Cash Management - Oracle Help Center

Cash Management - Oracle Help Center
Oracle® Retail MICROS Retail-J
Store Cash Management
Release 12.1
March 2015
Oracle® Retail MICROS Retail-J Store Cash Management, Release 12.1
Copyright © 2015, Oracle and/or its affiliates. All rights reserved.
Primary Author: David Nixon
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MICROS Retail-J
Store Cash Management
Cash Management
Product
Retail-J
Release12.1
Contents
1.
2.
3.
Cash Management Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
1.1 Cash Management Example . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
1.1.1 Example – Alpha Retail Inc. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
1.1.1.1 Set-up. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
1.1.1.2 Add Cash to the Safe . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
1.1.1.3 Floating the Till . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
1.1.1.4 Pickup Cash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
1.1.1.5 Spot Check. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
1.1.1.6 Cashup and Empty. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
1.2 Basic Cash Management Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
1.2.1 POS Terminal Totals Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
1.2.2 POS Trading Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
1.2.2.1 Terminal Trading Summary Report . . . . . . . . . . . . . . . . . . . . . . . . . 11
1.2.2.2 Terminal Tender Totals Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
1.2.2.3 Terminal Hourly Sales . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
1.2.2.4 Terminal Void Exceptions Report. . . . . . . . . . . . . . . . . . . . . . . . . . . 15
1.2.2.5 Terminal Return Exceptions Report . . . . . . . . . . . . . . . . . . . . . . . . . 16
Cash Management Back Office Operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
2.1 Terminal Cash Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
2.1.1 Scanning of Bag Numbers for Uncounted Pickups . . . . . . . . . . . . . . . . . . . . . 18
2.1.2 Terminal Cash Management Sessions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
2.1.3 View History (TCM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
2.1.4 Opening Float . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
2.1.5 Pickup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
2.1.5.1 List Tenders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
2.1.6 Float . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2.1.7 Cash Up and Leave . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2.1.8 Cash Up and Empty . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2.1.9 Cash Up and Closing Float . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
2.1.10 Spot Check . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
2.1.10.1 Process Spot Check. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
2.1.11 Finalisation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
2.2 Terminal Cash Management History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
2.2.1 Terminal Cash Management History Sessions . . . . . . . . . . . . . . . . . . . . . . . . 26
2.2.2 View History (TCMH) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
2.2.3 View Discrepancies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
2.2.4 Spot Check . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
2.3 Bulk Cash Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
2.4 Tender Bags. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
2.4.1 Edit Tender Bags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
2.4.2 Un-Bag Tender Bags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
2.4.3 Bank Tender Bags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
2.4.3.1 Banking Tender Bags. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
2.5 Currency Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Safes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
3.1 Safe Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
3.1.1 Location Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
3.1.2 Reasons Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
3.1.3 Terminal Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
3.1.4 Tender Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
3.2 Safe Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
3.2.1 Safe Cash Management Sessions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
3.2.2 View History (SCM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
3.2.3 Banking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
3.2.4 Currency Purchase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
i
4.
3.2.5 Income . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.2.6 Expense . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.2.7 Adjustment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.2.8 Cash Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.2.9 Spot Check . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.2.10 Finalisation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.2.11 Finalisation - Accept . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.3 Income . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.4 Expense . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.5 Safe Cash Management History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Role Based Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Retail-J 12.1
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ii
Revisions
2.1
March, 2015
Added Oracle cover and copyright page.
2.0
March 14, 2013
Added list of cash management functions.
1.0
November 24, 2011
Added currency purchase order.
Note: The rebranding for the latest version of this documentation set is in development as part of post
MICROS acquisition activities. References to former MICROS product names may exist throughout
this existing documentation set.
1.0
Cash Management Introduction
In the diagram below, the arrows represent the main flows of tenders and the rectangles and silhouettes represent the entities involved with transactions.
Cash flows into the till, from the till to the safe and from the safe to the bank. In the other direction, cash
is taken from the safe and placed in the till. In addition, there are other tender types (for example
cheques, cards, gift cards and vouchers) and various types of refund and adjustment.
The figures accumulated for the purposes of managing cash are divided into sessions. POS and Safe
sessions are independent of day ends or other trading periods. When balancing a POS or Safe, it is the
session figures that are being reconciled.
Sessions are created when the POS or Back Office attempts to make a cash management or sales
transaction and there is no existing session open. Sessions can be closed to prevent any more transactions being carried out on them. In this case, any further transactions will cause a new session to be
created.
A session which is marked as finalised is assumed to have been audited and may be submitted to a
data warehouse.
