Cash Payout: how to use

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Cash Payout

Cash Payout adds a tile to Shopify POS for cash that leaves or enters the drawer outside a sale. The cashier enters an amount and a reason, taps Remove cash or Add cash, and the movement goes into the register's open cash session and into the app's reports.

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Install from the Shopify App StoreWatch the video
On this pageHow it worksWhat it doesPrice & installationFirst setupSetup scenariosScreens and settingsEveryday useTroubleshootingFAQContacts
Overview

How it works

1

You set up the reasons

In the Shopify admin you create reason templates. A template has a name, an optional preset amount and an optional barcode.

2

The cashier opens the tile

On the Cash Payout: Lottery & Removal tile the cashier types the amount, taps a template or scans its barcode. The amount field fills from the right, like a till keypad: 1 gives 0.01, 123 gives 1.23.

3

One tap moves the cash

Remove cash or Add cash. The app checks the amount, the connection and the staff member signed in with a PIN. Then it asks Shopify to record the movement in the open cash session of this register.

4

Only then the app logs it

The app writes its own record after Shopify accepts the movement. If Shopify refuses, nothing is recorded and the cashier sees the reason in red.

5

Reports add it up

The Reports screen shows every operation and sums cash in, cash out and net for the period you choose.

6

Your own rules still apply

The app records what the cashier entered. It does not decide whether a payout is allowed. Lottery claim limits and forms, the reporting of winnings, your cash handling policy and drawer counts stay your responsibility. Check them with your state lottery and your accountant.

The app adds to Shopify POS. Payments, taxes and reports stay in Shopify.
Features

What it does

Remove cash and Add cash

Two buttons on the POS tile. Remove cash records money taken out of the drawer, Add cash records money put in. No order, cart or payment is created.

Reason templates

A name, an optional preset amount and an optional barcode. The first template is a one-tap button on the tile. The others open from Choose a payout reason.

Scan a reason

Give a template a barcode, then scan it with a connected scanner or with the camera (Scan barcode). The template is picked and its preset amount filled in.

Shopify cash session

Each operation is recorded in the open cash session of the register it was made on. When the first save of a template works, its name is also added to Shopify as a cash reason code, and operations with that template carry it.

Receipt

With Ask the cashier every time, a Print receipt button appears after each operation. The receipt shows the store name, your receipt title, the date, the type and the reason with the amount.

Reports

Operations, cash in, cash out and net for a period, per currency. Filter by reason. Click an operation for its staff ID, device and cash session.

One tap, one operation

While an operation is being sent, further taps are ignored, so a double tap does not record it twice.

Built for: Convenience stores, liquor stores, groceries and other counters that pay out lottery wins, bottle deposits or vendors in cash, or add change to the drawer during the day.
Install

Price & installation

The app has a 30-day free trial. Shopify bills the subscription with your Shopify invoice.

How to install

  1. Open the app on the Shopify App StoreUse the button above, signed in to your store.
  2. Click InstallApprove the permissions the app asks for.
  3. Choose the planThe 30-day free trial starts at once. Shopify bills the subscription with your Shopify invoice.
  4. Set the app up in your Shopify adminIt is listed under Apps. The first setup is below.
  5. Add the app's tile to Shopify POSOn the POS home screen add a tile, choose Apps and pick the app.
How to cancel the subscription

Cancelling means uninstalling the app. There is no separate billing screen.

  1. In the Shopify admin open Settings → Apps.
  2. Open the menu on the app's row and choose Uninstall.
  3. Confirm. The subscription stops when the app is uninstalled.
Start here

First setup

Do this once, in this order. The app is then ready for the shift.

  1. Open Cash Payout in the Shopify admin.The first screen reads You have no reason templates yet. Click Create a template.
  2. Click Create template and fill Name.For example Lottery payout. Up to 50 characters. The cashier sees it on the button, and it is printed on the receipt.
  3. Tick Preset amount only for a fixed sum.Then type it in Amount: digits fill from the right, 2000 gives 20.00. Leave the box off for lottery wins and other amounts that change.
  4. Optional Fill Barcode.Scanning it on the POS tile picks this template. One barcode per template.
  5. Click Save template.Create one template per reason. Use the arrows to put the most common reason first: it becomes the one-tap button on the tile.
  6. Open Settings and choose Receipt.Ask the cashier every time shows Print receipt after each operation. Never print a receipt hides it. Change Receipt title if you like, then click Save settings.
  7. Open a cash session on each register.The app records into the open cash session of the device the cashier uses. Without one, every operation is refused. Cash sessions need POS Pro on the location.
  8. Test it: open the tile, tap your first template, tap Add cash.The tile shows amount recorded — reason. Take the same amount out with Remove cash, then check both lines in Reports.
Templates and settings can be changed at any time. Past operations keep the reason text they were recorded with.
Configuration

Setup scenarios

Each scenario is a complete configuration. Follow the steps in order.

