Closing a Shift

Closing a shift is the moment the drawer is counted and the day is sealed. Kassly works out what should be there, compares it with what you say is there, and issues the shift's Z reading.

Needs the Cash Drawer & Expenses add-on (₱300 per branch each month), or any bundle that includes it. See Plans and add-ons.

Counting down

1. Count the cash physically in the drawer — all of it, including the opening float. Do not subtract the float; Kassly expects the whole drawer.
2. Enter that figure as the closing count. In the back office the field is Closing Cash Amount.
3. Add a note if anything happened — a customer shorted you, a payout was not logged, the till was left unattended. Up to 500 characters.
4. Confirm. The shift closes, the totals are worked out, and the Z reading is sealed.

Count first, then look at Expected. If you read the expected figure before you count, you will count towards it, and a genuine shortage will quietly disappear into a recount.

A closing count is required. The only way a shift is closed without one is Kassly's automatic close, described below.

What Kassly works out at close

Figure	How it is arrived at
Expected in Drawer	Opening float + cash sales + Cash In + AR cash collected − Cash Out − cash refunds
Ending Balance	The figure you counted and declared
Over / Short	Ending Balance − Expected in Drawer
Transactions	Completed sales you rang up in the shift window
Total Sales, Discounts, Refunds	Totals for the same window
Payment Breakdown	One line per tender actually used

Only cash counts towards the expected drawer. A sale paid on credit, by GCash, by card, or by bank transfer appears in the payment breakdown but not in the cash figure — the money never reached your till. See Cash over and short for how to read a variance.

What the shift report shows

Closing seals a Z reading for the shift, which you can view in the back office and download as a PDF sized for an 80mm thermal roll.

Section	Contents
Transaction Receipt Range	Beginning and ending receipt (TRN) numbers
Sales Summary	Transaction count, void count, voided sales, return count, gross sales, discounts, returns and refunds, service charge, net sales
Payment Breakdown	One line per tender used
VAT Analysis	VATable sales, VAT amount at 12%, VAT-exempt sales, zero-rated sales
Accumulated Grand Total	Beginning and ending lifetime accumulator — BIR-accredited stores only
Cash Accountability	Beginning Balance, Cash Sales, AR Collected, Cash In, Cash Out, then Expected in Drawer, Ending Balance, and Over / Short
Expenses	Optional and off by default — see below

In Cash Accountability, the AR Collected, Cash In and Cash Out lines only appear when there was something on them, so a plain shift stays short.

Showing expenses on the reading

Settings → Store Settings has a toggle, Show expenses in X/Z reading. It is off by default, which keeps the reading BIR-clean. Turned on, it adds an expenses section and a net-after-expenses line, both clearly marked as management figures rather than BIR totals. Payouts already taken from the drawer are flagged so nothing reads as deducted twice.

Turning it on affects shifts closed from then on. Readings already sealed are never changed — that is what sealing means.

X reading versus Z reading

	X reading	Z reading
When	Any time during an open shift	Once, when the shift closes
How many	As many as you like	One per shift
Numbered	No	Yes, from the terminal's Z counter
Changes anything	No	Seals the shift
BIR document	No — marked internal	Yes for an accredited store; otherwise marked as an internal Z-reading
Who can see it	Owner, manager, or the shift's own cashier	Owner and manager only

Two more things worth knowing:

• The Z counter is a four-digit field, as declared to the BIR. On reaching 9999 Kassly refuses to seal any further readings rather than rolling over silently — the terminal has to be replaced or re-accredited first.
• A Z reading per shift exists for cashier accountability. Separately, Kassly seals a business-day Z reading per terminal, which rolls up every shift on that terminal for the day. That is the daily reading the BIR asks for.

Both are covered in X and Z readings.

Who can close a shift

Shift	Who can close it
Your own	You
Anyone's, in a branch you can access	Owner or Manager

A manager closing somebody else's shift declares the figure they actually counted. When a shift is closed on the cashier's behalf, Kassly writes who did it into the shift's notes, so the count is never anonymous.

Owners, and managers assigned to that branch, are notified when a shift closes, with the sales total. The person whose shift it was is not notified about their own close.

When nobody closes the shift

A shift left open for more than 24 hours is closed automatically overnight. When that happens no count is recorded, because nobody counted the drawer.

The reading reports Over / Short as NOT COUNTED rather than zero, and nothing is posted to your books. A drawer nobody looked at has an unknown variance, and recording it as balanced — or as a shortage of the entire expected balance — would be worse than recording nothing. The shift's notes say the drawer was never counted.

The lesson is the ordinary one: close your shift before you go home, even if the count is ugly.

Reopening a closed shift

Sometimes a ₱500 note turns up in a pocket a minute after closing. An owner, or a manager with access to the branch, can reopen a recently closed shift — a cashier cannot.

Condition	Rule
Time limit	Within 24 hours of closing
Who	Owner, or a manager with access to that branch
Fiscal lock	Not once the shift's business day has been sealed by a daily Z reading

The last one is not a preference: a sealed business day is a fiscal record, and a late correction is not allowed to reach back into it.

Reopening keeps the shift's original Z-reading number, and writes who reopened it and when into the notes. The Z reading sealed at the first close is not reissued — a sealed reading never changes.

Then take a look at Cash over and short, which is where most end-of-day questions actually land.