Why Is My Till Always Over? Common Causes & Fixes

A consistently over till, while seemingly beneficial, indicates underlying inaccuracies in cash handling and record-keeping. This discrepancy suggests that the amount of physical cash within the drawer exceeds the recorded sales for a given period. Such an imbalance points to systemic issues that, if left unaddressed, can obscure financial performance and potentially mask more serious problems within a business’s operations. Understanding the root causes of these overages is important for maintaining accurate financial records and operational integrity.

Mistakes During Cash Transactions

An overage in a cash till often originates from errors made during the direct exchange of money with customers. One common scenario involves giving customers too little change. When a cashier calculates the change due but inadvertently hands over a smaller amount, the till retains the excess cash, leading to an overage at the end of the shift. This discrepancy means the physical cash in the drawer exceeds the sales recorded by the point-of-sale system.

Another frequent cause is miscounting the cash received from a customer. For instance, if a cashier receives a $20 bill but mistakenly perceives it as a $10 bill and provides change based on the lower denomination, the till will end up with an extra $10. Such misinterpretations of currency denominations directly contribute to an inflated cash balance compared to the sales data. The till then holds more cash than accounted for in the transaction record.

Sometimes, cashiers might overlook that part of a payment was made using a non-cash method, such as a credit card or a gift certificate. If the full transaction amount is then processed as a cash payment in the system, but only a portion was actually paid in cash, an overage will occur. This happens because the till receives the full cash amount for the cash portion, but the system records the entire sale as cash, creating a surplus in the drawer.

Inaccuracies in Sales Recording

Errors in inputting sales data into the point-of-sale (POS) system can also result in a till overage, distinct from physical cash handling mistakes. One such error occurs when an item is rung up for a price lower than its actual selling price. For example, if a product sold for $15 is entered into the system as $5, the till will contain the full $15 cash payment, but the POS system will only record a $5 sale, creating a $10 overage.

Similarly, forgetting to ring up an item during a multi-item transaction can lead to an overage. The customer pays for all items, and the cash for the unrecorded item is placed into the till, but the POS system does not register that specific sale. This means the physical cash in the drawer is higher than the total sales value recorded by the system for that transaction.

Incorrect application of discounts or promotions also contributes to discrepancies. If a discount is applied in the system but not actually given to the customer, the till will collect the full, undiscounted cash amount, while the system records a lower, discounted sale. Conversely, if a discount is given to the customer but not entered into the system, the cash received will be less than the recorded sale, potentially leading to an overage if other errors compensate for it. Manual entry errors, such as typographical mistakes when inputting product codes or prices, can similarly cause the recorded sale amount to differ from the cash actually received.

Issues with Till Setup and Management

Till overages can also stem from problems related to the initial setup, counting, or general management of the cash drawer, separate from individual transaction errors. A common issue is an incorrect starting float, which is the initial amount of cash placed in the till at the beginning of a shift. If the till begins with more cash than the recorded starting amount—for example, $160 is actually placed in the drawer while only $150 is documented—it will appear $10 over at the end of the day, even if all transactions were handled perfectly.

Miscounting during the reconciliation process at the end of a shift or day can also lead to a perceived overage. This means the till might not actually contain excess cash, but an error in counting the final cash balance leads to an inflated reported amount. Such errors typically occur when cashiers are rushing or lack proper counting procedures, causing the counted total to exceed the true physical cash amount.

Accidental addition of personal funds into the till by a cashier is another source of overages. If an employee inadvertently places their own money, such as loose change or a small bill, into the cash drawer, the till’s physical cash balance will exceed the recorded sales and starting float. Errors during shift changes, where cash is handed over from one cashier to another, can also contribute if the transfer amount is miscounted or not properly documented, leading to a discrepancy in the incoming cashier’s till.

Investigating the Cause of Overages

Diagnosing the precise cause of a till overage involves systematically reviewing cash handling and recording procedures. One effective method is to compare individual sales records from the point-of-sale (POS) system against physical receipts and the actual contents of the cash drawer for a specific period. This comparison helps identify transactions where the recorded amount does not match the cash received or the items sold, highlighting potential discrepancies.

Verifying the accuracy of the starting float at the beginning of each shift is also a fundamental step. Implementing a procedure where two individuals count the initial cash amount and sign off on its accuracy can significantly reduce errors from an incorrect starting balance. This dual-counting method provides an internal control, making it less likely for a till to start with an undocumented surplus.

Analyzing patterns in overages can provide valuable clues for investigation. Businesses should look for consistency in the amount of the overage, whether it occurs during specific shifts, with particular cashiers, or during certain types of transactions, such as large cash payments. Identifying such patterns can pinpoint specific training needs or procedural weaknesses, guiding further inquiry into the root cause. Reviewing transaction logs for manual overrides or price adjustments made by cashiers can also reveal instances where human error or intentional changes led to discrepancies.

Implementing a focused period of heightened observation of cash handling and recording can help pinpoint the exact moment an error occurs. This involves closely monitoring transactions, observing how cash is received and change is given, and ensuring items are correctly scanned and recorded. Regularly reconciling the till throughout the day, perhaps at mid-shift or after peak periods, can also help isolate the time frame when an overage might have originated, making it easier to trace the specific transaction or event.

Investigating the Cause of Overages

Verifying the accuracy of the starting float at the beginning of each shift is also a fundamental step. Implementing a procedure where two individuals count the initial cash amount and sign off on its accuracy can significantly reduce errors from an incorrect starting balance. This dual-counting method provides an internal control, making it less likely for a till to start with an undocumented surplus.

Analyzing patterns in overages can provide valuable clues for investigation. Businesses should look for consistency in the amount of the overage, whether it occurs during specific shifts, with particular cashiers, or during certain types of transactions, such as large cash payments. Identifying such patterns can pinpoint specific training needs or procedural weaknesses, guiding further inquiry into the root cause. Reviewing transaction logs for manual overrides or price adjustments made by cashiers can also reveal instances where human error or intentional changes led to discrepancies.

Implementing a focused period of heightened observation of cash handling and recording can help pinpoint the exact moment an error occurs. This involves closely monitoring transactions, observing how cash is received and change is given, and ensuring items are correctly scanned and recorded. Regularly reconciling the till throughout the day, perhaps at mid-shift or after peak periods, can also help isolate the time frame when an overage might have originated, making it easier to trace the specific transaction or event.