Cash Handling Fundamentals: Setting Up and Organizing the Cash Drawer

1) Standard Denomination Layout for Bills and Coins

A consistent drawer layout reduces counting errors and speeds up making change because your hands learn where each denomination “lives.” Your goal is to make the layout predictable for every shift and every cashier, even if the drawer model differs.

Typical bill layout (left-to-right or front-to-back)

Use the drawer’s bill slots in a fixed order. Many stores place larger denominations toward the back (harder to grab accidentally) and smaller denominations toward the front (used most often). Follow your site’s standard if one exists.

• Example layout (common): $1, $5, $10, $20, $50, $100 (small to large).
• Alternative layout (security-focused): $20, $10, $5, $1 in front slots; $50 and $100 in a back/under-till compartment if policy allows.

Bill-facing and orientation

• Face bills the same direction (same portrait side up) and align edges. This makes quick visual checks easier.
• Keep bills flat; remove excessive folds when possible.
• Do not mix denominations in one slot, even “temporarily.” If you must, fix it immediately after the transaction.

Coin layout

Coins should be arranged by denomination in the coin tray. Use the same order every time (e.g., pennies to quarters, or smallest to largest). The key is consistency and matching your count sheet order.

• Keep coin wells filled below the “spill line” so coins don’t jump into neighboring wells when the drawer closes.
• Place the most-used coins (often quarters) in the easiest-to-reach well if your tray allows.

2) Setting and Verifying Starting Float/Bank with a Count Sheet

The starting float (also called the bank) is the amount of cash issued to the drawer at open. Verifying it with a count sheet creates a clear baseline so over/short results can be traced to specific periods.

Step-by-step: set up the opening bank

1. Prepare the count sheet (paper or POS screen). Confirm it matches your drawer layout order (bills and coins listed in the same sequence you store them).
2. Count bills by denomination. Count each denomination separately, then record the quantity and subtotal.
3. Count coins by denomination. Count loose coins (or verify rolls—see section 4). Record quantities and subtotals.
4. Total the bank. Add all subtotals to reach the expected opening amount.
5. Verify against the expected bank. If the expected bank is $200.00, your total must equal $200.00 before you begin sales.
6. Resolve differences immediately. Recount the denomination most likely to be miscounted (often $1s and quarters). If still off, follow your escalation process (e.g., notify supervisor before opening).

Example: simple opening count sheet (sample)

Accuracy habits that prevent opening errors

• Count in a quiet moment before the first customer; don’t multitask.
• Count the same way every time (e.g., bills: stack and tap edges; coins: group into known values).
• Record immediately—don’t rely on memory between denominations.

3) Labeling and Separating Foreign/Marked/Suspicious Items per Policy

Not every item that looks “off” is counterfeit, but anything that is foreign, damaged beyond acceptance, marked in a way your policy restricts, or suspicious should be separated so it doesn’t re-enter circulation through your drawer.

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What to separate (examples)

• Foreign currency/coins mixed into the till.
• Marked bills (e.g., heavy ink writing, stamps) if your business policy requires removal.
• Damaged currency that won’t be accepted by your bank or cash office (torn, missing pieces, excessive tape).
• Suspicious items that fail your store’s verification steps (follow your policy; do not improvise).

Step-by-step: how to segregate correctly

1. Do not place the item back into a denomination slot. This prevents it from being given as change.
2. Use the designated container (e.g., an envelope, “foreign currency” cup, or a marked compartment) as defined by your site.
3. Label immediately if required: date, register number, cashier ID/initials, and reason (foreign/marked/suspicious). Use only approved labels/forms.
4. Notify the appropriate person (supervisor/cash office) according to policy timing (immediate vs end-of-shift).
5. Document in the required log if your location uses one.

Important: Follow your organization’s policy on customer interaction and verification tools. If you are unsure, pause the transaction and request assistance rather than guessing.

