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Point of Sales Workflow - Introduction

This section outlines the Point of Sales workflow in a typical working day. Some steps may not be necessary for every installation or circumstance.
  1. If you are using work sessions, the first step is to open a work session for each Till Drawer. Usually, a work session will be a working day, but it can be any period up to the next time you need to run your cash up routines.

    The first time you use a Till Drawer, you must open a work session. This will lock the Drawer to the Till, so that the Drawer will be assigned to each POS Invoice entered on the Till. If you do not lock the Drawer to the Till, POS Invoices entered on the Machine will not be assigned to a Drawer and so will not be included in the cash up routines.

    After the initial opening and closing of a work session for each Till Drawer, it is not then necessary to continue opening and closing sessions. If you would like work sessions to be mandatory, select the Require Open Session option in the POS Settings setting.

  2. If necessary, place cash floats in each Till Drawer. Placing cash in a Till Drawer and removing cash are known as "Cash Events", and you should record them in the Cash Events setting in the Point of Sales module.

  3. You are now ready to carry out the day's work entering POS Invoices, recording cash and credit card payments and recording any Cash Events (placing cash in or removing cash from a Till Drawer for reasons other than sales or returns).

  4. Record the value of cash and other takings in each Till Drawer using the Cashier Count register in the Point of Sales module. The purpose of this register is to compare the value actually in a Drawer with the value calculated from the day's POS Invoices, cash and credit card payments and Cash Events.

  5. At the end of the day or session, you can follow the cash-up procedure yourself, or you can run the 'Cash Up' Maintenance function, to have the procedure carried out for you. The cash-up procedure includes the following steps:

    1. Run the Cash Up Report to analyse the day's work on each Till Drawer.

    2. If the value of cash in a particular Drawer that you recorded in the Cashier Count (step 4) is not correct, the Cash Up report will point this out. Create a Cash Event to write off the difference.

    3. At the end of the day and if necessary, record the emptying of each Till Drawer (i.e. the removal of the cash to the safe or bank). This is again a Cash Event.

    4. If you are using work sessions, close the sessions for each Till Drawer.

    5. Create and mark as OK a record in the POS Balances setting for each Till Drawer. A POS Balance record is a record of the Drawer balance at a particular time. When you save a POS Balance record that you have marked as OK will cause a Nominal Ledger Transaction to be created for the day's sales and Cash Events.

    The 'Cash Up' Maintenance function will carry out steps ii-v for you. It will assume that each Till Drawer is emptied at the end of the day and will therefore create Cash Events appropriate for that assumption. If you not need Till Drawers to be emptied at the end of the day, you should not use the 'Cash Up' function so you should carry out the steps yourself.

    If you would like the 'Cash Up' function to be run automatically, select the Run Cash Up Maintenance option in the POS Settings setting, and use the Cash Up Interval field to specify how often the function is be run.

  6. POS Invoices do not update stock immediately. Instead, at the end of the day or session, you should use the 'Update Stock' Maintenance function to remove the sold Items from stock.

    Again, if you would like the 'Update Stock' function to be run automatically, select the Run Update Stock Maintenance option in the POS Settings setting, and use the Update Stock Interval field to specify how often the function is be run.

    Running the 'Update Stock' function is not connected to running the 'Cash Up' function or to carrying out the cash up process yourself. Although this task has been placed after cashing up in these steps, you can run the 'Update Stock' function at any time, before or after cashing up and at any time during a work session.

Please refer to the following pages for more details about each step:
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