How to record staff expenses or waste

This guide explains how to properly record cash taken from the till for staff expenses or waste.

Why record expenses?

When staff take cash from the till for grocery shopping, bills, or waste, you must deduct these amounts for your EOD (End of Day) to match correctly.

How staff should record expenses

In the POS app

1. Use the Return button
2. Cash out the payment on the correct tender type
3. Select appropriate reason code

Important: This links to your accounting integrations and ensures accurate financial records.

Setting up in POS backoffice

Configure return reason codes

1. Go to POS backoffice
2. Navigate to return reason codes settings
3. Create codes for common expenses:

• Grocery shopping
• Bills
• Waste
• Staff expenses

Configure tender types

You have two setup options:

Option 1: Single tender type (recommended for simplicity)

• Create one tender type called "Staff Expenses"
• Group all expenses under this single account
• Easier to track overall expenses

Option 2: Multiple tender types (detailed tracking)

• Create matching tender types for each reason code
• Example: "Waste" reason code → "Waste" tender type
• Example: "Groceries" reason code → "Groceries" tender type
• More granular reporting

Best practices

Choose your method:

• Small operations: Use single "Staff Expenses" tender type
• Detailed tracking needed: Use matching reason codes and tender types

Staff training:

• Ensure staff always record cash removed
• Train on selecting correct reason codes
• Emphasize importance for EOD accuracy

Regular review:

• Check expense records regularly
• Verify amounts match receipts
• Include in end-of-day reconciliation

Need help?

For assistance with expense tracking setup, contact support at support@superbexperience.com

Updated on: 12/10/2025