ID #1674

How to use Cash Drawer Balancing?

Available from Release 1.377 onwards…

  • Scenario1:
    • Z report or shift should run on station basis not user wise, i.e.
    • if one user log in a station & makes transactions and he log off, in the same time another user logs in same station & continue with transaction, when he enter closing balance & prints Z report, report should show the combined effect of both user's transactions
  • Scenario2:
    • Operator ‘A’ works on station 1 from morning 8 am to 1 pm.
    • After that station 1 is closed for the day.
    • Now the same operator starts working again at 3 pm to 7 pm. But on station 2.
    • At the day end (i.e. at 7 pm) he needs to submit the combined report for his 2 shifts (i.e. from 8 am to 1 pm AND 3 pm to 7 pm).
  • Scenario3:
    • The barman starts the shift on Friday.
    • The back office is closed on Saturday and Sunday.
    • The barman is not allowed to print Z report.
    • So the back office person will take out Z report on Monday.
    • The date on bill should show actual date for transactions done on Saturday and Sunday.

 

Solution: In order to meet the demands of the scenarios mentioned above RanceLab® FusionRetail™ 6 has made several changes to simplify the day end procedure. FusionRetail 6 now uses batch number to logically group transactions based on user activity. This document explains the Cash Drawer balancing module in detail,

  • Explanation of the Batch Id concept
  • The process of Cash Drawer Balancing.

 

Explanation of the Batch Id concept:

  • The Start of Batch:
    • When a user logs in, the system checks for a batch with “open” status for her and reads it in a global variable.
    • If a batch with “open” status is not found, a new batch number is generated automatically when a user creates his first transaction.
    • A user will always have a unique batch number for a given point of time.
    • While a batch is open, its number is associated with all the transactions (Inventory/Financial).
    • This number is added when a transaction is created.
    • In Touch POS it’s added when transaction is finished.
    • The number is added to transaction only once, it is not changed in modification.
  • The End of a Batch:
    • The batch closes when the user takes out a Z report.
    • The Z report can be printed by the operator at POS or it can be printed by the cashier/supervisor in the back office.

 

The process of Cash Drawer Balancing

The process of Cash Drawer balancing is similar to the process of the previous releases; the only addition is the introduction of three additional options in the Sale Invoice options screen to automate the insertion of opening and closing balance and printing the mode of payment slip. Please follow the steps given below to implement the Cash Drawer balancing using RanceLab® FusionRetail™ 6.

Step1: Setting the options

  1. Go to Main Menu > Sale Management > Transactions > Sale Invoice (Scan POS) (S > T > S)
  2. Press Alt + O.
  3. Set “Prompt for Op Drawer Bal = Ask”
  4. Set “Prompt for Cl Drawer Bal = Ask”
  5. Set “Print MOP counting slip = Ask”
  6. Save.

Step2: Inserting the opening amount

  1. Go to Main Menu > Sale Management > Transaction > Sale Invoice (Scan POS)(S > T > S)
  2. Click the ‘Yes’ button when FusionRetail™ 6 asks for user consent for entering opening balance.
  3. Cash Drawer balancing screen opens.
  4. Insert the amount according to the appropriate currency denominations.
  5. Save.
  6. FusionRetail™ 6 asks to print MOP counting slip.
  7. Press Alt + X if you want to print the X report.
  8. Press Esc.

Step3: Performing usual transactions

  1. Sale Order
  2. Scan POS
  3. Sale Return
  4. Touch POS
  5. Purchase Order
  6. Purchase
  7. Purchase Return
  8. Accounting Vouchers

Step4: Inserting Closing Balance (after creating transactions)

  1. Try to Escape from the Sale Invoice screen (Scan POS/Touch POS) screen.
  2. FusionRetail™ 6 will display you a message asking you to enter the closing balance.
  3. Click Yes.
  4. FusionRetail™ 6 will redirect you to the Cash Drawer balancing screen.
  5. Enter the closing balance as per currency denomination.
  6. Save.
  7. The software asks to print MOP counting slip.
  8. Click Yes.
  9. Press Alt + Z to print Z report.

Step4: Seeing the Cash Drawer balancing report

  1. Go to Main Menu > Sale Management > Reports > Cash Drawer Balancing (S > R > B)
  2. The default view is summery mode
  3. Press Alt + D (Detail Mode)

 

 

To open the report in detail mode press Alt + D from your keyboard.

Explanation of the buttons in the Cash Drawer balancing report:

Button

SIGNIFICANCE

Op Cash

Opens the Cash Drawer screen to insert opening balance from the Cash Drawer Report

Cl Cash

Opens the Cash Drawer screen to insert closing balance from the Cash Drawer Report

Print X

Prints the X report from the Cash Drawer Report

Print Z

Prints the Z report from the Cash Drawer Report

Reprint Z

Re - prints the Z report from the Cash Drawer Report

Detail

Change the Cash Drawer report from summary mode to detail mode.

Summary

Shortcut to change the Cash Drawer report from detail mode to summary mode.

Additional options for printing Z Report:

Options

Significance

Print Department Analysis

Prints the Z report with analysis of each department.

Print Hourly Sales

Prints the Z report with sale value in every single hour.

Print Detail

Prints the Z report with Opening, Closing, Batch and MOP details.

Remove Line with Zero Figure

Prints the Z report without the lines which has zero figure.

 

Please follow the instructions given below to set the options for Z report printing.

  1. Go to Scan POS (S > T > S) or Touch POS (S > T > T) screen
  2. Press Alt + F7
  3. Press Alt + R
  4. Set “Print Department Analysis = Yes/No”
  5. Set “Print Hourly Sales = Yes/No”
  6. Set “Print Detail = Yes/No”
  7. Set “Remove Line with Zero Figure = Yes/No”
  8. Save.

 

Z Report with only “Print Department Analysis = Yes”

Z Report with only “Print Hourly sales = Yes”

Z Report with “Print Detail = Yes”

Z Report with “Remove Line with Zero figure = Yes”

Security options for Cash Drawer Balance:

Path

Option

Use

Action > Inventory

Cash Drawer Balancing Entry

Option to allow or block the authentication of creating cash drawer balance entry.

Open Cash Drawer Balancing

Option to allow or block the user to open cash drawer balance entry.

Make X Report

Options to allow or block the user from creating X report.

Make Z Report

Options to allow or block the user from creating Z report.

Open Entry from Cash Drawer Balancing Display

Option to allow or block the user to open the entry from cash drawer balance display.

Master > Printing Option

Z Report option

Select option from ‘Create’, ‘Modify’ and ‘Is Active’ as per requirement.

 

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Tags: Cash Drawer Balancing, Information, Sale Invoice, Setup, Tutorial

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