Vault Management
Track every peso your shop holds outside the active cash drawer — shift payouts waiting to be verified, manual deposits, owner withdrawals, and adjustments. Navigate to Cash Control > Vault in the dashboard.
The vault is the single source of truth for cash on hand across all your stores. When a cashier closes a shift, the cash they hand off creates a vault record automatically. You then verify it, withdraw it, or adjust it.
- The Manage vault permission — see Roles & Permissions. Owners and Managers have it by default.
1. Anatomy of the Page
The page has four blocks stacked top-to-bottom:
| Block | What it shows |
|---|---|
| Summary cards | Total deposits, total withdrawals, current balance, unverified count |
| Chart | 30-day cash flow — green bars for deposits, red for withdrawals |
| How Vault Management Works | Collapsible primer (already covered on this page) |
| Records table | Every cash event with type, status, employee, amount, variance |
2. The Four Record Types
| Type | Source | Effect on balance |
|---|---|---|
| Shift Close | Auto-created when an employee closes a POS shift | + payout amount |
| Deposit | Manual entry (e.g. recording cash you found in storage) | + amount |
| Withdrawal | Owner takes cash out (personal use, supplier, bank deposit) | − amount |
| Adjustment | Manual correction (e.g. tagging a counting error) | ± amount |
Shift Close records carry a Variance column — actual cash counted minus expected cash from the shift. A red minus means the cashier was short; a green plus means there was extra.
3. The Verify → Withdraw Workflow
This is the day-to-day routine and the reason the vault exists.
Step 1 — Verify
When a shift closes, its record lands in the vault as Unverified. The amber banner at the top of the table tells you how many.
- Pick the rows you want to check (or skip selection)
- Cross-check actual cash and variance against the physical envelope or deposit slip
- Tap Verify (N) to mark the selected rows checked, or
- Tap Verify All to mark every unverified shift-close record across the current filter
Once a record is verified, the Status badge turns green. Verified records can be withdrawn; unverified ones can't.
Step 2 — Withdraw
Verified payouts represent cash that's still physically in your hand (or in a safe). Withdrawing clears them out of the running balance and creates a single Withdrawal record.
- Withdraw (N) — selected verified rows only
- Withdraw All — every verified record matching the current filter
Both ask for confirmation before creating the withdrawal record. The new Withdrawal row appears at the top of the table with red − amount.
Withdraw at the same cadence you bank-deposit — daily, weekly, whichever fits. The withdrawal date on the record is the date you press the button, so it lines up with your deposit slip.
4. Adding Records Manually
Tap + New Record for any cash event the system didn't auto-create.
| Field | When to use |
|---|---|
| Type | Pick Manual Deposit (cash entering vault), Manual Withdrawal (owner takeout), Adjustment (correction), or Shift Close (back-fill a missed close) |
| Employee | Who handled the cash |
| Store | Which branch the cash came from / went to |
| Date | When the cash event happened (defaults to today) |
| Expected / Actual / Variance | Only for Shift Close — same fields as the POS close screen |
| Amount | The peso amount that hits the vault (positive number; type controls sign) |
| Notes | Free text — show up under the employee name in the table |
5. Filtering & Reporting
Three filters above the table:
- Employee — narrow to one cashier (e.g. before a payroll review)
- Type — see only Withdrawals, only Adjustments, etc.
- Date range — defaults to last 30 days
If you have multiple stores, the global store selector in the header also filters every block — summary cards, chart, table, and any Withdraw All / Verify All action only see the selected store. Pick All Stores to view the entire vault.
Export to CSV from the toolbar (visible if your plan includes data export).
6. Editing & Deleting
Each row has a pencil and trash icon:
- Edit — opens the same form pre-filled. Useful for fixing typos or correcting an Adjustment
- Delete — removes the record permanently and updates the running balance
Editing an already-withdrawn shift close record won't reopen the withdrawal — withdrawals stand on their own. Adjustments are a cleaner way to record corrections after the fact.
7. Permissions
| Action | Required Permission |
|---|---|
| View vault, see balance, run reports | Manage vault |
| Create / edit / delete records | Manage vault |
| Verify shift close records | Manage vault |
| Withdraw — single, bulk, or all | Manage vault |
There's no read-only role today — anyone with Manage vault can do everything on the page. Restrict the permission to owners and trusted managers.
What's Next
- Shifts — How shift close populates the vault
- Cash Drawer — Pay-ins / pay-outs that affect a shift's expected cash
- Roles & Permissions — Lock vault access to the right people