Cashier Workbench

Use the cashier workspace

Open Finance > Cashier Workbench for daily collections and physical cash control. The workspace connects the order payment, payment method, cashier shift, cashbox, Finance transaction, and audit trail.

Use it to:

• start and close a cashier shift;
• collect full or partial order payments;
• record cash in and cash out;
• hand over a drawer to another cashier; and
• count physical cash and resolve a variance.

When an order has a Payment Request, collect it from the same Collect Payment action. There is no separate payment-request modal. The cashier can see the request status and the collected amount in the order payment history.

Redeem a loyalty reward

When your laboratory has enabled loyalty redemption, use Redeem Loyalty on an order awaiting payment. Review the primary patient's shared family balance, the conversion rate and the order limit, then enter the points the patient has chosen to spend. Points must meet the minimum and conversion block. Confirming applies an order discount, deducts the points from the shared balance and updates the invoice and outstanding payment request. An order can use a loyalty reward once. Collect the remaining balance separately.

A connected AI tool can inspect this balance and preview a chosen redemption with your current cashier permissions. Review the points, remaining family balance, patient and payer shares, and any overpayment refund request before confirming. Changed membership, program settings, balances or billing require a new preview. The tool records no collection or refund payout. After an uncertain response, inspect the order's existing redemption before trying again.

Split payments and receipts

If a patient pays with more than one method, enable Split Payment and add one line for each method. For example, a cash line of 300 and a card line of 700 are saved as one collection of 1,000 with two payment lines. The order balance and payment request are updated once, while each line keeps its own finance destination and reference.

Choose Record Payment and Print Receipt to open one receipt for the whole collection. The receipt lists the order's tests at their original prices with any test discount, then the total before discount, each discount, the total discount and the total after discount when the order has discounts. It also shows every method and amount, the order total, the amount paid before this collection, this collection, and the remaining due. The receipt opens on the print page right after the payment is saved. Select Print to print it on the receipt printer, or Download PDF to save it. If the tab is blocked or closed, open Receipt from payment history; do not record the payment again. Rebuild Receipt PDF is available in payment history when you need to generate the stored PDF separately.

With a connected AI tool, you can also inspect an order's balance, payment history and available collection destinations in its original branch. To record received funds, choose each amount, method, account, terminal and reference, then review a preview and confirm the same collection. Both payment viewing and collection permission are required to save. Split and partial collections use the same drawer, open-shift, account and POS checks. Amounts cannot exceed the patient's current balance. The AI tool records funds you verify have already arrived; it does not charge a card or move money. If the balance or destinations change, review again. Check payment history after an uncertain response before retrying, to avoid duplicate collection. Receipt printing and delivery are separate steps.

Pay out a refund

Approved refund requests appear under Pending Refunds. Select Make Refund, check the requested amount for each original payment, then choose the Refund Method and the Finance Account the money leaves from. A cash refund from a drawer that needs a shift requires your own open shift on that drawer. Select Record Refund and Print Receipt, or Record Refund Without Printing.

If the refund cannot be recorded, the reason appears under the field to fix or as a message at the top of the page, for example when the drawer needs your shift. Fix it and record the refund again.

Connected AI tools keep refund requests and payouts separate. First inspect the original payments and existing requests. To request a refund, select the original transactions, choose full available amounts or explicit partial amounts, supply the reason, review the preview and confirm. Reserved and previously refunded money is excluded. Request permission does not grant payout permission. To record a payout, select the pending request, include every pending transaction once and choose its refund method, account and terminal. Review and confirm a fresh preview; the same cash-shift and finance checks apply. This records money you have returned and does not make an external transfer. If amounts, requests or destinations change, inspect again. After an uncertain response, check the history before retrying. Print or deliver receipts separately.

Start and close a shift

Choose Start Shift and select a cashier drawer. The form tells you who closed the last shift, when, and how much cash the drawer should hold now. Count the cash and type the total in Cash in Drawer (enter 0 if it is empty).

Drawers a colleague is using stay in the list, marked In use by their name. If you select one, the form shows who holds the shift instead of the count field. Choose Request Handover to ask them for the drawer (see Ask a colleague for their drawer below).

• If your count matches, the shift starts.
• If your count is different, the form shows the difference and asks you to type the amount again and say why. The shift does not start: the drawer goes on hold and a manager is asked to review the handover. See When a drawer is on hold below.

During the shift, the expected cash is based on recorded collections and movements. To close the shift, choose Close Shift and enter the total cash in Cash in Drawer (enter 0 if empty).

