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How Cash Automation Technology Simplifies Balancing to the POS in Retail

Updated: Apr 2

Accurately counting and securing cash receipts is one of retail's biggest daily challenges. Yet, few retailers are using technology to streamline and control cash management.

In even the busiest cash-heavy retail stores and chains, manual cash management processes prevail and present a major, persistent threat to the bottom line.

In these settings, cash is touched multiple times by multiple people as it's counted, verified, and prepared for deposit. Even with tried-and-true cash handling processes, money slips through the cracks.

Humans counting and validating cash is time-consuming and error prone. Plus, paper-based documentation, which is supposed to provide a measure of control, is not always accurate or consistent.

As a result, complete balancing to the POS doesn't happen every day, and retailers have learned to accept a certain level of variance in cash receipts.

The Key Problem With Manual Cash Management: Lack of Accountability

Most retailers using manual cash management processes lack the ability to track cash ins and outs throughout the day by cashier. Typically, this accounting is done manually through paper-based processes that are susceptible to miscounts and shrinkage. Often, cash counting for till skims and replenishments happens in the open, instead of a locked room. With many cashiers sharing the same till and balancing done by lane instead of user, it's impossible to pinpoint the source of miscounts, cash loss and process deviations.

The Advantage of Data Everyone Can Trust

Cash automation technology makes every user accountable and gives retailers the control they need to balance cash receipts to the POS—and take immediate corrective action if necessary. If cash receipts are not balancing to the POS, the technology gives managers the visibility they need to resolve the issue in near real time.

For example, a retailer will be able to see if the source of a reconciliation discrepancy stems from a particular cashier. If a cashier is out of balance for two out of four shifts, the manager will be able to determine if the associate needs more training due to making mistakes when giving change or if they need to be fired because they are stealing cash.

Ultimately, it’s easier to take corrective action or reinforce training when there’s data everyone can trust. The precision counts and detailed logs from the cash automation solution make everyone accountable for their cash management activities. There’s no reason to worry about being accused of theft. That goes a long way in establishing a culture of accountability and process compliance among cashiers, cash room personnel, supervisors and managers.

Cash Automation Is a Hardware and Software Solution

A key component of a cash automation solution is the cash recycler. A cash recycler is like a vault and cash counter combined into one device that both accepts and dispenses cash. Driven by cash automation software like Avivatech's XpressCash solution, cash recyclers can quickly count and validate banknotes at a rate of 6-7 notes per second, while also filtering out rejects or counterfeits. They can have the capacity to hold anywhere from roughly 3,000 to 23,000 notes. To find the right capacity for your retail operations, it’s important to carefully assess the volume of the cash receipts and the frequency of the change requests and cash deposits to select the right device. (Our experts can help you with that).

Why the Right Cash Automation Software Matters

The software that controls the cash recyclers should not only support retailers' cash management processes but also incorporate best practices that optimize banking relationships and costs, reduce cash loss and enable robust auditing. Cutting-edge cash automation software supports user accountability and tracks and controls the cash that is counted and deposited or dispensed as well as who accesses the cash and the recyclers.

Software that facilitates balancing to the POS by user offers retailers a powerful cash-control advantage.

Here's how it works. The cash automation system counts, secures and dispenses cash throughout the day when cashiers/managers are preparing start funds, managers are preparing bank deposits, change is being made, and drawers are being replenished with cash.

For each transaction, the user interacts with the cash automation software. This software prompts the cash recycler to accept or dispense cash within each users’ defined authority. The software keeps an accurate count of all cash that goes into and out of the recycler.

Since each transaction is recorded, end of shift or end of day balancing is fast and accurate. The cash automation software gives the user a cash total, which they can then enter into the POS. Additionally, the solution maintains transaction records, making audits and reporting significantly faster and easier.

Why Balancing by User Is Superior to Balancing By Lane

When you leverage cash automation technology to balance to the POS by user, you instill greater confidence and accountability across your team, while reducing the likelihood of internal theft. Instead of worrying about accurately counting cash at the start and end of the shift and throughout the day, associates can focus on serving customers, stocking shelves and other activities that drive sales and growth.

Managers' time is not wasted counting money your stores already earned. Managing cash in tills is more streamlined as the solution provides detailed transaction data for all cash put into and taken out of the cash recyclers.

Make the Shift to Cash Automation

Cash automation solutions work with your POS to provide the necessary checkpoints, speed and accuracy you need to efficiently balance and control cash receipts every day.


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