Welcome Center Cash Drawer SOP

Samma Karuna Beach and Wellness Resort - Clear Cloudbeds workflow for individual accountability

Individual accountability
Top rule: Never mix school money with accommodation money. Keep them in separate places and record them separately for accurate accounting.

Complete Cash Drawer Workflow

flowchart LR A[OPEN DRAWER
Select your drawer
Confirm starting cash] --> B[TAKE PAYMENTS
Cash or Card
Record correctly] B --> C[PAID OUTS
Remove Cash
Add notes and proof] C --> D[CLOSE DRAWER
Count Actual Amount
Compare to System Balance] D --> E[CASH DROP
Prepare for manager
Label clearly]
Step 1 Log in correctly Cloudbeds
  • Log in using your own email and password
  • Do not share logins - this protects you and the resort
Step 2 Select the correct drawer
  • Choose the drawer that matches your shift (e.g., Charynn or Bow)
  • If you are not sure, ask the manager before taking any payment
Why it matters: The drawer must match the person responsible for the cash
Step 3 Confirm starting cash for change Max 3,000 THB
  • Count the cash inside the drawer
  • The cash for change you have must always match what is in the cash drawer
  • If you need more change or cash at the start of your shift, inform the manager before you start
  • Starting change for each person must not be more than 3,000 THB
Golden rule: Always start only when the counted cash matches the drawer cash. If you need more change, involve the manager first.
Step 1 Cash payment Affects drawer
  • In the guest folio, record payment as Cash
  • Put the cash in the drawer right away
  • Give change carefully, count twice when busy
Reminder: Cash changes the drawer balance
Step 2 Debit or credit payment Does not change cash
  • In the guest folio, record payment as Credit Card or Debit Card
  • Do not put any card slip money in the drawer
  • The folio shows the payment, but the drawer cash stays the same
Quick check: Card payment is recorded on the folio, not inside the drawer
Step 3 Always match the folio Accuracy
  • Confirm the guest name, the amount, and the payment type before saving
  • If you made a mistake, call the manager early - do not wait until closing
Golden rule: Fix issues immediately, it is easier than later
Step 1 When you need small cash for an expense Paid out
  • Use Cloudbeds "Remove Cash" button
  • Only do this for approved small expenses
Step 2 Write clear notes Protects you
  • Write what the expense is for (e.g., taxi to pick up guest items)
  • Write who approved it (e.g., Manager Name)
  • Attach a receipt if available
Good notes make closing easy and fair
Step 3 Put proof in the right place Receipt
  • Keep the receipt with the paid out record, as your manager requests
  • If there is no receipt, write a very clear note explaining why
Golden rule: No mystery cash movements
Step 1 Understand system balance Cloudbeds
  • System Balance is what Cloudbeds expects based on recorded cash, minus paid outs
  • It updates from your actions during the shift
Step 2 Count the actual amount Your count
  • Actual Amount is the real cash you count in the drawer
  • Count slowly, then count again
  • Do it in a calm space if possible
Step 3 Handle short or over Discrepancy
  • If Actual Amount is lower than System Balance, it is Short
  • If Actual Amount is higher than System Balance, it is Over
  • Do not guess - check your cash payments and paid outs notes
  • If still not matching, inform the manager immediately
Supportive tip: Mistakes happen, report early, it protects you
Step 4 Prepare the cash drop For manager
  • Follow the manager rule for the amount to drop
  • Place the cash drop in the correct envelope or bag
  • Label it with date, time, drawer name, and your name
  • Record the cash drop as required by your manager
Golden rule: Cash drop must be traceable