• If the count is far from the expected cash, the form shows the difference, asks you to type the amount a second time, and asks why. This catches typing mistakes such as 70 instead of 950.
• If the cash will not stay in the drawer for the next shift, turn on Move cash to the branch safe, choose the safe, and enter the amount. The transfer and the closing are saved together, and the rest stays in the drawer for the next cashier.
• A difference that needs approval keeps the shift waiting for a manager. The Cashier Workbench shows what you counted, what was expected, and the difference. You can't record cash or start a new shift on that drawer until a manager resolves it.

Managers ending an active session from drawer history use the same single amount and confirmation.

When shift control is enabled, every payment needs your own open shift, including for managers. If you open Collect Payment without one, the form stays locked and shows what to do:

• Start Cashier Shift opens your shift right from the payment form. Pick a drawer, enter the cash in it, and the payment form unlocks.
• If a colleague already has the shift open, the form shows their name. Only they can record payments on that drawer. Choose Request Handover to ask them for it; once they accept, count the cash and accept the handover from Cashier Workbench, then record the payment.
• If your own shift is waiting for a handover or manager approval, payments stay locked until it is reopened.

Other collection rejections appear in a notification and beside the affected payment field; correct the highlighted details before resubmitting.

Physical cash is not reconciled like a bank statement. Cashier counts and variances belong in this workspace; bank and payment-account statements are reconciled from Money In & Out.

With a connected AI tool, inspect your current branch's drawers and your own active or latest shift. To start, choose a free drawer; to close, select your own open shift. Physically count the cash and provide the actual amount, including zero for an empty drawer. Review the expected cash, counted amount, difference and any required approval, then confirm the same preview. Never use the expected amount as a substitute for counting. The same workbench access, ledger reconciliation, variance and audit rules apply. Pending approval keeps the drawer assigned. If your opening count doesn't match the expected cash, the shift doesn't start and the drawer goes on hold until a manager reviews it (see below). The tool records the count and shift state; it does not move money, resolve variances or close another cashier's shift. Collection and manager approval remain separate actions. If the state changes, inspect and count again. Check your active/latest shift after an uncertain response before retrying.

When a drawer is on hold

A drawer goes on hold when the cash counted at the start of a shift doesn't match what the previous shift left. The Cashier Workbench shows a red on hold box with who counted, how much, and the expected amount. Nobody can start a shift on that drawer until a manager opens Review Variance and resolves it, for example by recounting the drawer, recording cash that was moved to the safe, or charging the shortage to the cashier who left it. After that, the cashier starts the shift again and counts the drawer.

Ask a colleague for their drawer

When a colleague holds the drawer you need, select it in Start Shift (or use the payment form) and choose Request Handover. They get a notification, and Cashier Workbench shows them a card with your name and photo. Your own workbench shows that you are waiting for their answer; choose Cancel Request if you no longer need the drawer.

The cashier holding the drawer sees each request with Accept and Reject. If several colleagues ask at the same time, only one request can be accepted: accepting one rejects the others automatically, and those colleagues are notified. To accept, count the cash in the drawer and enter the total. If you reject, you can add a reason for your colleague.

Once accepted, you get a notification. Open Cashier Workbench, choose Count & Accept on the handover card, count the cash yourself, and enter the total. The shift then opens in your name.

Hand over a drawer

To hand your drawer to someone who has not asked, choose Drawer actions > Handover, select the receiving cashier, and enter the total physical cash in Cash in Drawer (enter 0 if empty). Add a note if needed, then submit. Any waiting requests from other colleagues are rejected automatically.

The receiver sees a handover card on Cashier Workbench. They choose Count & Accept, count the cash independently, and enter their total in the same Cash in Drawer field. An accepted handover closes the sender's shift and opens the receiver's shift. If the difference requires manager approval, the handover stays pending and the receiver's shift does not open yet. Use Reject with a reason if the handover should not proceed.

Record cash in and cash out

During your open shift, choose Drawer actions > Cash In for money received or Cash Out for money paid, including drawer expenses. These actions use the same side panel as deposits and withdrawals in Money In & Out. Your cashier drawer account and today's date in the branch timezone are selected automatically and cannot be changed.

Enter the amount, choose the category that explains the movement, and add a description. To divide one movement between categories, enable Split transaction and enter each category amount; the amounts must add up to the total. Expand Receipt and notes to add notes or a receipt, then save. The drawer balance and expected cash update together. These actions are included with Cashier Workbench access; no separate finance transaction creation permission is needed.

