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Cash count sheet

Count the cash drawer by denomination, see whether it is over or short, and know what to deposit and what to leave as float.

Open the cash count sheet editor

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  1. Name the drawer, choose the currency and count each coin and note.
  2. Type the expected cash and the float to keep for the next shift.
  3. See whether it is over or short and what to deposit, then print a sheet to sign.
Sample cash count sheet CC-0001 for two tills in USD: counts by denomination, Till 1 counted $532.77 against 535.40 expected, short -2.63.

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How to fill in a cash count sheet

  1. Count details. Type a Number if you number your counts, check the Date, enter who counted under Counted by, and give the drawer a Name (“Till 1”, “Front desk”). Choose the Currency; the coins and notes for it are listed. Changing the currency of a drawer that already has counts asks first, and switching clears the counts (the coins and notes of one currency do not exist in another).
  2. Count each denomination. Type the number of coins or notes next to each value. A blank counts as nothing counted. Counts are whole numbers; Check before you send flags decimals, negative counts and text it cannot read. Each line shows its Amount (value × count), and Coins, Notes and Counted total add up as you type.
  3. Rolls and missing values. For USD and CAD, tick Show coin rolls to count full bank rolls. Choose + Add denomination for a coin or note that is not listed; it is placed among the coins, notes or rolls by value.
  4. Expected cash (optional). Type what should be in the drawer under Expected, for example the opening float plus the cash sales from your register or sales record. The sheet shows Over/short and Balanced, Over or Short. Leave it empty to count without comparing. Amounts are typed to the currency’s smallest unit (the cent for USD); more decimals are an error.
  5. Float and deposit. Type the change to leave for the next shift under Float to keep. Deposit is what is left to take to the bank or the safe.
  6. More drawers. Choose + Add drawer to count another drawer. Each drawer keeps its own Counted total; the summary adds the drawers up per currency and shows their sum as Counted.
  7. Print or download. Print it or download the PDF to sign and keep with the cash.

Example: closing two registers

Names and figures are invented.

Pebble Lane Deli counts two registers in USD at closing time.

Till 1

Denomination Count Amount
0.01 coin 37 0.37
0.05 coin 18 0.90
0.10 coin 25 2.50
0.25 coin 32 8.00
1.00 note 41 41.00
5.00 note 12 60.00
10.00 note 9 90.00
20.00 note 14 280.00
50.00 note 1 50.00
  • Coins: 0.37 + 0.90 + 2.50 + 8.00 = 11.77.
  • Notes: 41.00 + 60.00 + 90.00 + 280.00 + 50.00 = 521.00.
  • Counted total: 11.77 + 521.00 = 532.77.
  • Expected: Till 1 started with a 150.00 float and the sales record shows 385.40 in cash sales, so 150.00 + 385.40 = 535.40 is typed.
  • Over/short: 532.77 − 535.40 = −2.63, Short.
  • Deposit with a float to keep of 150.00: 532.77 − 150.00 = 382.77.

Till 2 was counted at 210.00 with a float to keep of 100.00 and no expected amount, so it shows Not compared and a deposit of 210.00 − 100.00 = 110.00.

Summary (USD)

Drawers Counted Expected Over/short Not compared Float to keep Deposit
2 742.77 535.40 −2.63 1 250.00 492.77

532.77 + 210.00 = 742.77 counted; 150.00 + 100.00 = 250.00 float; 382.77 + 110.00 = 492.77 deposit. Expected and over/short only include Till 1, because Till 2 had no expected amount.

Cash counts in practice

Expected cash comes from your own records

The sheet does not know your sales. Expected is what you type: usually the opening float plus cash taken in, less any cash paid out of the drawer. Take the cash sales figure from your register or sales record before you count, and write down how you arrived at it under Notes.

Over or short

The difference is calculated to the currency’s smallest unit: 532.77 counted against 535.40 expected is 2.63 short. A small difference is often a miscount or wrong change; count again before you record it. If you count without an expected amount, the drawer shows Not compared and is left out of the over/short in the summary. When no drawer of a currency has an expected amount, the summary shows Not compared for that currency’s expected and over/short.

Float and deposit

Float to keep is the change for the next shift, and Deposit = counted − float to keep. An empty float counts as 0, so the whole drawer becomes the deposit. If the float is more than the drawer holds, the deposit is negative and Check before you send warns you.

Several drawers and currencies

Each drawer has one currency. The summary adds drawers of the same currency together and lists each currency separately; nothing is converted. For a currency without preset coins and notes, add them with + Add denomination.

Not a fiscal record

This sheet is a counting aid, not a register report or cash book. Rules on cash records differ by country; check your local requirements. For money received from a customer against an invoice, use a payment receipt. For counting stock rather than cash, see the inventory count sheet.

Your data

Cash counts are never uploaded; the signed PDF is the record to keep with the cash (how saving works).

Limits

  • It does not connect to a register, POS system, card terminal or bank, and does not know your sales.

Frequently asked questions

How do I count a cash drawer?
Count each coin and note separately and type how many of each you have. The sheet multiplies each count by its value and adds them up. Compare the counted total with what should be in the drawer: the float you started with plus the cash you took in, less any cash paid out.
How is over or short calculated?
Over/short = counted − expected. A positive figure means there is more cash than expected (Over), a negative one less (Short), and 0.00 is Balanced. Leave Expected empty if you only want the total.
Can I count coin rolls?
Yes, for US and Canadian dollars. Tick Show coin rolls and type how many full rolls you have; each roll counts at the value of the whole roll, for example a roll of 40 quarters as 10.00. The box applies to every drawer, but only USD and CAD drawers have preset rolls; for another currency, add a roll with + Add denomination.
My currency or a coin is missing. What do I do?
The sheet has preset coins and notes for USD, EUR, GBP, CAD, AUD and JPY, and leaves out rarely used ones. Choose + Add denomination to add any coin or note yourself; for another currency, add each of its coins and notes this way.

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