How do I prevent front desk cash mismatch at shift handover?
SajhiloStay HMS guide · Updated
Give every staff member their own shift. SajhiloStay HMS records each payment against the drawer that took it, then at shift close compares the cash the system expects with the cash actually counted, per person. Refunds can go out as store credit, so a mismatch shows up at handover — not at month-end.
A drawer that is NPR 2,000 short at the end of the day is rarely theft by a stranger. It is usually one of four things: two people working one drawer, a refund paid out with nothing recorded, a QR payment counted as cash, or a discount given and never written down. Fix those and the mismatch mostly disappears.
1. One shift, one person, one drawer
In SajhiloStay a payment cannot be taken without an open shift, and every sale belongs to the drawer of the person who took the money. When the morning receptionist hands over to the evening one, each closes their own shift. Nobody inherits somebody else's shortage. (If a screen says no shift is open, see why you cannot take a payment.)
2. Expected versus actual, at every close
At shift close the system shows the expected cash — opening float plus every cash payment recorded, minus cash paid out — beside the cash the person actually counts. The difference is saved against their name. A pattern of small shortages on one person is visible in a week, not discovered at year-end.
3. Digital money never counts as cash
Fonepay QR, card and other digital payments are tagged as digital, and Fonepay payments are confirmed with Fonepay itself. A cash payment cannot be "covered" with someone else's QR screenshot.
4. Refunds that leave a trail
- A refund can be issued as store credit instead of cash from the drawer, without hiding the original sale.
- Cancellations are two steps — cancel, then refund — with a pending-refunds queue, so the books never assume money went back before it did.
5. Discounts and removals need a reason
Discounts and overrides need a manager PIN. Removing an item from a restaurant order asks why, and the activity log shows who ordered, removed or cancelled what, on which table, and when.
Close the day
When every shift is closed, day close locks the day's figures so the report you read tomorrow is the one your staff closed tonight.
See it yourself: try this live as Front Desk or Manager — no signup, or compare plans from NPR 15,000 a year.
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