A cash management session may last any amount of time; it is not a fixed period. Normally, it is likely to
last a single day. Sessions are created manually or when the first transaction finds that there is no
active session.
Retail-J 12.1
1
1.1
Cash Management Example
The following sequence of operations demonstrates cash management functionality and reporting.
Note: The configuration of your system will differ from the example system used here. The actions you
can perform depend on the functions assigned to your role.
1.1.1
Example – Alpha Retail Inc.
Alpha Retail Inc. operates from one store. It has one safe and one till. There are 4 employees, each
with an equivalent system role:
1.
POS Operator
2.
POS Supervisor
3.
Store Manager
4.
System Administrator
Alpha Retail Inc. operates the following cash managemental policies.
•
No cash is left in cash drawers between trading sessions.
•
Cash is picked up once there is more than £500 in the cash drawer.
•
Cash is moved loose (that is, it is not bagged).
The series of operations below describes a simplified day’s operation and reporting from a cash management perspective.
1.1.1.1
Set-up
To enact the Alpha Retail Inc. cash management policies, the System Administrator needs to configure
the application.
Role
System Administrator
Operation
Logon to the application.
Go to Data Maintenance > Tendering > Drawer Limits. Set the cash limit to £500.
Retail-J 12.1
2
Role
Operation
Go to Data Maintenance > Tendering > Tenders > Cash. Set the Money Pickup
Option to Loose Money Only.
1.1.1.2
Add Cash to the Safe
This exercise is starting from an empty safe. However, there are several currency orders that have
been placed with the bank.
Cash has been collected and the Store Manager needs to notify the system that the currency has been
added to the safe and is available to supply float to the tills.
Role
Store Manager
Operation
Logon to the Store Applications.
Go to Operations > Cash Management > Safe Cash Management.
Retail-J 12.1
3
Role
Operation
Select (currency purchase).
The Safe Cash Management screen is displayed.
Select a Currency Purchase Order
The details of the Currency Order are displayed.
Add the value of the currency purchase and save.
1.1.1.3
Floating the Till
To record that you have sufficient cash in the cash drawer to begin trading, you need to float the till.
This operation, either confirms a starting float or acknowledges receipt of cash to be used for the float.
Role
POS Supervisor or
Store Manager
Retail-J 12.1
Operation
Sign on to the till.
4
Role
Operation
Go to More > More > Admin > Cash Management > More> Opening Float
Enter the cash value to float and press Complete.
The receipt printer prints the float values report.
---------------------------------------Opening Float
---------------------------------------Terminal 1
Cash
£100.00
---------------------------------------08/01/10 16:00 000001 0001 MANAGER
---------------------------------------A screen showing the opening float value entered is shown.
1.
2.
1.1.1.4
Press Complete
Sign off from the till
Pickup Cash
This operation notifies the system that cash has been picked up from the cash drawer. A pickup may be
initiated when the cash recorded as being in the cash drawer exceeds a preset limit.
Role
POS Operator
Retail-J 12.1
Operation
Sign on to the till.
5
Role
Operation
Enter sales in cash in excess of the set pickup value.
Let us say, that you made sales of £1,001.98. The pickup value was set at £500.
A warning message is displayed.
Go to More > Admin > Cash Management > Pickup and enter the value of the
pickup.
1.
Press Complete
2.
Press OK
The Pickup Count report is printed on the Receipt printer.
---------------------------------------Pickup Count
---------------------------------------Terminal 1
Cash
£1001.98
US Dollars
$0.00
Euro
€ 0.00
Deposit Account
AUTO
Local Account
AUTO
Cheque
£0.00
Card
AUTO
Customer Account
AUTO
Credit Note
£0.00
Traveller's Cheque
£0.00
---------------------------------------08/01/10 16:08 000001 0001 OPERATOR
---------------------------------------Retail-J 12.1
6
1.1.1.5
Spot Check
A spot-check is used to verify the amount of money in the till. The operator notifies the amount of each
tender and the Spot Check Count report advises of any discrepancy.
If the operator does not enter any amounts for the tenders listed, but selects Complete, the expected
amount for each tender prints on the receipt report. This is helpful prior to cashing up the till.
Role
POS Operator
Operation
Go to More > Admin > Cash Management > Spot-Check
The Spot-Check screen is displayed.
To use the report to find out expected tender totals prior to cashing-up, press
Complete.
Press OK
The Spot-check Count report is printed on the receipt printer.
