The cash drops feature allows in-venue raffles to actively balance their cash sales while the event is running. This is intended for single-day events and is accessible to Raffle Managers only.
Raffle Managers
The Raffle Manager can view the cash drop data on the raffle page in dashboard under the “Device Sales” tab. This is a required role access, and only the Raffle Manager can access this feature.
Cash Drops table
Device Name - The name of the device in our system.
Seller Name - The name of the seller currently entered on the device. How to change/assign the Seller Name is detailed below.
Latest Activity - The last time the seller dropped cash or was given a float.
Total Cash Sales - The total cash sales on the device.
Starting Float - The initial float amount given to the seller.
Balance - The total cash the seller currently has on-hand.
How to assign/change a seller name.
*Note: This option is intended for single-day events.
If you have a large number of volunteers, you can assign the Seller’s Name, to make your reporting easier.
To make the change complete the following:
1) Navigate and login to the Rafflebox Dashboard
2) Select the “Devices” tab on the left pane and click the edit button on the device you’re working on.
3) Under the “Seller Name” you can assign the name of the volunteer to be able to track their cash sales electronically. Click save to confirm the changes.
The below shows the device Seller Name on the Cash Drop table under the Device Sales tab.
Adding a float
From this screen you can add to a seller’s float by clicking the float amount within the seller’s row. This will bring up a dialog where you can enter the amount.
Click Save. This will change the starting float amount and will be automatically deducted from the Drop Cash amount entered.
Drop Cash
When your seller returns to the muster point/cash handling location, and they need to drop cash follow the steps below to complete. Note* the drop should not include the float amount in the count, as it is already accounted for from the “Add to Float” section.
Click on the “Device Sales” tab and select the cash drop button.
Click Save. This will should balance the cash sales recorded on the platform, against what is received from the ticket seller. The float is omitted from the calculation.
Suggested best Practices
Before the event begins
- Establish a muster point/cash handling site.
- Establish to what level you’d like to track the cash. Total by device/seller, and if you’ll track specific denominations vs total amount.
- Assign the Seller name to the device and provide the initial float as outlined above.
- To make things easier it is suggested to have teller slips, or something similar, to track the denominations for each individual drop/seller.
- Have a designated folder/envelope/plastic bag with the volunteer’s name listed. This will be the easiest way to reconcile each individual ticket seller. The total amount in the bag at the end of the night should match the amount recorded on the Cash Drop table.
While the event is running
- When the ticket seller comes in to make a cash drop, count out the original float – in the original denominations (if applicable) – and return it to the seller. Count the remainder and add the total to the Cash Drop field.
When dealing with a large volunteer base – if your sellers encounter a problem such as needing more paper, or a printing/payment issue occurs, have them return to the muster point/cash handling site to fix the issue, and check the carry amount. Complete a cash drop if necessary.