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Barman Inventory
Barman Inventory · v1

Shift Management Help

Learn how to start a shift, record safe drops, close and lock a shift, and understand cash variance in Barman.

📋 Overview

Shifts create a clear cash accountability window for your team. Each shift has:

  • Opening Float — cash placed in the drawer at the start.
  • Sales / Received / Change — totals from all orders during the shift.
  • Safe Drops — cash removed from the drawer and moved to the safe.
  • Closing Count — physical cash counted at the end.
  • Variance — the difference between expected cash and actual cash.
Roles: Waiters create orders. Accountants usually start/close shifts and handle safe drops. Managers can review and override where permitted.

▶️ Starting a Shift

  1. Go to Shift Console.
  2. Enter Opening Float (cash in drawer at start).
  3. Click Start Shift.

Tip: Record the opening float exactly as counted. This establishes the baseline for variance.

💵 During the Shift

  • Sales: Increase as orders are completed.
  • Received: Cash actually taken from customers.
  • Change: Cash given back to customers.
  • Owed (customer credit): Amounts owed to customers (e.g., change to be settled).

You can monitor these metrics live in the Shift Console.

🧰 Recording Safe Drops

Use Safe Drop to move excess cash from the drawer to the safe during a shift.

  1. In Shift Console, enter the Amount and an optional Reference (e.g., envelope/slip number).
  2. Click Record Drop.

Best practice: Make drops when cash exceeds your drawer limit. Always include a reference.

🔒 Closing & Locking a Shift

  1. In Shift Console, count the cash physically in the drawer.
  2. Enter Cash Counted (physical cash now).
  3. (Optional) Enter a Variance Reason Code (e.g., RC01) and Notes to explain any discrepancy.
  4. Click Close & Lock Shift.

After closing, the shift becomes read-only. Use the Shift Summary report for audits and manager review.

🧠 Variance Explained

Expected Cash is what should be in the drawer before the closing count:

Expected Cash = Opening Float + Received − Change − Safe Drops

Variance is the difference between the physical count and the expected amount:

Variance = Cash Counted − Expected Cash
  • Positive variance (over): more cash than expected.
  • Negative variance (short): less cash than expected.

Always add a reason code and brief notes for any non-zero variance to keep audit trails clean.

📊 Reviewing Shifts

Use these pages to review shift performance:

  • Shifts List — quick status view (Active, Closed, Reviewed) with Sales and Variance.
  • Shift Summary — detailed report: totals, safe drops, top staff, hourly breakdown.
  • Manager Financial Report — cross-shift KPIs, charts, and exports.

❓ FAQs

Who can start or close a shift?
Typically Accountants (and Managers) can start/close shifts. Waiters generally cannot.
Do safe drops affect variance?
Yes. Safe drops reduce expected cash. Be sure to record them promptly.
What if I entered the wrong opening float?
Close the shift with a variance reason and note, then a Manager can review and adjust procedures.
Can I reopen a closed shift?
Closed shifts are locked for integrity. Use reports and annotations (notes) for audits.

🛠️ Troubleshooting

  • Unexpected negative variance: re-count cash; confirm all safe drops and change given were recorded.
  • Sales don’t match Received: check orders with customer balances or pending change settlements.
  • Safe drop not reflected: ensure it was recorded in the correct shift and not after closing.

✅ Best Practices

  • Use consistent variance reason codes (e.g., RC01: miscount, RC02: price correction, RC03: comp).
  • Record safe drops immediately and label envelopes/slips with the reference used in the app.
  • Keep opening float standard (e.g., a fixed amount each shift) to simplify reconciliation.
  • Avoid ad-hoc cash movements. Always use the app to log changes.

📚 Field Reference

FieldDescription
Opening FloatCash at start of shift.
SalesValue of completed orders.
ReceivedCash taken from customers.
ChangeCash given back to customers.
Safe DropsCash moved to safe during shift.
Cash CountedPhysical drawer cash at close.
VarianceCash Counted − Expected Cash.
Reason CodeShort code explaining variance.
NotesFree-text explanation for audits.

🧾 Printable Checklist

  1. Count drawer and set Opening Float.
  2. Process orders normally.
  3. Record Safe Drops with references.
  4. At close: count drawer (Cash Counted).
  5. Enter reason code + notes if variance ≠ 0.
  6. Close & Lock Shift.
  7. Review Shift Summary the next day.

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