Retail-J 12.1
7
Role
Operation
---------------------------------------Spot-check Count
---------------------------------------Terminal 1
Cash
£0.00
Expected
£100.00
Discrepancy
-£100.00
US Dollars
$0.00
Expected
$0.00
Discrepancy
$0.00
Cheque
£0.00
Expected
£0.00
Discrepancy
£0.00
Card
AUTO
Expected
£0.00
Discrepancy
£0.00
Credit Note
£0.00
Expected
£0.00
Discrepancy
£0.00
---------------------------------------08/01/10 16:18 000001 0001 OPERATOR
---------------------------------------Here we see the discrepancy is the value of the original float.
Note: Some tenders have been omitted.
Note: non-physical tenders were marked as auto-pickup in the Store Applications
when the relevant tenders were created.
1.1.1.6
Cashup and Empty
At cashing up, all pickups and floats that have occurred during the session must already have been
entered.
Retail-J 12.1
8
Role
POS Operator
Operation
Go to More > Admin > Cash Management > Cashup and Leave.
The Cashup screen is displayed.
Count and enter the total for each tender in the cash drawer.
1.
Press Complete.
2.
Press OK
A Reconciliation Count (Empty Drawer) report is produced.
---------------------------------------Reconciliation Count (Empty Drawer)
---------------------------------------Terminal 1
Cash
£100.00
Expected
£100.00
Discrepancy
£0.00
US Dollars
$0.00
Cheque
£0.00
Card
AUTO
Gift Voucher
£0.00
Credit Note
£0.00
---------------------------------------08/01/10 16:23 000001 0001 OPERATOR
---------------------------------------Note: Some tenders have been omitted.
Note: There are no discrepancies in this instance.
1.2
1.2.1
Basic Cash Management Reporting
POS Terminal Totals Report
The function of this report is to provide running totals for the present trading session.
Retail-J 12.1
9
Role
Store Manager
Operation
Go to More > More> Admin > Manager Functions > Terminal Totals Report.
The report is printed on the receipt printer.
---------------------------------------Terminal Totals Report
---------------------------------------Terminal 1
Gross Positive
£1,001.98
Gross Negative
£0.00
Last Sale
17/11/09
Next Transaction Number
4
Number of Sales
3
Training Mode Transactio
0
Training Mode Gross Posi
£0.00
Training Mode Gross Nega
£0.00
---------------------------------------08/01/10 19:23 000001 0001 MANAGER
---------------------------------------The fields included are explained below:
Field
Description
Terminal
The terminal identifier of the terminal for which the report is produced.
Gross Positive
The running total of all positive transactions in this trading session. This includes
sales and other positive values, such as discounts on returns
Gross Negative
The running total of all negative transactions in this trading session. The total
includes returns and other negative values such as discounts and allowances.
Last Sale
The date of the last sale transactions in this trading session
Next Transaction
Number
The number that will be applied to the next transaction of any type in this trading
session.
Number of Sales
The total number of sales transactions undertaken in this trading session.
Training Mode
Transactions
Number of transaction with training mode set.
Training Mode Gross
Positive
The running total of all positive transactions in this trading session while training
mode was set.
Training Mode Gross
Negative
The running total of all negative transactions in this trading session while training
mode was set.
Date and Time
The date and time that this report was produced.
Store ID
Store identifier
Terminal ID
Terminal identifier
Operator
Terminal user identifier
1.2.2
POS Trading Reports
The following Trading Reports are available at the POS.
•
Terminal Trading Summary
Retail-J 12.1
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•
Terminal Tender Totals
•
Terminal Hourly Sales
•
Terminal Void Exceptions
•
Terminal Return Exceptions
The following explanations are each divided into three sections:
•
Terms and Definitions
•
Role and Operation
•
Report Field and Description
1.2.2.1
Terminal Trading Summary Report
Term
Trading Session
Definition
Terminal sales are divided into balanced sessions. Sessions can be:
1.
2.
3.
4.
Operator Sessions
Retail-J 12.1
Open (Can accept sales)
Closed (Ready for cashing up – sales will go into the following session)
Cashed Up (Drawer content has been counted)
Finalised (Values have been accepted).
Corrections may be performed for sessions that have not been finalised.
Operator sessions are bounded by the POS operations of signing on and signing
off.
11
Role
Store Manager
Operation
1.
Go to More > More> Admin > Manager Functions > Terminal Summary.
The report is printed on the receipt printer.