1. Lottery and scratch-off payouts

The win amount is different every time, and the reason has to be stored with each payout.

  1. Create a template named Lottery payout.Leave Preset amount off.
  2. Move it to the top of the list.It becomes the one-tap button on the tile.
  3. Optional Give it a barcode, for example LOTTERY.Print the barcode yourself and keep it at the counter for the scanner.
  4. At the counter: open the tile and tap Lottery payout.Or scan its barcode.
  5. Type the win amount and tap Remove cash.The banner reads, for example, 50.00 recorded — Lottery payout. Tap Print receipt if you keep a paper record.
The app does not open the cash drawer and does not check lottery limits.
2. Bottle and can deposit refunds

Customers bring back containers and get the deposit in cash.

  1. Create a template named Bottle refund.Leave Preset amount off, because the number of containers changes.
  2. Optional Add a barcode, for example BOTTLES.
  3. Count the containers and work out the total.The tile does not multiply.
  4. Pick Bottle refund, type the total, tap Remove cash.
A preset amount fills one fixed sum. For several containers, type the total. The cashier can always overwrite a preset amount.
3. Safe drops and vendor payments

Cash leaves the drawer for the safe or for a supplier, and you want to know why later.

  1. Create Safe drop with a preset amount, for example 500.00.Leave the preset off if the drop amount varies.
  2. Create Vendor payment without a preset amount.
  3. At the register: Choose a payout reason, pick the template.Check or type the amount.
  4. Tap Remove cash.The operation carries the template's Shopify cash reason code.
4. Cash added during the shift

Change comes in from the safe, or the owner tops up the drawer.

  1. Create a template, for example Change from the safe.Tick Preset amount if you always add the same sum.
  2. Pick it on the tile, check the amount, tap Add cash.
  3. Put the cash in the drawer.Reports show it as Cash added.
If you count the opening float when you open the cash session in Shopify POS, do not add it again with the app.
5. End-of-day check

Compare what the app recorded with the cash in the drawer.

  1. Open Reports.It opens on today, for all reasons.
  2. Read Cash in, Cash out and Net.Net is cash in minus cash out.
  3. Click an operation to see who made it and on which register.Staff, Device and Cash session are Shopify IDs.
  4. Compare with your drawer count and the register's cash session in Shopify POS.
All registers are in one report. The device and cash session lines in the details tell them apart.
Reference

Screens and settings

Every screen of the app and what each setting does.

POS tile

The tile is in English: Cash Payout: Lottery & Removal, with the subtitle Pay out or add cash.

Setting What it does
Amount Digits only, filled from the right: 1 gives 0.01, 12 gives 0.12, 123 gives 1.23. A template with a preset amount fills it in; the cashier can still change it.
Reason Free text, or filled by a template. Typing in this field after picking a template unlinks the template, so the operation is sent without its Shopify reason code.
First template button The first template in your list. It reads Name · amount when the template has a preset amount.
Choose a payout reason Shown when you have more than one template. Opens the Payout reasons list. Back returns to the form.
Scan barcode Shown when at least one template has a barcode. Opens the camera. A connected scanner works without it. An unknown code shows Reason not found.
Add cash Records cash put into the drawer.
Remove cash Red. Records cash taken out of the drawer.
Print receipt · Done After a successful operation. Print receipt appears only when the receipt setting asks for it. Done clears the form for the next operation.
Back After an error. Returns to the form with the amount and the reason kept.
Home screen
Setting What it does
Your setup How many templates you have and the receipt mode.
Manage templates Opens the reason templates. While you have none, the button reads Create a template.
Reports · Settings Buttons in the title bar.
Plan · Manage plan Opens Shopify's page for the app's plan.
How it works A reminder that the app only records cash movements, and the app version.
Reason templates

One card per template, in the order the POS tile uses.

Reason templates
Setting What it does
Name The heading of the card. The cashier sees it on the tile.
Amount The preset amount, or Cashier enters the amount when there is none.
Barcode Shown when the template has one.
Up and down arrows Change the order. The first template is the one-tap button on the tile.
Pencil Opens the template editor.
Red bin Deletes the template after Are you sure you want to delete this template?. Past operations keep their reason text.
Create template Title bar button for a new template.
Template editor
Setting What it does
Name Required, up to 50 characters. Empty gives Enter a name for the template.
Preset amount Off: the cashier types the amount. On: shows Amount.
Amount The fixed amount. Digits fill from the right, as on the tile. It must be above zero.
Barcode Up to 50 characters. A barcode already used by another template gives Another template already uses this barcode.
Save template Saves the template. The first save also adds the name to Shopify as a cash reason code. Renaming the template later does not rename that code.
Reports

Opens on today, for all reasons. A period shows at most 10,000 operations.

