each withdrawal with its amount, its category, the time and who authorized it.

See Close the register.

Example

A register opens with a

100.000 float and sells

600.000 in cash. In the afternoon the manager takes

300.000 to the safe. At the close there is

400.000 in the drawer.

	Withdrawal recorded in the POS	Cash taken out without recording it
Opening float	$ 100.000	$ 100.000
Cash sales	$ 600.000	$ 600.000
Withdrawals	− $ 300.000	$ 0
Expected	$ 400.000	$ 700.000
Counted at the close	$ 400.000	$ 400.000
Difference	$ 0: it balances	− $ 300.000: shortage

With the withdrawal recorded, the close balances and the signed slip explains where the $ 300.000 went. Without recording it, the cashier is left with a shortage for money the manager took.

Review withdrawals in the backoffice

In the backoffice, Fire POS → Withdrawals lists the withdrawals of the store selected at the top right: cashier, store, terminal, amount, category, reason, who authorized and date.

Withdrawals section of the backoffice with a withdrawal, its category and who authorized it

Category	When to use it
Safe drop	The cash goes to the store’s safe.
Bank deposit	The cash goes to the bank.
Paid out	A supplier or a store expense is paid with cash from the register.
Tip out	Tips are handed out in cash.
Shift handover	The cash is handed over at a shift change.
Other	None of the above. It requires a reason.

Recipes

Take cash to the safe in the middle of the shift

The cashier opens Settings → Withdraw cash and tells you the register in the For the manager box.
In Fire POS → Authorization codes, choose Partial withdrawal, that register, the amount and Safe drop.
Generate the code and read it to the cashier.
The cashier confirms, takes the cash out and declares it.
Sign the slip and keep the cash together with the slip.

Pay a supplier with cash from the register

Generate the code with the Paid out category and, in the reason, who is being paid.
The cashier makes the withdrawal and hands the cash to the supplier.
File the signed slip together with the supplier’s invoice.

Hand out tips in cash

Generate the code with the Tip out category and the amount to hand out.
The cashier makes the withdrawal and declares the cash bill by bill.
Hand out the cash and file the signed slip.

Withdraw several times during the shift

Generate one code per withdrawal, with its amount.
The cashier makes each withdrawal separately and signs each slip.
At the close, the summary shows the total of Withdrawals and the expected amount already deducts them all.
Check the detail in Fire POS → Withdrawals.

Mistakes that cost money

Generating the code for another register. The code only works on the register you chose. Before generating it, compare the register with the one in the POS For the manager box.

Taking out a different amount than authorized. The close deducts exactly what you authorized. If more or less cash comes out, the close shows an overage or a shortage.

Not signing or filing the slip. It is the record of who took the cash out and who authorized it. Without the signatures, a withdrawal cannot be claimed.

Glossary

Term	What it means
Partial withdrawal	Cash that leaves the register in the middle of the shift, with the manager’s approval. It does not close the register.
Authorized amount	What the manager authorized when generating the code. It is the only amount the cashier can withdraw with that code.
Open register	A terminal’s register session, from when it opens until it closes. The withdrawal code only works on the register the manager chose.
Cash in register	Opening float + cash sales − withdrawals, as recorded by the POS. It is the withdrawal’s ceiling.
Withdrawal slip	The paper the POS prints at the end of the withdrawal, with the cashier’s and the manager’s signatures.

Frequently asked questions

It says «That code is for another register»

The manager chose another register when generating the code. Ask for a new one for the register in the For the manager box.

It says «The register doesn't have that much cash»

The authorized amount is higher than the cash in the register. The code was not used: the manager can generate another one for less.

I do not know which PIN to enter

It is your cashier PIN, the same one you use to sign in to the POS. The step title includes your name.

The slip did not print

The withdrawal is already recorded. Check the printer and tap Print again: the slip is still on screen.

The slip does not have the bill detail

It only appears if you declared the cash bill by bill. If you typed the amount, the slip comes out without the detail.

Can the cashier change the amount?

No. The manager decides it when generating the code. If a different amount is needed, generate another code.

Can I make several withdrawals in the same shift?

Yes. Each one needs its own code and comes with its own slip.

Kiosk

POS

KDS

BOH

Fire Agent

Backoffice

Payments

Partial cash withdrawal

Prerequisites