Safe

📍 Where in the back officeCaisses (Registers)→Coffre (Safe)Who can:AdministratorOperationsSupervisorFinance (read-only)

The safe holds the venue’s cash reserve. One rule: its balance only changes through a movement — a line in its ledger, with the balance before → after, who, when, the type, the voucher, the note and the note count. There is no “correct the balance”.

The screen has four parts, at the top: Coffre (Safe), Demandes de sortie (Payout requests), Transferts entre salles (Inter-venue transfers, see Inter-venue transfers) and Contreparties (Counterparties).

Note

Operations enter the movements and the counts. Finance reads everything, with no actions. Security has no access to the safe.

Balance and stock

At the top: Solde du coffre (Safe balance), Ventilé par coupure (Broken down by denomination: kept by the note counts) and Non ventilé (Not broken down: what came in or went out without a note count — never spread at random). Stock par coupure (Stock by denomination) gives the expected stock, denomination by denomination.

Possible banners: Coffre bas (Safe low: below the set threshold), Inventaire en retard (Count overdue), Inventaire conseillé (Count advised: the stock of a denomination has become negative), and the number of sorties en attente de l’administrateur (payouts awaiting the administrator).

Rapport du coffre (Safe report) exports the opening balance, the movements, the totals by type, the closing balance and the counts for the period.

The safe ledger

From newest to oldest: Quand (When), Mouvement (Movement), Contrepartie (Counterparty), Pièce (Voucher), Montant (Amount), Solde avant → après (Balance before → after), Qui (Who), Validé par (Approved by). Filters: Type, Caisse (Register), Contrepartie (Counterparty), and Rechercher une pièce (Search for a voucher: voucher, slip). Register refills and drops appear there on their own.

Enter a movement

1. Click Mouvement… (Movement…).
2. Choose the Type: Retrait bancaire (banque → coffre) (Bank withdrawal, bank → safe), Dépôt bancaire (coffre → banque) (Bank deposit, safe → bank), Apport du propriétaire (Owner contribution), Prélèvement du propriétaire (Owner drawing), Dépense payée du coffre (Expense paid from the safe, with its Catégorie de dépense, Expense category), Autre entrée (Other in), Autre sortie (Other out), Fonds de caisse en attente déposés au coffre (Pending register floats dropped into the safe), Fond de caisse pris au coffre (Register float taken from the safe).
3. Enter the Montant (Amount), the Pièce (bordereau, reçu) (Voucher: slip, receipt) if you have one, the Note (required) and, if you can, the note count.
4. Check, then Enregistrer le mouvement (Save the movement).

The movement is written to the safe ledger and to the audit log, with your name and the note. A payout greater than the balance is refused.

Pending register floats

“Fonds de caisse en attente déposés au coffre” (Pending register floats dropped into the safe) is for the money of a register that is already closed. An open register does not go through here: it makes a “Dépôt au coffre” (Drop to the safe) before it closes. See Floats and player balances.

Money in and out with a third party

Money going to a third party (the bank, the owner, another system in the venue) or coming back from one is entered with Sortie vers un tiers… (Payout to a third party…) or Entrée d’un tiers… (Money in from a third party…): the Contrepartie (Counterparty, required), the Montant (Amount), a Commentaire (Comment) and the Pièce (Voucher). These movements are outside the result: the money changes pockets, it is neither won nor lost at play.

Counterparties

Contreparties (Counterparties) lists the third parties (administrator; operations see them read-only): Nom (Name), Type (Banque (Bank), Système partenaire (Partner system), Propriétaire (Owner), Autre (Other), and Salle sœur (Sister venue)), État (State). Ajouter une contrepartie (Add a counterparty) creates one. A counterparty is never deleted: Désactiver… (Disable…) stops it from receiving new movements, but it stays named in the history; Réactiver (Re-enable) makes it usable again. No counterparty is created by default.

Payouts above the ceiling

If the venue has set a ceiling (Sortie du coffre : validation de l’administrateur au-delà de, Safe payout: administrator approval above), any outgoing payout entered by operations above this amount becomes a request: the balance does not move. This also applies to bank deposits, drawings, expenses and other payouts. An administrator who enters it themselves goes straight through.

1. Open Demandes de sortie (Payout requests) (tabs En attente (Pending), Validées (Approved), Refusées (Refused), Toutes (All)) and the request.
2. The record shows the amount, the counterparty, who requested it, the comment, the Plafond franchi (Ceiling exceeded) and the safe balance.
3. Administrator: Valider la sortie… (Approve the payout…) (optional comment), then Valider la sortie (Approve the payout) — the movement is written now; or Refuser… (Refuse…) (reason required), then Refuser la demande (Refuse the request) — nothing moves.

“Valider” (Approve) stays greyed out while a block remains (counterparty disabled, balance too low); “Refuser” (Refuse) is always possible.

Counts

1. Click Inventaire… (Count…) and enter the Compté par coupure (Count by denomination) (nothing moves before you confirm).
2. The Inventaire en attente (Pending count) is shown: by denomination, the expected, the counted, the difference, and the Écart total (Total difference).
3. Click Confirmer l’inventaire… (Confirm the count…) (or Confirmer avec l’écart…, Confirm with the difference…) with a reason, or Écarter… (Discard…).

