Till Management and EOD
In this video, the till management module in the iVend management console will be covered. Tills are basically cash drawers and till management at a store would typically be managed by a store manager or an authorized user who is responsible for managing all the cash drawers.
From the Management Console, click on the Till Management module. Please note the Till Management module is not a function at the head office, so the module does not appear on the management console at the head office. Since the management of tills or cash drawers are the function of individual stores, the store can only view and manage tills created for their respective stores only. Let us begin by looking at the master till, click on the Master Till option.
A Master Till is essentially a template for a cash drawer. The purpose of the Master Till is to maintain the rules for a cash drawer, so after processing the end of day a till is automatically generated every day based on what is defined in this mater till. This helps speed up the day start process. You can have more than one till. Each point of sale terminal at a store requires a till to be created as part of the setup regardless if a cash drawer is actually user or not. So, for example if a store has two point of sale terminals or registers, then two tills need to be created for each register respectively. Here you can see that there is a Master Till, till 1 already created and in use and is also active.
Let us create a new master till at this point. Click on the F3 new button and begin by giving a unique code for the Master Till. Let us create till number 2. Click on the drop down for mode and there are 2 modes that this till can be setup, a User mode or a Team mode. If a User mode is selected, choose which user can use this till, click on the lookup, and choose a user or employee from the list. With this setup, user John Smith is the only person allowed to use this till. The other mode available is team. Let us choose Team and in the team field click on the lookup and choose one of the teams. Select the New York team and click Ok. With this setup any user that is linked to the New York store team in this example can use the till.
Teams and Employees are linked under the Human Resources module; and under employee, choose a user, click Edit, turn on the Team banking check box, and assign a team to this user. Click on the lookup and choose a team. In this example, Jack Williams is now linked to the New York store team and any of the users that are part of this team again can use this till. Allow Multicurrency Float can be turned on if the cash drawer will have currencies other than the base currency.
In the Float Amount field, enter the starting amount for that cash drawer, let us say $200.00. The Store is automatically selected since this management console is linked to the store and now from the POS field click on the lookup and assign a specific point of sale to this till. With this link, the physical register Point of Sale 1 or 2 is now linked to the till number 2. When counting is done, so if there is a difference between the counted quantity and what the system says is the actual quantity to be counted, you can set a Variance if there is a difference in the count and set it by amount or percentage. In the Variance Allowed field, enter the variance that allow, let us say $5.00.
The next four fields are at the counting rules. There are four places were counting can be done. The first field is Count Required and Assign. Click on the drop down with the Mandatory setting. The cash drawer needs to be counted on day start, so when the cashier logs in, the Point of Sale will prompt the cashier to count the cash register. It is also recommended to do a count on close. From the drop down, the options again are Not Required, Mandatory, or Optional. If Not Required is chosen, the counting process is skipped at the point of sale. With Mandatory, the counting is forced so the cashier must complete the count.
With Optional, a prompt is given at the point of sale and the cashier can choose if they would like to count or not. If a second or a third count is required depending on the retail requirements, Count on Remove or Count on Finalize, our optional steps. Count Required and Finalize may be required for larger retailers with several cashiers and where a second count is required in the back office by a store manager or an authorized user.
Warning levels can be set if the cash in the cash drawer exceeds to limit set here in the Warning Level field, let us say $1000.00. A Warning Interval let us say of a $100.00 can be set, so once the cash drawer exceeds $1000.00 and if the cashier does not remove the money for a safe drop, every $100.00 after the upper limit set here, the cashier will receive an alert at the point of sale. A Lockout Level can also be set, let us say $5000.00. In this case once the register reaches $5000.00, no more transactions can be created at the point of sale. Transaction can be completed through a manager override performed by an authorized user or unless the cash has been removed from the till to below the Warning Level.
If the till needs to be deactivated for any reason for example if this till is only used seasonally, uncheck the check box Active and this till will not be available at the point of sale. Show System Count; when the cashier does a count at the point of sale for this till with this field unchecked, the cashier does not have visibility of what the system count is, essentially a blind count. If you would like the cashier to see that information, check the check box Show System Count and additional columns will popup in the count screen. Click Ok to save this master till.
You can see now the till 2 setup and it is currently not in use, but it is active. As a onetime setup when a new master till is created, select the Till and click F8 assign. This initializes the till for the first time and is ready to be opened at a Point of Sale. Click Ok to close out of the master till screen. Let us now look at tills. The till screen looks similar to the Master Till. The difference here is that these tills are actually generated based on the master tills. You can see the till 2 is here initialized with a status of new. For every till, there is a status. There are five statuses that a till may go through in the day. It begins with a status of new which means that the till has not been opened yet or the cash drawer has not been opened. Once the cash drawer is opened by the cashier at the point of sale, it changes from new to assigned and let us say the shift is over or the till is ready to be closed for the day.
