Track Non-Sales Cash: The Paid In / Paid Out Report 💵🔍
Managing a restaurant means handling cash movements that don't always align with a customer's food or beverage order. Whether you are loading a register with its morning coins or pulling cash from the drawer to buy emergency backup napkins, keeping an accurate record of these transactions is essential.
The Paid In / Paid Out Report is designed to answer one crucial question: "What cash was added to or removed from our drawers outside of normal sales — and who did it?"
This report provides a complete, timestamped log of every non-sales cash transaction during a selected period. Because these cash movements directly impact your final drawer balances without corresponding to an actual customer ticket, tracking them closely ensures your bookkeeping stays flawless and your team stays accountable!
📊 What You'll See on the Report
The report is cleanly divided into two separate, self-contained tables so you can instantly see money moving into or out of your business. To save you time, the total dollar value for the selected period is displayed right in each table's header!
1. Paid In Table 📥
This section logs every instance where cash was manually added to a drawer for business purposes (such as establishing a starting bank or exchanging large bills for smaller change).
📝 Paid In Grid Example
2. Paid Out Table 📤
This section details every instance where cash was removed from a drawer to cover immediate, incidental business expenses (like an emergency supply run or a vendor tip).
📝 Paid Out Grid Example
📖 Column Definitions: What the Numbers Mean
Here is a quick cheat sheet explaining the tracking columns found in both tables:
Date: The exact date and timestamp of when the transaction was entered into the POS system.
Name: The specific label given to the entry at the time of creation (e.g., "Opening Bank" or "Supply Run").
Type: Identifies the nature of the cash movement—either a Paid In or a Paid Out.
Employee: The accountable staff member or manager who recorded the transaction on the terminal.
Note: The custom text description entered during the transaction explaining the reason or description for the cash movement.
Total: The precise dollar amount of the individual cash transaction.
🛠️ Strategic Ways to Use This Data
Analyzing your non-sales cash flows unlocks several powerful ways to protect your bottom line and streamline your bookkeeping:
Flawless Petty Cash Reconciliation: As a best practice, every single Paid Out transaction should have a corresponding paper receipt. This report provides the exact date, employee name, and custom note you need to effortlessly cross-reference your physical receipt file. Any payout with a vague name or a missing note serves as an immediate prompt for managerial follow-up! 🧾
Opening Bank Verification: Paid Ins recorded at the absolute start of a shift should perfectly match your standard opening bank counts. Use this report to confirm that every register opened on the floor has a corresponding Paid In entry for the correct starting amount. 🗄️
Airtight Cash Flow Accountability: Both tables feed directly into your venue's overarching cash reconciliation equation. Paid Ins increase the system's expected drawer balance, while Paid Outs decrease it. If you notice a discrepancy between your system's expected balance and your physical cash count, this report is the first place to check for an unrecorded or incorrectly typed entry. 🧮
Clear Loss Prevention Audit Trails: The combination of an assigned employee, an automated timestamp, and a required custom note creates an undeniable documentation chain for all non-sales cash movements. If a manager is trying to figure out why a drawer came up short at the end of the night, this log quickly isolates unauthorized or undocumented cash removals. 🔒
Smart Incident Budget Tracking: Do you feel like your venue is spending too much on quick grocery runs or miscellaneous vendor tips? By running this report over a full month, you can easily total up your recurring Paid Outs to track your incidental cash expenses against your monthly operational budget. 📈💰
🎛️ Filters Available
You can customize your report view using the configuration panel in the NX Portal to target specific registers or staff members:
Employees: Limit the report strictly to transactions recorded by specific staff members.
Teams: Scope your metrics to a specific server team.
Order Types: Narrow your results by specific order type context.
Revenue Centers: Scope the cash transactions to a specific physical area of your venue (such as the Bar or Main Dining Floor).
POS Devices: Limit your data to transactions executed on specific terminal screens.
Time Cards: Scope your cash logs down to transactions explicitly tied to specific employee time card records.
Need Help? 💡
Why is a cash drawer drop to the safe missing from this report?
Safe drops are handled through a dedicated hardware path to keep high-volume money transfers separate from small daily expenses. To view mid-shift safe drops, please pull up our companion Cash Tray Report instead!
Can regular servers execute a Paid Out for a supply run?
By default, Paid In and Paid Out actions are restricted to manager-level profiles to protect your cash drawers from shrinkage. If you want to grant specific staff members permission to log these events, an administrator can adjust user roles in the Permissions tab of your back-office settings. ⚙️
The report shows an entry with the wrong dollar amount. Can I edit it?
Finalized Paid In and Paid Out entries cannot be edited or deleted once saved to ensure an unalterable financial audit trail. If a mistake was made, simply log an equal and opposite transaction to neutralize the error (for example, if a Paid Out was over-entered by $10, log a Paid In for $10 with an explanatory note like "Adjustment for entry error on check #XXXX").