Sometimes you give people money out of the register. You should probably keep track of that. The Payouts feature helps you track cash taken out of your registers for business expenses like:

  • Collection purchases
  • Office supply reimbursements
  • Emergency purchases
  • Petty cash needs

Every payout is tracked with the amount, reason, staff member, and register, making your nightly counts easier and keeping a complete record for your books.

Recording a Payout

Step 1: Open the Payout Form

  1. Go to the Transactions page.
  2. Click the blue "Pay out" button at the top of the page.
  3. A form will pop up.

Step 2: Enter Your PIN

  • Enter your staff PIN to verify your identity.

Step 3: Enter Payout Details

After entering your PIN, fill in:

  • Amount: How much cash are you paying out? (e.g., 45.00)
  • Reason: What is this payment for? Be specific!
    • Good: "Bought collection COLL124."
    • Good: "Reimbursed Jeff for The Shadow figurine - receipt in drawer."
    • Bad: "Misc" or "Stuff."

Step 4: Submit

  • Click the "Record Payout" button
  • You'll see a success message confirming the payout was recorded.
  • The payout is now tracked in the CSA.

Viewing Payouts

Quick Summary (Transactions Page)

When you're on the Transactions page, you'll see:

  • A blue badge showing today's payouts: "3 payouts ($75.00)"
  • Click the badge to see the full report

Full Payouts Report

How to access:

  1. Go to Reports menu
  2. Under Sales reports, click "Payouts"

What you'll see:

  • A table showing every payout with:
    • Date and time
    • Staff member who recorded it
    • Which register it came from
    • Amount paid out
    • Reason given
  • A total at the bottom showing the sum of all payouts.
  • You can filter by date range.
  • Print button for record keeping.

During Nightly Count (Reconcile Registers)

When you're doing your nightly cash count:

  1. Go to Reconcile Registers
  2. Look for the Payouts section:
    • The amount field will be automatically filled with the total.
    • The notes field will list each payout: $45.00 kefir drink for Jeff.
    • A blue box shows you all recorded payouts for verification.

Frequently Asked Questions

Q: Can I edit a payout after it's recorded?

A: No, payouts cannot be edited once recorded. This maintains audit integrity. If you made a mistake, record a correcting payout with a note explaining the correction.

Q: Can I delete a payout?

A: Payouts are permanent records and cannot be deleted through the interface. Contact your system administrator if you have a critical error.

Q: Do payouts affect my sales reports?

A: No, payouts are tracked separately and don't impact your sales transactions or reports. They only appear in the Payouts report and nightly reconciliation.

Q: Can I see who recorded each payout?

A: Yes! Every payout shows which staff member recorded it (via their PIN), along with the date and time.