Reports
Setting What it does
Date button Opens the presets (Today, Yesterday, Last 7 days, Last 30 days, Last 90 days, This month, Last month), the From and To fields and a calendar. Apply runs the report.
Reason All reasons or one current template. Operations of a renamed or deleted template appear under All reasons.
Show results Runs the report with the chosen reason.
Totals Operations, Cash in, Cash out and Net. With several currencies, one block per currency.
Operation rows Reason, date and time, amount with its sign and a Cash removed or Cash added badge. Click a row for the details.
Operation details
Operation details
Setting What it does
Date · Reason · Type · Currency When, why and which way the cash moved.
Staff · Location · Device Shopify IDs. The app has no access to staff names.
Source reference MANUAL_REMOVE or MANUAL_ADD.
Cash session The Shopify cash session the operation went into.
Device reference · Record ID Internal IDs. Quote them when you contact support.
Settings
Setting What it does
Receipt title Printed under the store name on the receipt. Up to 50 characters. Default Cash Payout: Lottery & Removal. Required unless the receipt never prints.
Receipt Ask the cashier every time (default) or Never print a receipt.
Save settings Title bar button. Nothing is saved until you click it.
Miss something? · Tell us Sends us a feature request: up to 1,000 characters and an optional email.

Screenshots of the running app in Shopify POS and the Shopify admin. Click one to enlarge.

At the register

Everyday use

What the cashier does after the app is set up.

  1. Open the Cash Payout: Lottery & Removal tile on the POS home screen.
  2. Type the amount, or tap the template button, Choose a payout reason, or scan the reason's barcode.
  3. Check the amount and the reason.
  4. Tap Remove cash for money out, Add cash for money in. Tap once and wait for the green banner.
  5. Hand over or put away the cash. Print the receipt if needed, then tap Done.
  6. If a red message appears, nothing was recorded. Fix the cause, tap Back and try again: the amount and the reason are kept.
If something is wrong

Troubleshooting

Symptom on the left, what to do on the right.

Symptom What to do
No open cash tracking session on this register Open a cash session on this device in Shopify POS, then try again. The app records only into the session of the device the cashier is using. Cash sessions need POS Pro on the location.
Pin in to POS before recording cash No staff member is signed in with a PIN on this POS. Sign in, then try again.
No connection. The operation was NOT recorded — try again once POS is online. The app works only online and keeps no offline queue. Nothing was recorded. Try again when the device is back online.
Amount should be more than 0 Type an amount above zero. The field fills from the right: 2500 gives 25.00.
Reason not found after a scan No template has this barcode. Check the Barcode field of the template.
Sign in to Shopify POS with an account that has access to Cash Payout: Lottery & Removal. The account signed in to POS cannot use the app. Give that staff account access to the app in Shopify, or sign in with another account.
The app opened from POS says Please open the app on the Shopify Admin page, then try again. Open Cash Payout once in the Shopify admin, then open it again in POS.
The connection dropped during an operation and you are not sure it went through. Open Reports before you try again. If the operation is there, do not repeat it: a new tap records a second operation.
The tile keeps showing Working… The server has not answered. Check the connection, close the tile and check Reports before trying again.
Print receipt does not appear. In Settings, Receipt is set to Never print a receipt. Choose Ask the cashier every time and click Save settings.
Scan barcode is not on the tile. It appears only when at least one template has a barcode.
An operation is missing in Reports. Check the date range (Reports opens on today) and the Reason filter. If the tile showed a red message, the operation was not recorded.
The app's tile is not on the POS home screen. Add it: on the POS home screen add a tile, choose Apps and pick the app.
The tile does not react or shows an old screen after an update. Close and reopen Shopify POS. If that does not help, update Shopify POS on the device.
The app asks for new permissions. A new version needs them. Open the app in the Shopify admin and approve them.
Questions

FAQ

Does the app create an order or a refund?
No. It records cash taken out of or put into the drawer. It never touches a cart, an order or a payment.
Does the cash drawer open?
No. The app does not open the cash drawer.
Does it work offline?
No. Each operation needs a connection, an open cash session on the register and a staff member signed in with a PIN.
Where do the movements show up in Shopify?
Each operation goes into the open cash session of the register it was made on. With a template, it carries that template's Shopify cash reason code. The same operations are listed in the app's Reports.
Can I stop some staff from removing cash?
Not in the app today. Any staff account that has access to the app can add and remove cash. Choose who has access to the app in Shopify.
Who is recorded on an operation?
The staff member signed in with a PIN on that POS. Reports show the Shopify staff ID, because the app has no access to staff names.
Can I export the report?
No. Reports are shown on screen only.
Which languages does it use?
The admin is in English and Spanish. The POS tile and the receipt are in English.
How much does it cost?
$0.99 per month, with a 30-day free trial.
Support

Contacts

Email
contact@merchbytes.com
Website
merchbytes.com