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Managing Cash Payments: User Guide
Managing Cash Payments: User Guide
Updated over a week ago

At Yoco, we're not mad about cold, hard cash - it's dirty, expensive and risky to handle! But we know that accepting it is still an everyday business reality in South Africa, so of course we're here to help.

How do I record a cash payment with Yoco?

All Yoco card payments (no matter the card machine) offer the option to record a cash sale. This means you don't need to activate or enable this feature - it's live and available right now, wherever you take payments with Yoco.

  1. After you've charged the bill total either on the Yoco App or on your card machine, you'll be asked to choose a payment method.

  2. Choose "Cash", and enter the amount your customer gave you - Yoco will tell you how much change to give (or keep as tip).

  3. You'll get the option to send your customer a receipt via SMS or email (or print one, if you have a Yoco card machine with a printer).

Where can I see the sale in my records?

Whenever you take a cash payment with Yoco, it's recorded in your Sales History, along with all your other Yoco transactions. You'll be able to see immediately that it was paid by cash (not card), and can filter your sales history by payment method in the Yoco App and Business Portal.

Find out more about using your Sales History here.

How do cash refunds work?

Cash refunds are recorded in your Sales History, along with card refunds.

Note: Yoco does not supply the cash for the refund - it is simply recorded for your convenience.

To process a refund:

  1. Find the sale you want to refund in your Sales History (either on the Yoco App, Business Portal or on your card machine).

  2. Select "Refund", and choose a reason for the refund. This is for your records, and won't be displayed anywhere else.

  3. You'll be asked to enter your refund PIN, which we'll have sent to your phone (if it's your first time performing a refund.) You can request a new PIN at any time.

  4. Hand the cash amount back to your customer.

Note: The refund PIN will be sent to the mobile number linked to the Yoco profile.

Cash handling guidelines

  1. Secure Storage: Safely store cash in a secure location, such as a locked safe and cash drawer, to minimise the risk of theft.

  2. Regular Deposits: Deposit cash in the bank regularly to reduce the amount of cash on-site and limit the risk of a large amount being stolen.

  3. Limit Access: Restrict access to cash on hand to only your most trusted employees. Implement a system of checks and balances to ensure accountability during cash-up.

  4. Record Keeping: Maintain accurate and up-to-date records of all cash transactions. Regularly reconcile cash receipts with sales records. (Use your Yoco App or Business Portal for that!)

  5. Train Staff: Provide training to your employees on proper cash handling procedures, emphasising the importance of accuracy and security.

  6. Install Security Measures: Invest in security measures such as surveillance cameras, alarm systems, and adequate lighting to deter theft.

  7. Change Management: Implement a system for handling change accurately. Train staff to count change carefully to avoid errors. (Your Yoco card machine will also tell you how much cash change to give, which helps!)

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