Important Notes:
This feature is not linked to any physical cash register device. You can open and manage a cash register from anywhere in the platform.
You can have multiple cash registers open simultaneously, allowing flexible operations across different areas of your facility.
There is no automatic cash register closure. All registers must be manually closed by staff.
This feature is not available for gyms operating in France under NF525 compliance requirements, for now.
Feature Availability: This feature is not available in all FLiiP packages. If you're interested in using Cash Register Management, please reach out to your Customer Success Manager to discuss availability and pricing for your account.
This feature allows you to:
Complete Cash Accountability Track every cash transaction with automated linking to specific cash registers, ensuring complete transparency and preventing discrepancies or potential losses.
Flexible Cash Register Management Create and manage multiple cash registers for different areas of your facility (Front Desk, Shake Bar, Pro Shop, etc.) with the ability to have several registers open at the same time.
Automated Reporting Generate detailed closure reports automatically when closing a cash register, including all transactions, opening/closing amounts, and discrepancy tracking.
Staff Accountability Each cash register session is linked to specific staff members, providing clear accountability and audit trails for all cash operations.
Mandatory for Covered Payment Methods Once enabled, selecting a cash register becomes mandatory for all transactions using covered payment methods, both in POS and Admin interfaces.
Setting Up Cash Registers
Creating a New Cash Register
Navigate to Settings > Cash Registers
Click "Add New Cash Register"
Enter the following information:
Name: Give your cash register a descriptive name (e.g., "Front Desk", "Shake Bar", "Pro Shop")
Status: Set to "Enabled" to make it available for use
Managing Cash Register Settings
Enable/Disable Cash Registers
Only enabled cash registers can be opened and used
Disabled registers remain visible but cannot be selected for new sessions
Rename Cash Registers
Update register names to reflect their location or purpose
Changes are reflected immediately across the platform
Opening a Cash Register
Step-by-Step Opening Process
Navigate to Cash Registers
Go to Point of Sale > Cash Registers
Or access directly from the POS interface
Select an Available Register
Only registers with "Closed" status can be opened
Click "Open Register" next to your chosen register
Enter Opening Information
Expected Amount: Enter the amount you expect to find in the register
Actual Amount: Enter the actual amount counted in the register
Payment Method Breakdown:
Cash (with bill and coin calculator)
Credit card terminal receipts
Checks
Comment: Add any relevant notes about the opening
Confirm Opening
Review all information for accuracy
Click "Open Register" to confirm
The register is now active and automatically selected for your session
Automatic Selection: When you open a register, it becomes automatically selected as your active register
Session Persistence: Your selected register remains active throughout your entire platform session until logout
Multiple Open Registers: You can have multiple registers open simultaneously, but each user can only have one active register at a time
Open From Anywhere: Since this is not linked to a physical device, you can open a cash register from any location with platform access
Using the Cash Register with POS
Active Register Display
In the POS Interface:
Your active cash register name is displayed prominently in the POS header
All transactions are automatically linked to your active register
You can see which register is currently selected at all times
In Cash Register List:
Active registers show a clear "Active" indicator
You can see which register is currently active for your user session
Changing Active Register
From POS Interface:
Click on the cash register selector dropdown
Choose from available open registers
Only registers with "Open" status appear in the selection
From Cash Register List:
Navigate to the cash register management page
Click "Select" next to any open register
The register becomes active for your session
Mandatory Cash Register Selection
Once the Cash Register feature is enabled on your gym:
You must select an active cash register before processing any transaction with covered payment methods
This applies to both POS and Admin interfaces
In the Admin interface, cash register selection is required when marking a payment as "Successful"
Covered payment methods include: Cash, Credit Card Terminal, and Checks
Transaction Linking
All transactions are automatically linked to your active register:
POS sales and purchases
Manual payment processing (when marked as successful)
Membership payments processed in-person
Service bookings paid at the desk
Closing a Cash Register
Step-by-Step Closing Process
