The formula
Expected cash in the drawer = starting float + cash sales - paid-outs.
Over or short = cash you counted - expected cash. A positive number is over. A negative number is short. Zero is balanced.
Worked example
| Item | Amount |
|---|---|
| Starting float | $200.00 |
| Cash sales from the register report | $640.00 |
| Paid out of the drawer (supplies) | $20.00 |
| Expected in the drawer | $820.00 |
| Counted in the drawer | $812.50 |
| Result | Short $7.50 |
Which sales number to use
Use cash sales only. Do not use card, gift card or mobile pay sales. Take the number from the end-of-shift report, after you stop sales. A sale that comes in after you print the report causes a false overage.
Common causes of a short drawer
- Wrong change given, mostly on large bills.
- A paid-out or refund that was not written down.
- A voided sale where cash was returned.
- A bill under the tray or in another drawer.
- Two bills stuck together when counted.
- A mistake in the last shift handover.
Common causes of an over drawer
- Change not given, or a customer who left before the change.
- A sale rung on a card but paid in cash.
- Tips dropped in the drawer.
- A paid-out that you wrote down but did not take out.
What to do about a difference
Recount first, a different way the second time. Then check paid-outs, refunds and voids. A few dollars of difference is common. A large or repeated difference needs a manager. Follow your shop policy. Do not take money from the drawer to cover a shortage.
Common questions
Is over or short based on the deposit?
No. It uses the full count. The calculator compares the total in the drawer with float + cash sales - paid-outs. The deposit is the total minus the float.
How much over or short is normal?
Small amounts under a few dollars are common. Your shop sets its own limit, so ask your manager.
Do I enter tips?
No. If tips were put in the drawer, take them out before you count, or the drawer will show over.
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