There is a process of remove and close at the register. Once the till is removed, the status changes from Assigned to De-assigned; and when it is finally closed at the point of sale, the status will change to Closed. The closing process can be done actually on the Point of Sale as well as here in the management console. A store manager or authorized user can count a till, remove a till, close a till, or also finalize a till here in the back office as an alterative if let us say a cashier forgot to closeout the till in the front register.
Let us look at Count Till. Click on Count Till, available tills are listed. A till with a status of new can be counted. Click Ok to start the counting process and this count screen is similar to what the cashier would see at the front register; and to count this till, select the Cash and click Details. Here you will see all the denominations that are setup for that currency; and at this point, count the cash by entering the count for each of the denominations. You can see that the total is calculated automatically and you can furthermore add more counts. Once the counting is completed, click Ok and click Ok again to finish the count.
Let us look at the Remove Till option. Click on Remove Till and you will notice that only till 1 is listed here because that is the only till that is opened. Only assigned tills can be removed. To remove this till, select the till and click Ok. When successfully removed, you get a prompt and click Ok. Let us close that till, click on the Close Till screen, and you will see that the till is now removed, so the status changed to de-assigned. To close this till, select the till and click Ok.
As part of the closing process, a till count needs to be done. Select Cash in this example and here you will see that the opening amount was $100.00. The system says there is $205.16 and we need to verify that system amount. To count that till, click Details. Here you will see all the denominations listed, your currency and your coins. Enter the counts as per the cash that you have received and click Ok when done. Let us say we counted $205.00 dollars and let us click Ok. You will now see that the amount is now $205.00 and there is a variance of 16 cents. To count the cash again, select the row and click Details again and verify all the counts. If there truly is a variance, click Ok to continue. You will be prompted with a wording saying there is variance in the till. Click Yes to continue and from here you can enter some comments for audit purposes and also a Reason Code from a list can be selected.
Click on the lookup for the reason code field to get a list of predefined reason codes, select the appropriate choice, and click Ok. Click Ok to complete this process. When successfully closed, you will get an alert, click Ok, and the till is now closed. We completed the close till option. From here you can finalize the till optionally or do a straight End of day. Finalize Till option can be done for any closed tills to perhaps do a second count to verify the money. To finalize this till, select the till that is closed and click Ok. The till Count Screen will launch and someone like a store manager or an authorized user who is allowed to do second counts can go through this process and recount the money to verify all the cash. Select Cash and click Details and go through the same process of counting the cash. Once done, click Ok and once the amount is verified click Ok again and you will get similar prompts for variance. Click Ok to finalize the till; and on successful finalize, a prompt will be launched, click Ok.
Let us look at how to run the End of day. The End of day is run when all the tills are closed regardless of where it is closed; it could be on the front register or in the back office. End of day can also be run for finalize tills. The End of day processes are required step for every store and needs to be run at the end of the business day or prior to starting the next business day. The End of day should be run by an authorized user like a store manager or a supervisor.
Let us look at the End of day screen. The current business date is listed including the Store Code and the description of the store where this End of day is being run. It is important to set the next business date. The Next Business Date is suggested automatically. If the business date that is shown here is not correct or let us say the date is holiday, click on the drop down for a calendar pop-up and choose the appropriate business date. This is a very important step. You have two other options; Optimize Database. With this checked, a script will be run to optimize the local store database and if an upgrade is available from head office, the flag Upgrade Available will be flagged. Let us click at the Start button to start the End of day process. If there are any errors or if the End of day could not be processed, in this case an error occurred so the End of day process do not complete. It will also show the exact reason for the error. In this example, till number 2 is not closed.
Again, tills with a status of closed or finalized can only be run at the End of day. At this point, the till needs to be closed by the cashier at the point of sale or go through the same process that we reviewed for till number 1 and close out the till at the management console. In this example since the status is new and let say till 2 was not used for the day, click on till and with till with the status of new, you can delete this till. So let us delete this since it was not used, leaving only one till with the status of finalized since we did finalize it. Let us go back to End of day screen and try the End of day again. Set the correct business date and click Start. Now the End of day has been completed, click Ok.
Click on till screen and you will now see that there are two new tills generated based on the master tills ever created with the new business date as set in the End of day screen and both are at status of new. At this point, both registers are ready for the next business date.
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