A cash difference you can explain tonight is a learning moment. A difference you discover at the end of the month is a mystery. A consistent closing routine makes sure every peso is accounted for while the shift is still fresh in everyone's mind.
Before you count
- Finish or park every open order so the POS totals are final.
- Close the register in the POS to lock the shift and generate the shift summary.
- Count in a quiet spot, ideally with a second person present.
Step 1: Count by denomination
Count each bill and coin denomination separately and write down the quantities. This makes recounting fast and catches swapped bills.
| Denomination | Qty | Amount |
|---|---|---|
| ₱1,000 | 4 | ₱4,000 |
| ₱500 | 6 | ₱3,000 |
| ₱100 | 14 | ₱1,400 |
| ₱50 | 9 | ₱450 |
| ₱20 | 12 | ₱240 |
| Coins | — | ₱186 |
| Counted cash | ₱9,276 | |
Step 2: Work out the expected cash
Expected cash = opening float + cash sales − cash refunds − cash paid out (for example a small supplier payment). Card and QR payments are not in the drawer, so they're checked separately against your bank or provider report.
Opening float ₱2,000 + cash sales ₱7,420 − cash refund ₱150 = ₱9,270 expected. Counted ₱9,276, so the drawer is ₱6 over. That's small and probably a change error, but it still gets recorded.
Step 3: Record every difference
Write down the amount, whether it's over or short, and any likely reason. Set a tolerance (for example ±₱20) for when a manager must review. Patterns matter more than single nights: the same cashier short three nights in a row needs coaching or a closer look.
Step 4: Match the digital payments
Compare the POS totals for card and QR Ph with your terminal or provider reports. Remember that providers deduct a merchant discount rate (often around 1%–1.5% for QR payments) and may settle the next business day, so the amount reaching your bank can differ from gross sales. Note any QR payment that has no matching order. These are a common cause of "missing" money.
Step 5: Secure and hand over
- Leave the agreed float (for example ₱2,000 in small bills) for the next shift.
- Seal the rest in a deposit bag with the count sheet.
- Both people sign the count sheet; store it with the POS shift summary.
- Note anything the next shift needs to know, such as a pending refund or a terminal problem.
Key takeaway: count by denomination, compare with the POS expected cash, check digital payments separately, and record every difference with a reason.
Sources and further reading
- Philippine Fintech Alliance — BSP rolls out the person-to-merchant QR Ph system
- Wise — How to get QR Ph: a guide for Filipino businesses
This article is general information for business owners in the Philippines, not legal, tax or financial advice. Rules and rates change, so confirm the details that apply to your business with the relevant agency or a qualified professional. Figures in worked examples are illustrative. Last reviewed October 2026.
