When discussing POS systems or point-of-sale software Solutions, the cash drawer in these systems plays the role of securing the funds, enabling secure transactions and keeping the Privacy of your customer’s detailed bills and receipt copies.
Contrary to popular belief, the cash drawer should remain closed for most of the transactions and most of the operation of the point of sale system, it should only open when there is a cash transaction and not for any other form of transactions.
In this article, we’ll discuss all of the scenarios in which the cash drawer needs to open, all of the scenarios in which the Casual should remain closed, as well as the reasons as to why that is so.
We will also discuss the importance of keeping your customers checks safe and secure in the drawer, as well as the company copy of the receipts for all the transactions and how that contributes to a more of a safe and secure business environment.
When Should a POS Cash Drawer Open?
- Cash Transactions:
This one is a little obvious, the cash drawer should open for cash transactions, When the customer is paying with actual cash and cash is being physically exchanged. So since cash is being used as a physical currency, the cash drawer should open to accommodate the exchange of bills and coins.
- Cash Change for Large Bills:
When the customer pays with a larger bill, and has changed coming back to them more owed to them, it is obvious that the cash drawer needs to open. So in this scenario we would open the cash drawer in order to facilitate the exchange of physical cash currency in order to return the change that the customer is due.
When Should a POS Cash Drawer Stay Closed?
- Credit/Debit Card Transactions:
Even though this may not be the consensus or the popular belief, in the most professional settings the cash drawer needs to remain completely closed for all credit and debit card transactions. This should actually include all plastic card transactions such as EBT, gift cards, Etc. These more modern transaction types do not require the physical exchange of currency and therefore do not need access to the cash drawer. Instead the electronic POS system handles the transaction online, by connecting to a payment processor/bank.
- Check Payments:
Also for payments with a check, the cash drawer should also remain completely closed. And not only physical checks, but electronic check payments and check transactions where the check is scanned through the POS system check scanner, any type of Legacy or modern check payment would not require the cash drawer to open.
- Secure Storage for Slips and Checks:
In order to neatly and safely store all of the company copies of the credit card slips and customers checks and any other transactional paperwork, we are supposed to utilize the front slits on the cash drawer till. Such slits which are present on all modern cash drawers, allow us to insert slips and checks and any small paperwork into the cash drawer without opening it. The paperwork is inserted through the slit of the cash drawer front, it lands safely and securely under the till Bill and coin collector/organizer, where it sits safely and can be easily accessed.
Enhancing Security Through Closed Cash Drawers:
- Minimizing Vulnerability:
Keeping your cash drawer closed for as many transactions as possible, in your business, will maximize security because you will not be flashing all of your cash too many times, unnecessarily and it will prevent possible unauthorized access of other types, like making it harder even for employee theft to occur. This not only contributes to overall security from malicious actors, it also limits the possibility of mistakes and accidental loss of funds or transaction paperwork like checks and slips.
- Professionalism and Customer Confidence:
When your customers observe this level of security and take care of their data on their checks and credit card slips, it instills confidence in them about your business and how you handle their sensitive information. This assures your customers that you’re handling their data securely and you’re taking the safeguarding of their data seriously.
FAQs:
- Why is it important to keep the cash drawer closed for non-cash transactions?
Keeping the cash drawer closed for all non cash transactions, increases security, decreases theft or accidents, and displays your level of professionalism for data safety in front of your customers.
- What should I do with credit/debit card slips and checks during transactions?
Paper checks, as well as slips from all types of plastic card transactions like credit debit EBT and gift, are inserted into the front slits off the cash drawer where they sit securely and are ready for easy authorized access.
- Should I open the cash drawer for credit/debit card payments?
No, all plastic card payments are processed electronically online, by your POS system. Therefore since physical cash is not exchanged, the cash drawer should not be opened for card transactions.
- How do closed cash drawers contribute to customer confidence?
When your cash drawers remain closed during all non cash transactions, this displays a level of professionalism in your business and your business practices to all of your customers who are witnessing these practices.
Conclusion:
In the world of processing transactions with a POS system and a POS software, the way in which you operate the cash drawer, no matter how much of a trivial subject this may look like at first glance, this practice May signal professionalism and commitment to security to your clients/customers or it may signal the complete opposite. So while the cash drawer should open for cash transactions, for making change from larger bills into smaller money denominations, the drawer should remain closed completely for all other transactions including credit, debit, gift, EBT and also check transactions. All of the paperwork slips and paper checks collected in the business should be inserted through the casual front slots, where they will be deposited securely under the Casual till which is the bill divider and a coin container. If you adopt this kind of a plan and when you play by these kinds of rules, you are increasing the customer confidence in your business as well as the customer satisfaction levels.
