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Logbook

Managing Cash Transactions in Logbook

Managing Cash Transactions in Logbook

The Cash Transactions module in BarSight's Logbook helps you track daily cash flow, manage your cash register balance, and keep accurate records of all money moving in and out of your business. Whether you're recording a bank deposit, tracking a loan to an employee, or paying out the tip pool, this module keeps everything organized in one place.

Before You Start

To use the Cash Transactions module, you'll need:

  • Appropriate access permissions - Check with your manager if you're unable to access this module
  • Float Set - Your opening cash balance must be configured before adding transactions
  • Current or Past Date - You can only record transactions for today or previous dates, not future dates

Accessing Cash Transactions

Step 1: Navigate to Cash Transactions

  1. From the main menu, go to Logbook → Cash Transactions
  2. The system will display today's date by default
  3. Use the date navigation arrows (< and >) to move between days
  4. Or click the calendar icon to jump to a specific date

Understanding the Cash Transaction Screen

The Cash Transactions screen is divided into several key sections:

Current Balance Panel

This panel shows your real-time cash status for the selected date:

  • Cash Balance - The amount currently available in your register
  • Tip Pool Amount - Total tips collected and awaiting distribution (click to adjust)
  • Cash Sales - Total cash revenue for the day
  • Card Sales - Total card payment revenue for the day
  • Misc. Sales - Other revenue sources for the day

Transactions Panel

This shows all money movements for the selected day, including:

  • Opening Balance - Starting cash amount at the beginning of the day
  • Cash Sales - Revenue added to the register from cash payments
  • Individual Transactions - All cash in/out movements you've recorded
  • Closing Balance - Final calculated cash amount at the end of the day

Each transaction displays:

  • Amount (in your local currency)
  • Description/note about the transaction
  • Date and time recorded
  • Employee who created the transaction

Recording Cash Transactions

Step 1: Add a New Transaction

  1. On the Cash Transactions screen, click Add Transaction in the Transactions panel
  2. A form will appear with the following fields

Step 2: Fill Out Transaction Details

  1. Date - Automatically set to the selected date (display only)
  2. Amount - Enter the dollar amount (e.g., 250.00)
  3. Type - Select the transaction type from the dropdown:
    • Cash In - Money added to the register (e.g., change order from bank)
    • Cash Out - Money removed from the register (e.g., bank deposit, safe drop)
  4. Notes - Add a description of the transaction (e.g., "Bank deposit - daily sales" or "Change order from TD Bank")

Step 3: Save the Transaction

  1. Review your entries for accuracy
  2. Click Save to record the transaction
  3. The transaction will immediately appear in your transaction list
  4. Your cash balance will update automatically

Common Transaction Types Explained

Cash In Transactions

Use Cash In when adding money to your register:

  • Change Order - Getting small bills and coins from the bank
  • Float Increase - Adding more starting cash to the drawer
  • Returned Funds - Money being put back after a temporary removal

Cash Out Transactions

Use Cash Out when removing money from your register:

  • Bank Deposit - Taking cash to deposit at the bank
  • Safe Drop - Moving excess cash to the safe
  • Petty Cash - Taking cash for small business expenses
  • Change Order Payment - Paying the bank for a change order

Editing or Deleting Transactions

Modifying an Existing Transaction

  1. In the Transactions panel, click on the transaction you want to edit
  2. The transaction form will open with the current details
  3. Make your changes to the amount, type, or notes
  4. Click Save to update

Deleting a Transaction

  1. Click on the transaction to open it
  2. Click Delete at the bottom of the form
  3. Confirm the deletion when prompted
  4. The transaction will be removed and your balance will recalculate

Note: Some transactions cannot be edited or deleted directly because they're automatically generated by the system (like tip pool payouts or loan transactions). These must be modified through their original source.

Working with Multiple Cash Registers (Floats)

If your business has multiple cash registers or floats (e.g., bar register, front register, server stations), you can track them separately:

Switching Between Floats

  1. At the top of the Cash Transactions screen, look for the Float Selector dropdown
  2. Click to see all available floats/registers
  3. Select the register you want to view or manage
  4. The screen will update to show that register's transactions and balance

Note: Sales data (cash sales, card sales, etc.) only appears for the default/main register. Additional floats show only the cash balance and manual transactions.

Setting Your Opening Float

Before you can add transactions, you need to set your opening float (starting cash amount):

First-Time Float Setup

  1. Navigate to Cash Transactions for the first time
  2. A form will automatically appear asking for your Set Float
  3. Enter the starting cash amount in your register (e.g., 200.00)
  4. Enter the date this amount was placed in the register
  5. Click Save

Adjusting Your Float

  1. Click the Set Float button in the toolbar
  2. Enter the new opening balance amount
  3. Click Save

Important: Float adjustments may be restricted to account owners and can only be modified within a limited time period after the initial setup to prevent accidental historical data changes.