----------------------------------------
Terminal Trading Summary Report
---------------------------------------Terminal 1
Trading from 07/01/10 22:00
Sales
£1.98
Returns
£0.00
Net Sales
£1.98
Deposits
£0.00
Temporary Credit
£0.00
Net Merchandise
£1.98
Allowances
£0.00
Price Overrides
£0.00
Tax Modifier
£0.00
Discounts
£0.00
Promotions
£0.00
Transaction Discounts
£0.00
Total Merchandise
£1.98
Non-merchandise
£1,000.00
Account Payments
£0.00
Change In
£0.00
Change Out
-£0.02
Floats
£0.00
Pickups
£1,101.98
Income
£0.00
Expense
£0.00
Tax
£0.00
---------------------------------------08/01/10 19:26 000001 0001 MANAGER
----------------------------------------
Field
Description
Terminal
Terminal identifier
Trading from
The date and time of the start of the current trading session.
Sales
The total value of all sales made in the current trading session.
Returns
The total value of all returns made in the current trading session.
Net Sales
The total value of all net sales made in the current trading session.
Deposits
The total value of all deposits made in the current trading session.
Temporary Credit
Used where the customer pre-orders an item and pays a deposit. The difference
between the deposit and the price of the item is temporary credit.
Net Merchandise
The total value of all net merchandise product sales made in the current session.
Allowances
The total value of all allowances made in the current trading session.
Price Overrides
The total value of all price overrides made in the current trading session.
Tax Modifier
The running total of tax modifications applied to transactions.
Retail-J 12.1
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Field
Description
Discounts
The total value of all discounts applied in the current trading session.
Promotions
The total value of all promotions applied in the current session.
Transaction Discounts The total value of all transaction discounts applied in the current session.
Total Merchandise
The total value of all transactions affecting stock made in the current session.
Products are defined as being merchandise or non-merchandise at the product
group level.
Non-merchandise
The total value of all transactions not affecting stock made in the current session.
Products are defined as being merchandise or non-merchandise at the product
group level.
Account Payments
The total value of all account payments transactions made in the current session.
Change In
The total value of all change received in the current session. This occurs if the
customer has to give change to you for some reason.
Change Out
The total value of all change paid out in the current session.
Floats
The total value of all float brought to the cash drawer in the current session.
Pickups
The total value of all pickups from the cash drawer in the current session.
Income
The total value of all income tenders made in the current session.
Expense
The total value of all expense tenders in the current session.
Tax
The total value of all tax collected in the current session.
Date and Time
The date and time that this report was produced.
Terminal ID
Terminal identifier
Operator
Terminal user identifier
1.2.2.2
Terminal Tender Totals Report
Role
Store Manager
Operation
Go to More > More> Admin > Manager Functions > Tender Totals.
The report is printed on the receipt printer.
---------------------------------------Terminal Tender Totals Report
---------------------------------------Terminal 1
Trading from 07/01/10 22:00
Cash
3
£1,001.98
Total
£1,001.98
---------------------------------------08/01/10 19:26 000001 0001 MANAGER
----------------------------------------
Field
Description
Terminal
Terminal identifier
Trading from
The date and time of the start of the trading session.
Retail-J 12.1
13
Field
Description
Tender (one line per
tender)
For each tender type in this trading session: the type of tender; the number of
transactions involving this type of tender and the total value of transactions in this
tender.
Date and Time
The date and time that this report was produced.
Terminal ID
Terminal identifier
Operator
Terminal user identifier
1.2.2.3
Terminal Hourly Sales
Role
Store Manager
Operation
Go to More > More> Admin > Manager Functions >Hourly Sales.
The report is printed on the receipt printer.
---------------------------------------Terminal Hourly Sales Report
---------------------------------------Terminal 1
Trading from 07/01/10 22:00
Start of day 08/01/10
08:00-08:59
0
£0.00
09:00-09:59
0
£0.00
10:00-10:59
0
£0.00
11:00-11:59
0
£0.00
12:00-12:59
0
£0.00
13:00-13:59
0
£0.00
14:00-14:59
0
£0.00
15:00-15:59
0
£0.00
16:00-16:59
0
£0.00
17:00-17:59
0
£0.00
18:00-18:59
0
£0.00
19:00-19:59
2
£1,001.98
20:00-20:59
0
£0.00
Total
2
£1,001.98
End of day 08/01/10
---------------------------------------08/01/10 19:26 000001 0001 MANAGER
---------------------------------------Field
Description
Terminal
Terminal identifier
Trading from
The date and time of the start of the trading session.
Start of day
The start of the trading day defined for that location
Trading hour (one line
per hour)
The number and net value of sales transactions undertaken during each hour of
the trading day.