4) Handling Coin Rolls vs Loose Coins

Coin rolls can speed setup, but only if they are verified. Loose coins provide flexibility for making change. Many drawers use a mix: verified rolls stored under the tray, with loose coins in the wells for daily use.

Best practices for coin rolls

• Verify rolls at open if policy requires: check the wrapper label, inspect ends for correct coin type, and confirm the roll feels consistent (no obvious gaps or mixed coins).
• Store rolls in a separate area (under-till compartment or designated bin), not in the loose coin wells.
• Break rolls intentionally when a coin well is low, then record/track if your process requires it.

Best practices for loose coins

• Keep wells “service-ready”: enough coins to make change quickly, but not so full they spill.
• Top up systematically: refill the lowest denomination wells first if they run out most often at your location.
• Remove non-coin items (paper clips, receipts) immediately to avoid miscounts and jammed drawers.

Quick reference: common U.S. roll values (if applicable)

If your country uses different coinage, use your local roll standards and ensure your count sheet matches them.

5) Creating a Clean Workspace (Remove Personal Items, Clear Receipts)

A clean register area is a control for accuracy: clutter hides cash, causes misplacement, and slows down counting. Your workspace should make it hard to lose money and easy to spot mistakes.

Step-by-step: reset the register area before opening

1. Remove personal items from the register zone (phone, keys, drinks, bags). Store them only in approved areas.
2. Clear loose paper: old receipts, notes, coupons, and scrap paper should be removed from the counter and from under the drawer tray.
3. Check under and around the drawer: look for stray bills/coins, vouchers, or rolled coins that could be missed during counts.
4. Prepare tools you are allowed to use: count sheet, pen, approved counterfeit-check tools (if applicable), coin tray insert, and deposit/exception envelopes.
5. Set a “paper zone” for active transaction receipts so they don’t drift into the cash area. Keep it separate from the till.

Common clutter mistakes to avoid

• Storing large bills under the tray “temporarily.”
• Placing receipts in the cash drawer.
• Keeping mixed coins (foreign tokens, washers) in coin wells.
• Leaving rubber bands, clips, or sticky notes inside the drawer.

6) Guided Exercise: Build an Ideal Till Layout and Record the Opening Count

Use this exercise to practice setting up a drawer that is fast to use and easy to audit. You can do it with a training drawer, play money, or real cash under supervision.

Exercise A: design your ideal layout

1. Choose your standard order for bills (e.g., $1, $5, $10, $20, $50, $100) and coins (small-to-large or per your count sheet).
2. Assign each slot/well to exactly one denomination. Write it down as a map.
3. Decide where exceptions go: pick the approved location for foreign/marked/suspicious items (envelope/compartment) and for coin rolls (under tray/bin).
4. Set “max fill” rules: note how full coin wells should be to avoid spills and mixing.

Sample till map (edit to match your drawer) BILL SLOTS (left to right): [ $1 ] [ $5 ] [ $10 ] [ $20 ] [ $50 ] [ $100 ] COIN WELLS (left to right): [ Pennies ] [ Nickels ] [ Dimes ] [ Quarters ] UNDER-TRAY: Coin rolls + labeled exception envelope

Exercise B: perform and record an opening count

1. Place cash into the drawer according to your map. Face bills consistently.
2. Count coins first (or bills first—choose one method and stick to it). Record each denomination immediately.
3. Count bills by denomination. Record quantities and subtotals.
4. Add totals to compute the opening bank.
5. Verify the total equals the expected starting float.
6. Correct and re-verify if there is any difference. Do not start transactions until it matches or you have followed the required escalation step.

Practice scenario (use for repetition)

Expected opening bank: $150.00. Build a bank that supports making change quickly (more $1s and coins than $20s). Example target mix: $20 x 2, $10 x 2, $5 x 6, $1 x 30, quarters $10, dimes $5, nickels $2, pennies $1. Then complete the count sheet and confirm the total equals $150.00.