Cashier: daily workflow

What this covers

This guide walks you through the steps of a typical shift as a cashier—from the moment you start work until you close out and hand off to the next person.

Before you start

• You have a username and password to log into Usystems
• You know which payment methods your company accepts
• Your manager has shown you how to use the POS (if applicable) or how to record invoices
• You have access to your cash drawer, card reader, or payment system

Steps

Morning: Opening Your Drawer

1. Log in to Usystems

Go to your company's login page and enter your username and password. You should see the dashboard with the menu on the left.

2. Prepare your drawer

• Count your opening cash (the amount given to you to start)
• Make sure your cash drawer or register is clean and organized
• Test any equipment (card reader, printer, etc.) to confirm it works

3. Open your shift in the system (if required)

Some companies track shifts. Ask your manager if you need to create or open a shift record. If so:

• Go to POS or ask where to find the Shift or Drawer function
• Record your opening cash amount

Daytime: Processing Sales and Payments

4. Ring up each sale

As customers arrive, use one of these methods:

• Using POS: Go to POS Open in Usystems, select items, and press sell. Enter the payment method (cash or card). The receipt prints automatically.
• Using Invoices: Go to Invoices → New Invoice Open in Usystems, add items or services, choose the customer (or keep as walk-in), and mark it paid.

5. Handle the payment

• Cash: Count the money from the customer. If you give change, count it aloud so the customer can hear.
• Card: Swipe or tap the card reader. Wait for approval. If declined, let the customer know and ask for another method.
• Other: Follow your company's rules for checks, mobile pay, or account credits.

6. Issue a receipt

The receipt should print automatically after payment. Hand it to the customer. Keep a copy for your records.

7. Record special cases

• Return or refund: If a customer returns an item, ask your manager or use the Refunds function to process it. Open in Usystems
• Discount or adjustment: If you give a discount, record it in the sale (don't hide it—always log it).
• No payment now: If you accept an invoice to be paid later, go to Invoices → New Invoice Open in Usystems, mark it unpaid, and save it. The customer pays later.

End of Shift: Reconciliation

8. Count your drawer

At the end of your shift:

• Remove all money from the drawer
• Sort it by type (bills, coins, checks, etc.)
• Count each pile carefully
• Write down the total

9. Compare to the system

• Go to Payments or ask your manager where to see your shift total Open in Usystems
• Compare the system total to your cash count
• If they match, great! If not, you may need to search for the missing or extra amount

10. Report any differences

• If your count matches the system: proceed to step 11
• If there is a small discrepancy (a few coins or a small bill): tell your manager so they can note it
• If the difference is large: notify your supervisor; do not hide it

11. Hand off or reconcile

• Enter your closing cash (if the system requires it)
• Give any payment to a manager or place it in the safe, depending on your company's rules
• If the next cashier is arriving, brief them: "We had 3 refunds today, and the card reader was slow around noon"

Accounting impact

Each sale or payment you record updates the company's accounts:

• Cash sales immediately increase the company's cash balance
• Invoiced sales (payment later) create a customer debt that the company tracks
• Refunds reduce the cash or the invoice total, depending on when the return happens
• Discounts reduce revenue and are tracked in profit reports

Your accurate recording helps the accountant balance the books at month-end.

Tips & common mistakes

• Count twice. Never trust a single count. Do it again if the numbers don't match.
• Keep receipts. Always give receipts to customers and file yours. They prove what happened.
• Don't round up or "borrow." If you are short, report it; if over, don't pocket the extra.
• Ask questions. If you are unsure how to handle something (a large discount, a special payment), ask your supervisor before recording it.