End of day
The end of the trading day defined for that location.
Date and Time
The date and time that this report was produced.
Terminal ID
Terminal identifier
Retail-J 12.1
14
Role
Operator
Operation
Terminal user identifier
1.2.2.4
Terminal Void Exceptions Report
Term
Definition
Voids
Voiding a transaction is associated with selecting a reason and obtaining
authority to complete the void operation. In cash management terms, returns are
shown as a negative cost (that is a refund).
Void Previous Item
This POS operation enables you to void the last item sold.
Void Item
This POS operation enables you to void a particular item already entered into the
selling process. You have to identify the product required by entering the product
number.
Interactive Void
This POS operation enables you to select the item to be voided on the screen.
Void Transaction
This POS operation enables you to void a transaction, before the transaction is
completed.
Post Void
This POS operation reverses the effect of an earlier transaction. This can only be
performed after a transaction has been completed.
Void Promotion
This POS operation can only be performed on the transaction containing the
promotion, before the transaction is completed.
Role
Operation
Store Manager
Go to More > More> Admin > Manager Functions >Void Exceptions.
The report is printed on the receipt printer.
---------------------------------------Terminal Void Exceptions Report
---------------------------------------Terminal 1
Trading from 07/01/10 22:00
---------------------------------------Void Transaction
User ID
Bill01
Transaction Number
237
Date/Time
07/01/10 22:00
Auth User ID
Admin
Item Code
Amount
-£29.99
---------------------------------------08/01/10 17:42 000001 0001 MANAGER
---------------------------------------Note: This report was taken from a different trading session than the previous
reports.
Field
Description
Type of Void
The type of void transaction.
User ID
The ID of the operator performing the void.
Transaction Number
The transaction number which contained the void.
Retail-J 12.1
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Field
Description
Date/Time
The date and time of the void exception.
Authorising User ID
The authorising manager’s ID.
Item Code
The item code where applicable.
Amount
The value of the void transaction.
Date and Time
The date and time that this report was produced.
Terminal ID
Terminal identifier
Operator
Terminal user identifier
1.2.2.5
Terminal Return Exceptions Report
Term
Definition
Return
Returns are used when a customer makes a return for a refund or exchange for
product or credit note.
Returns can be made with a receipt or without a receipt and must be made by an
authorised user.
In cash management terms, returns are shown as a negative cost (that is a
refund).
The criteria for returns, that is, whether authorisation or reasons are required, are
configured in the Store Applications.
Role
Operation
Store Manager
Go to More > More> Admin > Manager Functions >More > Multiple Reports.
The report is printed on the receipt printer as the last in the series of trading
reports shown previously.
---------------------------------------Terminal Return Exceptions Report
---------------------------------------Terminal 1
Trading from 07/01/10 22:00
---------------------------------------User ID
ADMIN
Transaction Number
4
Date/Time
08/01/10 15:02
Auth User ID
Item Code
Amount
-£2.00
---------------------------------------User ID
ADMIN
Transaction Number
6
Date/Time
08/01/10 15:03
Auth User ID
Item Code
Amount
-£23.77
---------------------------------------08/01/10 16:30 000001 0001 MANAGER
---------------------------------------Note: This report was taken from a different trading session than the previous
reports.
Retail-J 12.1
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Field
Description
User ID
The ID of the operator performing the void.
Transaction Number
The transaction number which contained the void.
Date/Time
The date and time of the return exception.
Authorising User ID
The authorising manager’s ID.
Item Code
The item code where applicable.
Amount
The value of the return transaction.
Date and Time
The date and time that this report was produced.
Terminal ID
Terminal identifier
Operator
Terminal user identifier
2.0
Cash Management Back Office Operations
This section deals in detail with the various type of cash and safe management operations carried out
from the back office.
2.1
Terminal Cash Management
Terminal sales and cash management operations are divided into sessions which are balanced. Sessions can be: Open (Can accept sales), Closed (Ready for cashing up - Sales will go into the following
session), Cashed Up (Drawer content has been counted) and Finalised (Values have been accepted).
Corrections may be done on operations for all sessions that have not been finalised.
This screen enables you to select a store and terminal. You can then select from several options,
depending on what is required namely floats, pickups, spot checks, cashing up and finalisation.
Against each session there will be the various operations possible as well as the current status. The
sessions will be listed in chronological order with the latest first. If a session is marked as finalised then
it will not appear in the list. If there are no current sessions then 'No current session' will appear and you
will have the option of creating a new session to operate on.
