During Your Shift

Between opening and closing, more passes through the drawer than sales. Somebody buys load, the owner adds change, a customer pays down their utang, you drop ₱5,000 to the safe. Every one of those has to be recorded, or the drawer will not add up at the end of the night.

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

The movements Kassly tracks

Movement	What it is	Recorded by	Expected cash
Opening Float	The cash you declared when you opened	Kassly, at open	Adds
Cash In	Cash into the drawer that is not a sale	You	Adds
Cash Out	Cash spent from the drawer. Always an expense	You	Subtracts
Cash Drop	Cash moved from the drawer to the safe. Never an expense	You, with Drop to safe	Subtracts
AR Collection	A customer paying down credit in cash	Kassly, when you record the payment	Adds
Refund	Cash you hand back on a return or a void	Kassly, when you process it	Subtracts

Sales are not in this list. Cash from sales is counted from the payments on the sales themselves, so you never record a sale as a Cash In.

Cash In, Cash Out and drops are recorded in the app, at the counter: tap Cash In or Cash Out at the top of the POS. Both open the Cash Movement sheet, which has three options: Cash Out, Cash In and Drop to safe. The back office shows them but does not record them — open a shift from Sales → Shifts and look at Cash Movements.

Cash In

Record a Cash In for any cash that arrives in the drawer without being a sale: the owner bringing change, a top-up from the safe, loan money that landed in the till.

Field	Notes
Amount	At least ₱0.01
Reason	Free text, up to 255 characters. Write what actually happened
Source	Where the money came from. Optional — see below

Where a Cash In came from

The source is the accounting half of the question, and it matters more than it looks: without it, every peso put into a drawer is treated as the owner putting money into the business.

On the phone this is Where From, and it is optional.

Source	Use it for	What it does to your books
Owner's Capital	You or a partner putting money into the business	Increases owner's equity
Loan Proceeds	Cash from a business loan that has been disbursed	Nothing here — the loan itself already records the cash against Loans Payable
From Safe / Bank	Cash moved in from the safe, the bank, or another till. The back office calls it Transfer from Safe / Bank	Nothing — moving your own cash between your own tills does not make the business richer
Other	Anything you cannot classify	Increases owner's equity, and is marked as unclassified

Loan Proceeds has to name a loan that is on your books and has actually been disbursed. Cash recorded against a loan that does not exist would leave your books holding money with no debt behind it, so Kassly refuses it:

Pick the loan this cash belongs to, or record it as another source.

A Cash In with no source is treated as Owner's Capital. That is deliberate: it is exactly how every Cash In behaved before the classification existed, and giving those older entries a new meaning would restate reports you have already filed. In the back office an unclassified movement simply carries no label rather than a guess.

Two things the list deliberately does not offer, because a cashier at 10pm should not be deciding either of them:

• A refund of an earlier expense. Booking it correctly needs a link back to the original expense; guessing the account misstates your profit and loss.
• Other income. Crediting income moves BIR-reportable sales. That is a reclassification for your accountant, not a dropdown at the counter.

Cash Out

Record a Cash Out whenever cash leaves the drawer to be spent — buying ice or supplies, paying a delivery, petty cash for load. Fill in the Amount, a Reason, and an Expense Category if you like, then tap Record Cash Out.

Every Cash Out is a business expense, so the money shows up in your expense reporting instead of just vanishing from the drawer:

• With a category, it is recorded under that category.
• Without one, it is recorded under Uncategorized. Kassly creates that category once and reuses it, so uncategorised payouts collect in one place rather than disappearing.

Who records it decides whether the expense counts immediately:

Who records it	Expense status
Owner or Manager	Approved straight away
Cashier	Pending — it waits in Approvals on the web, and in Oversight → Approvals on the phone, until an owner or manager approves or rejects it

Either way the drawer is reduced immediately. The cash physically left, so the shift's expected amount drops whether or not anyone has approved the expense yet. Approval decides whether it counts in your profit and loss, not when it leaves the drawer. A pending cash-out also shows on Finance → Expenses, where it can be approved or rejected too. See Approvals and promotions.

Drop to safe

When the drawer holds too much, take some out and put it in the safe with Drop to safe: the third option on the Cash Movement sheet. Fill in the Amount and a Reason, then tap Record Drop.

A drop is not an expense. The money is still yours, it has only moved, so it takes no category and books nothing. It does leave the drawer, so it lowers Expected in Drawer like a Cash Out. It has its own Cash Drops line on the End Shift screen, the X-Reading on the web and the Z reading, and shows as Cash Drop in the shift's Cash Movements on the web.

Do not record a drop as a Cash Out. Every Cash Out is an expense, so a drop recorded that way shows in your profit and loss as money spent.

Bringing money back from the safe to top up the till is a Cash In with From Safe / Bank, so a change-fund top-up is not counted as fresh capital.

Kassly tracks the drawer, not the safe. Money you drop leaves the shift's expected cash and is not tracked anywhere after that. If you need to know how much is in the safe, you still need to count the safe.

Customer payments against credit

When a customer pays down their outstanding balance in cash during your shift, Kassly records an AR Collection for you. You do not record it as a Cash In.

• It is not a sale. It settles something you already rang up, so it never appears in net sales.
• It adds to expected cash, and it appears on the closing reading as its own AR Collected line — otherwise the expected figure looks inflated and reads like an error.
• A cash credit payment needs an open shift. A payment by GCash, card or bank transfer is recorded against the customer but never touches your drawer.
• A post-dated cheque that clears is a bank event, and deliberately leaves your drawer readings alone.

See Receivables and Post-dated cheques.

Cash you hand back

A cash refund — on a return, or on a void where cash had already been collected — is recorded as a Refund movement and reduces expected cash.

It lands on the shift of whoever processed it. If a different cashier handles the return, the cash comes out of their drawer, which is usually what physically happened. If nobody has a shift open, the return is still processed but no drawer movement is recorded at all. See Returns and refunds.

Movements cannot be edited or deleted

Once recorded, a cash movement is permanent. Kassly refuses to change it or remove it, and shifts themselves are never deleted either — financial records are kept for the ten years the BIR requires.

If you record the wrong amount, correct it with an opposite movement and say so in the reason. You will see both entries. That is the point: the trail shows what happened and what was fixed, rather than pretending the mistake never occurred.

Checking the drawer mid-shift

An X reading is a snapshot you can take at any time during an open shift without closing anything. On the web (Sales → Shifts, open the shift, then X-Reading) it shows sales so far, the payment mix, VAT, and the cash accountability ending in Expected in Drawer — which is the figure to compare against a mid-shift count.

• It changes nothing and seals nothing. Take as many as you like.
• It is clearly marked as an internal document, not a BIR one.
• An owner, a manager with access to the branch, or the cashier whose shift it is can pull it. A cashier cannot pull somebody else's.

Detail is in X and Z readings. When the day is done, carry on to Closing a shift.