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Cash Up

At the end of a day or work session on a particular till, you should record the value of cash, cheques, credit card payments etc in the Till Drawer in a Cashier Count record Having done so, you can then carry out the cash-up procedure. This procedure should include the following steps:
  1. Run the Cash Up report to analyse the day's work on the till.

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

  3. If necessary, record the emptying of the Till Drawer (i.e. the removal of the cash, cheques, credit card payments, etc to the safe or bank). This is again a Cash Event (a Cash Out Cash Event).

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

  5. Create a record in the POS Balances setting for the Till Drawer. A POS Balance record is a record of the Drawer balance at a particular time. Marking the POS Balance record as OK and saving will cause a Nominal Ledger Transaction to be created. This will record the day's sales and Cash Events in the Nominal Ledger.
You can carry out these steps yourself, or you can run the 'Cash Up' Maintenance function, which will carry out steps 2-5 for you. It will assume that the Till Drawers are emptied at the end of the day and will therefore create Cash Out Cash Events appropriate for that assumption. The function will create a single POS Balance record for each Till Drawer. Please refer here for details about this record and about the resulting Nominal Ledger Transaction. If you do 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.

The 'Cash Up' function does not update stock. A separate 'Update Stock' function is provided for this purpose. Please refer here for full details.

You can run the 'Cash Up' Maintenance function using the following methods:

  1. You can run the 'Cash Up' function yourself. Ensure you are in the Point of Sales module and click (Windows/Mac OS X) or tap (iOS/Android) the [Routines] button in the Navigation Centre. When the 'Routines' window opens, click or tap the [Maintenance] button and then double-click or tap 'Cash Up' in the subsequent list. The 'Specify Cash Up' window illustrated below will open.

    You can only run the 'Cash Up' function from a client that has a live connection to the server, not from one that has a live-sync connection.

  2. You can have the 'Cash Up' function run automatically and regularly. To do this, select the Run Cash Up Maintenance option in the POS Settings setting. Specify in the Cash Up Interval field how often you would like the function to be run. You will need to restart the server for these changes to take effect.

    When the function is run automatically, the Until Date and Until Time will be the current date and current time respectively. The function will be run for all Machine/Drawer combinations.

    If you are using work sessions, remember that the 'Cash Up' function will close the work sessions for all Till Drawers. Therefore, if you choose to have it run automatically, it is recommended that you select a time when closing sessions will not cause too much disruption. If you have live-sync tills that are likely to be operating for long periods while disconnected from the server, take care as well that the automatic running of the function does not close sessions for those tills before they have sent their POS Invoices to the server.

Until Date
Paste Special    Choose date
Until Time
Paste Special    Current time
Use these fields to specify the end of the period to be covered by the function. The beginning of the period will be chosen as follows:

  1. If you are using the Start from Previous POS Balance option in the POS Settings setting, the start of the period will be the date and time in the most recent previous POS Balance record for the Machine/Drawer combination that has been marked as OK.

    If the Machine/Drawer combination is a new one that you have not used before, you must "prime" it by creating a POS Balance record with a zero balance, with a date and time that is prior to the time when you started using it. This will provide the beginning of the period.

  2. If you are not using the Start from Previous POS Balance option, the start of the period will be the date and time when the most recent work session for the Machine/Drawer combination was opened. If you are not using work sessions, this will be the date and time of the original POS Session record that connected the Machine to the Drawer.

Machine
Paste Special    Local Machines setting, Point of Sales/Restaurant/Technics module
Drawer
Paste Special    Drawers setting, Point of Sales/Restaurant module
Specify the Local Machine and Drawer that is to be the subject of the function.
If you specify a Machine and no Drawer, the function will cash up all Drawers used on the specified Machine.

If you specify a Drawer and no Machine, it will cash up all Machine/Drawer combinations that include the specified Drawer.

If you leave both Drawer and Machine blank, then it will cash up all Machine and Drawer combinations.

Selection
Use these options to specify the sales transactions that should be included in the cash-up process, as follows:
Restaurant Cash
Bar tabs from the Restaurant module will be included. Bar Tabs will be processed in the same way as POS Invoices described immediately below.

