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# How to record staff expenses or waste

# 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

![](https://storage.crisp.chat/users/helpdesk/website/-/6/1/0/2/6102cfa5dda20400/reason-code_17gdfvw.png =900x370)


### 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

![](https://storage.crisp.chat/users/helpdesk/website/-/6/1/0/2/6102cfa5dda20400/tender-types_navbvb.png =900x329)


## 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