Cash and hand-offs

When a member collects cash or checks for sales, they owe that money to the organization until they hand it over. This page shows an owner or admin how to read a member’s balance, record what they handed over, undo a mistake, and confirm or reject hand-offs that members log themselves. Only owners and admins can do any of it. A volunteer does not see Cash hand-offs in the side navigation. For the idea behind it, see Cash hand-offs and Refunds.

A member’s Cash owed counts the cash, check and Venmo orders credited to them whose money they hold. It leaves out online card orders, which are paid to the organization, and cash, check or Venmo orders the organization holds. Who holds the money is the Who has the money? answer given when someone recorded the payment or the order. See Record a payment. A sale a member records themselves always counts as money they hold.

To read it, open Members under People, select the member’s name, and find the Cash balance card on their page. See Your roster.

Line	What it is
Cash sales	The totals of the orders that count, once they are Paid. A refunded order still counts here, and its refund comes off in the next line.
Refunds	What has been refunded on those orders.
Remittances	What the member has handed over, including adjustments.
Write-offs	Amounts you decided not to collect.
Cash owed	Cash sales less Refunds, Remittances and Write-offs.

A pay-later order counts only after its payment is recorded. A negative Cash owed means the member has handed over more than they collected.

A remittance is a payment, write-off or adjustment you log against a member’s balance, such as cash or a check they gave you. Each one lowers what the member owes.

1. Open the member’s page and select Record hand-off, or open Cash hand-offs, select Record hand-off, and pick the member by name.
2. Under Type, choose Payment (cash or a check the member handed you), Write-off (an amount you will not collect) or Adjustment (a correction). It starts as Payment. The title reads Record write-off or Record adjustment when you change the type.
3. Enter the Amount in dollars. It must be more than zero. Cash owed shows under Amount as a reference; the amount is never filled in for you.
4. Set the Date. It starts as today.
5. Optionally choose a Method (optional): Cash, Check, Venmo, Zelle or Other.
6. Optionally add a Reason (optional), up to 1,000 characters.
7. Optionally attach a Receipt photo (optional): drop or select a PNG, JPG or WebP image, up to 10 MB. Remove receipt takes it off again before you save.
8. Select Record hand-off (Save on the Cash hand-offs page). The notice Hand-off recorded names the amount. A write-off or adjustment says Write-off recorded or Adjustment recorded.

The new line shows in Remittance history and Cash owed updates. A Receipt photo shows as View receipt on its line. If the upload fails, you can still record the hand-off without it.

On the Cash hand-offs page, Save and record another saves and returns to the member search, for a turn-in night.

Remittance history lists up to 200 lines for the member, newest first, with Date, Type, Amount, Method and Reason. Besides the entries you record, it shows lines the system writes for the member. Refund lines come from refunds on their orders and link to the order with View order. A line can also read Dispute or Dispute reversal.

An entry cannot be edited or deleted. To fix a wrong amount, void it, then record the right one. Voiding keeps the original and adds an offsetting entry, so the history stays honest.

1. In Remittance history, select Void at the end of the line. It is offered on Payment, Write-off and Adjustment lines that have not been voided.
2. Enter a Reason. It is required, up to 1,000 characters.
3. Select Void remittance. The notice Remittance voided follows.

The original line stays, struck through with a Voided badge, and Cash owed goes back up by the amount. A line already voided cannot be voided again, and the system-written Refund and Dispute lines have no Void.

A member who has signed in logs a hand-off from their own page, and it waits for you. Nothing changes the member’s Cash owed until you confirm it. The member can log one only if they are linked to a sign-in: themselves, or a parent for a minor.

1. Open Cash hand-offs under Selling in the side navigation. The page lists Pending submissions, newest first, with Date, Member, Amount, Method, Note and Actions. Select a member’s name to open their page.
2. Check the Amount against what you received.
3. Select Confirm to record it. It becomes a Payment on the member’s balance with the date and method the member entered, and the notice Hand-off confirmed follows. Confirm takes the amount exactly as logged.
4. Or select Reject, enter a Reason (required, up to 1,000 characters), and select Reject hand-off. The balance does not change, and the notice Hand-off rejected follows.

If the amount is wrong, reject it and record the right amount with Record hand-off on the member’s page. Neither button can be undone from the queue. To undo a confirmed hand-off, use Void on its Payment line on the member’s page. The member then sees the hand-off as Voided, with the date.

A hand-off is in one of three states. The queue shows only the first. Members see all three on their own page.

State	What it means
Pending	Logged by the member and waiting for you. It is in your queue and does not change Cash owed.
Confirmed	You confirmed it. It left your queue, the member sees it as Confirmed with the date, and it shows in the member’s Remittance history as a Payment with the reason “Confirmed member cash hand-off”.
Rejected	You rejected it. It left your queue and the balance did not change. The member sees it as Rejected with your reason, and logs the right amount again.

An empty queue reads No pending cash hand-offs. The queue shows the 50 newest, and a hand-off from a member you have since removed does not appear in it. The Audit log keeps each one as Cash hand-off submitted, Cash hand-off confirmed or Cash hand-off rejected, and its record filter has Cash hand-offs.

Under Settings, Notifications, Cash hand-offs controls the notice you get when a member logs one. It starts as real-time.

A member who sells for your organization sees Cash to hand off to the treasurer with the amount on their Home page while they owe cash, and a View hand-offs link beside it. The link opens the Cash history page of their seller page. Turn in cash on their seller page, or Log a cash hand-off there, asks for an Amount, a Date, a Method (optional) and a Note (optional), and Submit hand-off sends it to you. The amount starts filled in with what they still owe, less what is already pending. Their list shows each hand-off as Pending, Confirmed, Rejected or Voided, and a line such as “$20.00 of that is logged and waiting for the treasurer to confirm.” appears on their Home page and their seller page while some are pending.

A member who has handed over more than they collected sees “Handed over $5.00 more than the recorded cash sales.” A suspended organization hides Log a cash hand-off for its members.

• Payment methods explains what a hand-off is and how refunds change a member’s Cash owed.
• Orders covers recording a payment and answering Who has the money?
• Your roster covers the member page that holds the Cash balance card.
• Fulfillment day covers Collect payment on pay-later orders.