Syncing Sales Data

BarSight can automatically pull sales data from your POS system to track cash and card revenue:

Automatic Sales Sync

  1. If your POS is integrated, sales data syncs automatically
  2. When sales are outdated, a sync will trigger automatically when you open the Cash Transactions page
  3. You'll see "Last Updated" with a timestamp at the bottom of the Current Balance panel

Manual Sales Sync

  1. Click the Sync Sales button in the toolbar
  2. The system will pull the latest sales data from your POS
  3. Your cash sales, card sales, and other sales will update automatically
  4. The "Last Updated" timestamp will refresh

Manually Entering Sales

If you don't have POS integration or need to override the data:

  1. Click the Sync Sales button dropdown arrow
  2. Select Manually Set Sales
  3. Enter the cash sales, card sales, and other sales amounts
  4. Click Save

Managing Loans

The Cash Transactions module includes loan tracking for when you lend money to employees or vendors:

Creating a Loan

  1. In the Loans panel, click New Loan
  2. Enter the loanee's name (person or business receiving the loan)
  3. Enter the loan amount
  4. Add any notes about repayment terms
  5. Click Save

The loan amount will automatically be recorded as a "Loan Out" transaction, reducing your cash balance.

Marking a Loan as Paid

  1. Click on the loan in the Loans panel
  2. Click Mark as Paid or Record Payment
  3. Enter the payment amount (full or partial)
  4. Click Save

A "Loan In" transaction will be created, increasing your cash balance by the repayment amount.

Note: Loan visibility and management may require specific permissions. Check with your manager if you cannot see the Loans panel.

Tip Pool Management

The Tip Pool feature helps you track collected tips and distribute them to employees:

Adjusting the Tip Pool Amount

  1. In the Current Balance panel, click on the Tip Pool Amount box
  2. Or click the Edit Tip Pool button
  3. Enter the total amount of tips collected for the day
  4. Add any notes (e.g., "Server tips from dinner shift")
  5. Click Save

Paying Out the Tip Pool

  1. Click the Payout Tip Pool button in the toolbar
  2. The system will process the payout based on your tip distribution settings
  3. A "Tips Out" transaction will be created, removing the tip amount from your cash balance
  4. Individual employee tip records will be updated in the schedule/payroll system

Viewing Reported Tips

The Reported Tips panel shows tips claimed by individual employees for the selected date, broken down by:

  • Employee name
  • Cash tips claimed
  • Card tips claimed

Note: The Reported Tips panel may require specific permissions to view. Check with your manager if you cannot see this panel.

Tips and Best Practices

  • Record Transactions Immediately - Add transactions as they happen to keep your balance accurate
  • Use Clear Descriptions - Write detailed notes so you can easily understand transactions weeks or months later
  • Reconcile Daily - Compare your actual cash drawer count to the closing balance in BarSight each day
  • Set Up POS Integration - Automatic sales syncing saves time and reduces manual entry errors
  • Check Before Bank Deposits - Review your transaction list before making a deposit to ensure everything is recorded
  • Track Loans Carefully - Always record employee loans immediately to avoid forgotten repayments
  • Regular Float Checks - Periodically verify your opening float matches your actual starting cash

Troubleshooting

Problem: "You cannot add transactions before the float set date"

Solution: Your opening float date is set to a date after the one you're trying to edit. Contact your account owner to adjust the float set date if needed.

Problem: Can't edit or delete a transaction

Solution: Some transactions are automatically generated (tip payouts, loan transactions) and cannot be edited directly. Modify them through their original source (edit the loan, adjust the tip pool, etc.).

Problem: Sales data isn't updating

Solution: Click the Sync Sales button manually. If the problem persists, check your POS integration settings or contact support.

Problem: Cash balance doesn't match actual drawer count

Solution: Review your transaction list for missing or incorrect entries. Common issues:

  • Forgot to record a bank deposit or safe drop
  • Entered wrong amount for a transaction
  • Used wrong transaction type (Cash In vs Cash Out)
  • Actual cash sales don't match POS data

Problem: "You cannot view or edit the cash balance for the future"

Solution: Cash transactions can only be recorded for today or past dates. You cannot pre-record future transactions.

Related Features

  • Schedule & Timeclock - Employee tips claimed through the timeclock appear in the Reported Tips panel
  • Payroll - Reported tips flow into payroll calculations automatically
  • Reports - Generate cash flow reports from Logbook → Reports to analyze trends over time
  • POS Integrations - Connect Square, Clover, or other POS systems for automatic sales syncing

Quick Reference

Action Where to Find It
Add Transaction Transactions Panel → Add Transaction button
Edit Transaction Click on the transaction in the list
Change Date Use < > arrows or calendar icon in header
Switch Registers Float Selector dropdown in toolbar
Sync Sales Sync Sales button in toolbar
Set Opening Float Set Float button in toolbar
Adjust Tip Pool Click Tip Pool Amount box or Edit Tip Pool button
Pay Out Tips Payout Tip Pool button in toolbar
Create Loan Loans Panel → New Loan button