Point of Sales Cash
POS Invoices will be included.

The function will process a POS Invoice as follows:

  • It will record the sale in the Nominal Ledger (i.e. debit a Payment Mode Account, and credit Sales and VAT Accounts).

  • If one does not exist already, it will create a Cash Out Cash Event to move the payment from the till to the back office.

  • It will record the Cash Out Cash Event in the Nominal Ledger (i.e. credit the Payment Mode Account and debit the Payment Mode Back Office Account).

Sales Ledger Cash
Sales Ledger Invoices with "Cash" Payment Terms will be included.

When you mark a Sales Ledger Invoice as OK and save, the Invoice will be recorded in the Nominal Ledger immediately (i.e. a Payment Mode Account will be debited, and Sales and VAT Accounts credited). The 'Cash Up' function will not repeat these postings. Instead, it will process a Sales Ledger Invoice as follows:

  • If one does not exist already, it will create a Cash Out Cash Event to move the payment from the till to the back office.

  • It will record the Cash Out Cash Event in the Nominal Ledger (i.e. credit the Payment Mode Account and debit the Payment Mode Back Office Account).

A Sales Ledger Invoice with a "Cash" Payment Term does not have a Payment Mode. So, in order for the Cash Out Cash Event to be posted to the correct Accounts, you should create a Payment Mode with the same Code as the "Cash" Payment Term. For example, if your "Cash" Payment Term is "0", create a Payment Mode with "0" as the Code. The Cash Out Cash Event will be posted to the Account and Back Office Account in this Payment Mode.

Sales Ledger Invoices in which you have registered payment using the 'Add Cash Line' or 'Add Credit Card Line' Row menu functions will also be included. Again, the 'Cash Up' function will create Cash Out Cash Events to move the payments from the till to the back office and will record these Cash Out Cash Events in the Nominal Ledger. In this case, Payment Modes will be included in the rows added to an Invoice by 'Add Cash Line' and 'Add Credit Card Line'. The Cash Out Cash Events will be posted to the Accounts and Back Office Accounts in these Payment Modes.

Receipts
Receipts will be included.

The 'Cash Up' function will process a Receipt as follows:

  • If one does not exist already, it will create a Cash Out Cash Event to move the receipt from the till to the back office.

  • It will record the Cash Out Cash Event in the Nominal Ledger (i.e. credit the Payment Mode Account and debit the Payment Mode Back Office Account).

This option allows a Receipt entered by a cashier on a till to be moved to the back office. Such a Receipt will contain the Local Machine Code and Drawer of the till. Receipts entered on a client without a Local Machine Code will not be processed by this function. If you are likely to use this option, it is recommended that you use a client without a Local Machine Code to enter Receipts made by bank transfer or other methods where moving to the back office is not appropriate.

Note that this option is not selected by default, and will not be selected if the 'Cash Up' function is run automatically and regularly (controlled by the Run Cash Up Maintenance option in the POS Settings setting).
Click or tap [Run] to run the function. It may take a few moments, depending on the number of Transactions to be generated. When it has finished, you will be returned to the 'Maintenance' list window.

If the function does not create any records and consequent Nominal Ledger Transactions when expected, the probable reasons are:

  1. You have not specified Back Office and Difference Accounts in your Payment Modes, in your Cash Events or in the POS Settings setting.

  2. There is no valid record in the Number Series - Transactions setting (in the Nominal Ledger). This might be a fault in the setting itself, or it might be because the default Transaction Number on the 'Number Series' card of the current user's Person record or in the Number Series Defaults setting (in the System module) is not in a valid Number Series. This problem will usually occur at the beginning of a new year. If you change a field on the 'Number Series' card of the Person record, you will need to quit Standard ERP and restart for it to take effect.

  3. There is no valid record in the Number Series - POS Balances and/or Number Series - Cash Events settings.

  4. You ran the function for a Machine that does not exist in the Local Machines setting.

  5. You ran the function for a Drawer that does not exist in the Drawers setting.
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Maintenance functions in the Point of Sales module:

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