An unexplained cash gap deserves a review. A void, discount or unusual drawer event does not establish theft on its own. Preserve the records and trace the transaction before deciding what happened or who was responsible.
Start with a specific business date, drawer or deposit. Give the reviewer access to the source records and keep the review focused on facts. A report total is a starting point; the check, approval record and cash count provide the detail needed to investigate it.
Gather the POS closeout, opening cash record, drawer count, paid-in and paid-out records, safe transfers and deposit evidence. Match the period and location across them. Write down any missing record rather than filling the gap with an assumption.
Use this checklist:
Keep copies of the original reports. If a count or entry needs correction, retain the explanation and the reviewer. Do not change a source record merely to make a difference disappear.
For an unusual void or discount, open the underlying check. Review the event time, payment status, reason and approval. Ask the responsible manager to explain what happened and identify supporting records.
Toast's theft-prevention guide, checked September 22, 2026, discusses approval records, comps and review of voids. Treat those controls as ways to make events reviewable. They do not turn every exception into evidence of theft.
For each event, record:
Check the work context before comparing people. Review role, transaction volume, shift and approval responsibilities. An employee handling more refunds needs a different comparison from someone who rarely handles them. Avoid fixed thresholds that declare wrongdoing from a count alone.
If a review finds a process gap, assign a specific correction. That might mean documenting drawer handoffs, using individual access permissions or requiring a reason and approval for a transaction change. Confirm the control fits the work and that managers can follow it during service.
Recheck the next relevant close and retain its records. Close an item only when the explanation and evidence support that status. Keep unresolved questions visible without labeling a person dishonest.
For help reviewing available records, start with Marty's paid Cash Recovery Plan. Agree on access, scope and fee before work begins. Optional ongoing managed follow-through can be discussed separately. A cash-handling review should leave you with supported findings and clear next steps, not accusations drawn from a dashboard.