Move money to a safe or another account

During your open shift, choose Drawer actions > Move money to safe to move cash into an active safe in your branch, or Make a transfer to choose another payment account. Both open the same transfer side panel as Money In & Out. The source is always your active drawer, and the current date is fixed.

Choose the destination, enter the amount and description, and add notes if needed. For Make a transfer, choose the destination branch first when sending money to another branch. Both accounts must use the same currency. Save once: the drawer balance, destination balance, and expected cash update together. Safe transfers appear under To Safe; transfers to other accounts appear under Other Cash Out. These actions are included with Cashier Workbench access; no separate finance transaction creation permission is needed.

Do not record the same transfer again as cash out or an expense.

Finance transactions and expected cash

A posted Finance deposit, withdrawal, transfer, or correction that uses a cashbox is reflected in the cashier record automatically. The Finance ledger remains the accounting source of truth, while the cashier movement is the operational view of the same entry.

• A transaction posted before the shift is included in the next opening balance.
• A transaction posted during the shift changes Expected Cash Now immediately.
• A drawer-to-safe transfer records cash out of the drawer and cash into the safe.
• Direct Finance entries appear in the cashier summary as Other Cash In or Other Cash Out.
• Before a shift can close, the Finance ledger and cashier movements must agree. If they do not, review the Finance transaction and movement history before trying again.

Review and resolve a variance

Managers with variance review permission open Review Variance in the Cashier Workbench. In the side panel, select the Pending Variance and compare expected cash, counted cash, and the difference. For a session variance, choose Review Session Transactions to open its investigation window. It shows the starting ledger balance and cash count, expected and counted closing cash, shortage or overage, cash in/out totals, shift times, original counts and recounts, review notes, and adjustment or recovery vouchers. The first table contains cash movements linked to the shift, including later variance corrections.

A separate All Branch Transactions During Shift table includes every employee and payment method in the same branch and period. Check recorded payment destinations, payment and order references, and debit/credit accounts for amounts accidentally recorded as card, bank, or another method instead of cash. Transaction Date and Recorded At let you distinguish the accounting date from when an entry was saved. The period ends at the original closing count, so a later recount or manager approval does not include unrelated subsequent transactions. This branch-wide comparison requires variance review or finance transaction viewing permission. Close the window to return to the same variance review.

Review Variance opens a step-by-step fix for one drawer: the drawer page opens it for that drawer, and the Cashier Workbench opens the drawer with the oldest open difference. It starts from the last shift that closed with matching cash and shows every difference after it, oldest first, including differences already resolved, so an earlier decision can be changed. You can't skip ahead.

Each step shows where the difference came from (Opening count, Closing count, Shift start on hold, Drawer count, Safe count), who counted and when, what was expected, what was counted, and the difference. For an opening difference it also shows who closed the previous shift and how much they left.

Your decision on a step changes the steps after it. For example, if step 1 explains that 50 EGP moved to the safe before the next shift, a later count that was short by the same 50 shows Already explained with its expected cash corrected, and needs nothing more. Choose how to resolve each remaining difference:

• The cash was recorded later: someone entered this cash afterwards, for example a transfer to the safe at the end of a shift. Choose that entry instead of recording the cash again.
• An entry recorded this cash twice: reverse it: an entry in the drawer duplicates cash that is already explained. Choose the entry to reverse.
• Keep the earlier decision: the decision made before still explains this difference.
• Recount the cash: for the last closing count or a drawer on hold, count the cash yourself.
• Return to the cashier to count again: for the last closing count when the amount was typed wrong. The shift reopens for the cashier.
• Record a missing transfer: cash was moved to or from another account, such as the safe, and nobody recorded it. Choose the account and enter a reference.
• Record as a cash shortage / overage: the cash is really missing or extra.
• Charge the shortage to an employee: for a closing count this is the shift's cashier; for an opening difference, the cashier who closed the previous shift. Recover it later from Employee Receivables.
• Cancel: mistake, duplicate or already recorded: for an opening count or drawer count taken by mistake, or one that duplicates another difference.

What this step will do explains each choice before you continue. A step can't be completed while its difference is still unexplained.

The last step, Review and apply, lists every decision and compares the drawer records after the fix with the cash counted. Apply all fixes records everything at once, and only when they match. Until then nothing is saved: closing the panel discards your choices. When the fix is applied, earlier decisions you changed are reversed, shifts waiting for approval close, and their expected cash shows the corrected amount. Posting choices require variance posting permission.