Navigate to Cash Registers
Go to your cash register list
Find the register you want to close (must be "Open" status)
Click "Close Register"
Any staff member with appropriate permissions can close a register
Enter Closing Information
Expected Amount: System calculates based on opening amount + transactions
Actual Amount: Enter the actual amount counted in the register
Payment Method Breakdown:
Cash amount remaining
Credit card terminal receipts
Checks
Withdraw Calculation (Optional):
Enter either the closing amount or withdraw amount
System automatically calculates the other value
Perfect for handling staff tips
Add Mandatory Comment
Explain any discrepancies
Note any issues or observations
Document withdraw reasons (e.g., "Staff tips: $50")
Review and Confirm
Check all amounts for accuracy
Verify discrepancy calculations
Click "Close Register" to finalize
Discrepancy Tracking
Automatic Calculations:
System compares expected vs. actual amounts
Highlights any discrepancies in red
Calculates exact difference amounts
Tracks discrepancies for reporting
Comment Requirements:
Comments are mandatory for all closures
Must explain any discrepancies found
Provides audit trail for accountability
Cash Register Reports
Automatic Report Generation
When you close a cash register, the system automatically generates a comprehensive report:
Report Naming Format: [YYYY_MM_DD HH:MM:SS_CashRegisterName_UserID]
Example: 2025_10_21 14:30:15_FrontDesk_john.doe
Report Contents
Opening Information:
Expected opening amount
Actual opening amount
Opening comment
User who opened the register
Date and time of opening
Transaction Details:
Complete list of all transactions during the session
Transaction reference numbers
Username who processed each transaction
Amount and payment method for each transaction
Date and time of each transaction
Closing Information:
Expected closing amount
Actual closing amount
Any discrepancies found
Closing comment
User who closed the register
Date and time of closing
Accessing Reports
Location:
All cash register reports are accessible in Reports > Sales
Reports are available in Excel format only
Reports are searchable by date, register name, or user
Historical reports are maintained for audit purposes
Best Practices
Daily Operations
Opening Procedures:
Always count cash before entering amounts
Use the bill/coin calculator for accuracy
Document any unusual findings in comments
Verify credit card terminal amounts
During Operations:
Monitor your active register display
Ensure all cash transactions go through the POS
Switch registers only when necessary
Keep register selection consistent per shift
Closing Procedures:
Count all cash, cards, and checks carefully
Account for any withdrawals (tips, deposits)
Reconcile with credit card terminal reports
Document all discrepancies thoroughly
Remember: registers do not close automatically - you must manually close them
Troubleshooting
Common Issues:
Cannot Select a Register:
Ensure the register status is "Open"
Verify you have proper permissions
Check if you need to open a register first
Missing Transactions:
Verify you had the correct register selected
Check if transactions were processed outside POS
Review transaction timestamps
Discrepancy in Amounts:
Recount physical cash and receipts
Check for unrecorded transactions
Review credit card terminal reports
Document findings in closing comments
Frequently Asked Questions
Q: Can multiple staff members use the same cash register?
A: Yes, multiple staff members can use the same cash register. When a register is open, any staff member can select it as their active register for their session.
Q: Can I delete a cash register ?
A : No for compliance reasons, but you can disable a cash register.
Q: How many cash register do I need to create ?
A : Think about how many physical cash register you have.
Q: What happens if I forget to close a register?
A: Registers remain open until manually closed. There is no automatic closure, so you or another staff member with appropriate permissions will need to manually close the register when ready.
Q: Can I modify a cash register report after it's generated? If I made an error, can I adjust the cash register report ?
A: No, reports are automatically generated and cannot be modified to maintain audit integrity.
Q: How long are cash register reports stored?
A: Reports are stored permanently and can be accessed anytime through the Reports > Sales section.
Q: How many currencies are supported?
A: Only your gym's configured currency is supported. The cash register uses the same currency as your gym's primary currency setting.
Q: Can I export cash register data for accounting?
A: Yes, all reports are available in Excel format for integration with accounting software.
Q: Do I need a physical cash register device to use this feature?
A: No, this feature is not linked to any physical cash register device. You can manage cash registers entirely through the FLiiP platform from anywhere.