Confirming a count with a difference creates an Ajustement d’inventaire (Count adjustment) in the ledger; this is reserved for the administrator, unless the venue has opened it to operations (setting Qui peut confirmer un inventaire avec écart, Who can confirm a count with a difference). If a movement happened since the count, the confirmation is refused: discard and count again.

Register requests to the safe

A cashier requests a refill (the safe gives cash to her register) or a drop (her register hands cash to the safe). The Demandes de coffre des caisses (Register requests to the safe) section lists them: Demandée (Requested), Caisse (Register), Demande (Request), Montant (Amount), État (State), Note de la caissière (Cashier’s note). Tabs: Ouvertes (Open), Exécutées (Carried out), Refusées (Refused), Expirées (Expired), Toutes (All).

1. On an open request, click Exécuter… (Carry out…).
2. Check the Montant (Amount), add the note count if you wish.
3. Confirm Ravitailler la caisse (Refill the register) or Déposer au coffre (Drop to the safe).

Refuser… (Refuse…) asks for a reason; the request closes with no movement.

Authorised remotely

A manager can authorise a request from the administration app. An authorised refill is then carried out by the cashier herself, when the cash changes hands. A drop, even authorised, is carried out by operations only. The row says “autorisée par … à 14:05:12” (authorised by … at 14:05:12).

Urgent refills: when nobody answers

A register that runs short of cash cannot wait. The venue can set four mechanisms, all off by default (Paramètres → Réglages → Ravitaillement, Settings → Settings → Refill). They concern refills only: a drop is never reminded in any other way, never auto-approved, never drawn from a reserve.

1. The reminder

Setting Relance d’une demande sans réponse après (min) (Remind about an unanswered request after, min). A refill request left unanswered for this delay sends a critical notification again to the managers who can decide (administrators, operations, supervisors); at twice the delay, to the owner. Only once per step. 0 = no reminder.

2. Capped auto-approval

Settings Auto-validation sans réponse après (min) (Auto-approval with no answer after, min), Auto-validation : plafond par demande (Auto-approval: ceiling per request) and Auto-validation : plafond par shift (Auto-approval: ceiling per shift). If nobody has authorised or refused a request by the end of the delay, the cashier carries it out herself, up to the smallest of: the amount requested, the ceiling per request, what is left of the shift ceiling. The remainder becomes a new request (“reste de la demande n° 12”, remainder of request no. 12), which waits for authorisation — never auto-approved in turn. A refusal before it is carried out cancels it. Each auto-approval is traced in the log and notified to the owner and the administrators.

On the safe, the Ravitaillement des caisses → Auto-validations (Register refills → Auto-approvals) block shows what the shift has used (“Shift Soir : 300 000 Ar auto-validés, reste 200 000 Ar du plafond”, Evening shift: 300,000 Ar auto-approved, 200,000 Ar of the ceiling left), the latest runs (Montant / demandé (Amount / requested), Plafond appliqué (Ceiling applied), Exécutée par (Carried out by), Reste (Remainder)) and, with Tout l’historique (Full history), every auto-approval, newest at the top. On each pending request, a line says whether it will be auto-approved.

3. The day reserve

Setting Réserve du jour (autorisation à l’avance) (Day reserve, advance authorisation). A manager authorises refills in advance up to an amount; each request that fits in what is left draws from it on its own.

1. On the safe, Réserve du jour (Day reserve) block, click Autoriser à l’avance… (Authorise in advance…).
2. Enter the Montant de la réserve (Reserve amount), choose Fin de la journée de jeu (End of the gaming day) or Jusqu’à une heure (Until a time), and a note if you wish.
3. Click Accorder la réserve (Grant the reserve).

The reserve card shows Montant (Amount), Consommé (Used), Reste (Left), Accordée (Granted: by whom, at what time) and the Demandes puisées (Requests drawn). Only one reserve at a time: Révoquer… (Revoke…), then Révoquer la réserve (Revoke the reserve) to grant another. On revocation, the drawn requests not yet carried out go back to “pending”. A refused or expired request returns its amount to the reserve.

4. The on-call person

Setting Responsable de garde par shift (On-call manager per shift). For each shift, an on-call person is named in Paramètres → Salle & shifts (Settings → Venue & shifts), Personne de garde (On-call person) card (or from the administration app). They receive refill requests first, as a critical notification; the other managers are only told at the reminder (with no reminder set, straight away, as before). With no on-call person: everyone, as before.

Tip

The Ravitaillement des caisses (Register refills) block says when a mechanism is turned off, with a link to its setting.

Related settings

In Settings, safe group: Alerte coffre bas (solde sous…) (Safe low alert, balance below…), Inventaire du coffre : au plus tous les N jours (Safe count: at most every N days), Billettage obligatoire sur les mouvements manuels (Note count required on manual movements), Catégories de dépenses (Expense categories), Qui peut confirmer un inventaire avec écart (Who can confirm a count with a difference), Sortie du coffre : validation de l’administrateur au-delà de (Safe payout: administrator approval above). Refill group: the six settings described above.