Investigate with the timeline

Open a drawer or safe from Finance > Cash Drawers & Safes and choose Timeline, or choose Timeline on a shift in its history. You can also open it from Review Variance. The timeline lists in order every shift start and close, every count with expected, counted, and the difference highlighted in red, every cash movement, and every manager decision, with the balance after each step. Wrong counts that were later replaced stay visible, so you can see exactly what was typed.

When a drawer has open differences, they're pinned at the top of its page in plain words, for example: "960.00 EGP went missing between Ahmed closing the shift on 2 Nov 2026, 22:13 and Mona counting the drawer on 3 Nov 2026, 11:03." Choose Review Variance there to resolve them.

Count Drawer on a cashier drawer is for counts outside a shift. It isn't available while the drawer has a shift that is open or waiting for review, or an open difference, so the same missing cash is never recorded twice.

Recover an employee shortage

Open Finance > Employee Receivables to see employee charges, outstanding amounts, and charge and recovery voucher references. Use the Outstanding, Recovered, or All tabs and the employee filter to find a charge. Authorized managers choose Recover Employee Shortage on its row, then select the recovery method, a bank account in the same currency, and a reference. Recovery records the full selected charge once.

• Employee payback to bank records money received in the bank and credits the employee receivable.
• Deduct from salary payment creates the salary payment voucher. Enter salary before tax and shortage deductions, plus taxes and other deductions already calculated by payroll. Those deductions go to Payroll Payable; the shortage is applied afterward. The preview shows the remaining bank payment. Use this only for a salary that has not already been recorded to avoid duplicating salary expense.

For example, a shortage of 20 creates an employee receivable of 20. Recovering it from an unrecorded salary of 1,000 with no other deductions debits wages expense 1,000, credits the employee receivable 20, and credits the bank 980. The employee debt returns to zero. This voucher records the amounts entered; it does not calculate payroll taxes.

Card and electronic payments

In Finance Settings > Payment Methods, enable Hold payments in a clearing account first for any method that the provider pays out later, including cards, wallets, or a custom method. Select a shared Money in Transit account or use + to create one. You can create multiple clearing accounts from Chart of Accounts, for example one per provider. Branch payment-method links still choose the eventual receiving account; the clearing setting determines where collections wait.

Set Fixed fee per transaction, Percentage of transaction, or both. Use 0 for an unused fee. For example, a 1,000 payment with a fixed fee of 3 and 2% has fees of 23 and an expected net of 977. Under Finance Settings > POS Machines, configure fees for each physical terminal; these replace the payment-method fees for payments collected on that terminal. Existing payments keep the fee saved when collected. Fees on direct terminal deposits are recorded immediately; clearing payments record their fees at settlement.

After checking the bank or wallet statement, open Finance > Payment Settlements. The Awaiting settlement tab lists original amounts, outstanding balances, expected fees, and net receipts. Use Confirm settlement to check or adjust the actual fee, choose the receiving bank or wallet account, and set the statement date. The statement or batch reference is optional. Confirmation moves the outstanding amount out of its original clearing account, records fees separately, and credits the receiving account with the net amount. It does not create another patient payment or another sale.

To settle a provider batch, select its payments and choose Settle selected payments. Use payments in one currency and a receiving account available to every selected branch. Review or edit the total processing fee. If you change the total, Kashef distributes it in proportion to each outstanding amount and balances rounding to match your total exactly. Unchanged totals keep each payment’s saved fee. If one payment cannot be settled, the whole batch stays unchanged so you can correct it and retry.

Use the Settled or All tab and Settlement history to review destination accounts, dates, fees, and references. Older payments without saved fees start with an expected fee of zero; enter the actual fee from the statement.

If a card payment is missing from the settlement, investigate the payment reference and the provider statement before recording a correction. Do not create a second patient payment for the same card charge.

Retire an old drawer or safe

In Finance > Cash Drawers & Safes, choose Deactivate on a drawer or safe you no longer use. Close its open shift first. A deactivated drawer can't be used for new shifts or payments, and its history stays in reports.

To remove it from the list completely, move any remaining cash out so its balance is 0, then choose Delete. Payment method links to that drawer are removed too, so check Branch Payment Method Accounts points cash to the drawer you use now.

Before closing

Check that the physical count, payment receipts, handover notes, and pending orders agree. Escalate an unexplained variance instead of changing a posted transaction directly.