Most operations within this section rely on entering data against a list of denominations for each tender.
Terminal sessions can be:
•
Open
This means that the session is active and sales can be accepted.
•
Closed
This means the session will not be used for further transactions. The terminal is ready for cashing
up. Any new sales will go into a following session.
•
Cashed Up
This means that the contents of the drawer have been counted.
•
Finalised
This means that the values have been accepted and no corrections can be made to the session.
Retail-J 12.1
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Corrections may be performed on operations for all sessions that have not been finalised.
All terminals for the selected store are shown in a table with the following headings:
•
Options
The actions you can perform on a particular terminal, in this example the next icon enables you to
select the particular terminal required.
•
Store ID
The identification number of the store selected.
•
Store Name
The name of the store selected.
•
Terminal Number
The reference number of each terminal in the store selected.
•
Last Session Closed
The date and time at which the last session was closed.
•
All Sessions Finalised
When this check box is selected all sessions have been finalised.
A cross indicates that not all sessions have been finalised.
•
All Sessions Cashed Up
When this check box is selected all sessions have been cashed up.
A cross indicates that not all sessions have been cashed up.
•
Next Session Floated
When this check box is selected all sessions have been floated.
A cross indicates that not all sessions have been floated.
•
Close All Sessions
The next icon will close all currently open sessions and open a new one, following confirmation
from you.
The next icon will take you to the Terminal Cash Management Sessions screen.
2.1.1
Scanning of Bag Numbers for Uncounted Pickups
You can search for an uncounted pickup by entering/scanning a bag number.
This function is controlled by the Cash Management role “Allow Search Uncounted Pickups” and is only
available when there are uncounted pickups for the selected store.
On completion of an uncounted pickup, you are returned either to the list of uncounted pickups (if there
are further uncounted pickups for the relevant Cash Management session and they do not have the
Cash Management role “Return to Select Terminal after Uncounted Pickup Search”) or the terminal
selection screen.
Retail-J 12.1
18
The POS Uncounted Pickup command allows you to scan a bag number.
2.1.2
Terminal Cash Management Sessions
This screen details all the sessions that have not yet been finalised for the terminal specified.
The headings are:
•
Options
The view history icon will take you to the View History (TCM) screen.
The opening float icon will take you to the Opening Float screen.
The pickup icon will take you to the Pickup screen.
The float icon will take you to the Float screen.
The income icon will take you to the Income screen.
The expense icon will take you to the Expense screen.
The cash up and leave icon will take you to the Cash Up and Leave screen.
The cash up and empty icon will take you to the Cash Up and Empty screen.
The cash up and closing float icon will take you to the Cash Up and Closing Float screen.
The spot check icon will take you to the Spot Check screen.
The view discrepancies icon will take you to the Spot Check screen.
The finalisation icon will take you to the Finalisation screen.
The close icon closes the currently open session and automatically opens a new one.
•
Status
The status of the session on the terminal, that is open or closed.
•
Start Date
The date and time that the session was started.
•
End Date
The date and time that the session was ended, if applicable.
The back icon returns you to the Terminal Cash Management screen.
2.1.3
View History (TCM)
This option gives details of all the previous operations performed for the selected session on the
selected terminal.
•
Options
The options available to you for a particular operation on the selected terminal, e.g. view, edit.
•
Operation Type
Retail-J 12.1
19
The type of operation that was performed, for example float or spot check.
•
Date Performed
The date and time the operation was performed.
•
User
This indicates which user performed the operation.
All previous operations for the session are displayed in a table with the following headings:
The view icon takes you to the relevant screen associated with the operation type. This is just for information only and you cannot make any changes.
The edit icon enables you to enter details for the option selected.
The back icon returns you to the Terminal Cash Management Sessions screen.
2.1.4
Opening Float
This option is used when an opening float is being performed. The opening float function just confirms
that what was left in the till the previous night is this morning's float. It can be overridden if required
though.
The Opening Float screen is very similar to the Pickup screen. The safe is chosen from a pop-up menu,
which is maintained via Locations. You can then enter details of the float, which is being applied to the
particular terminal.
The save icon saves the currently displayed data and returns you to the Terminal Cash Management
Sessions screen.
The cancel icon returns you to the Terminal Cash Management Sessions screen without saving.
2.1.5
Pickup
This option is used when a pickup is being performed. During a normal day pickups are taken from the
terminals at any point. A pickup means that some or all of the contents of the terminal are removed and
counted during an active session. This section enables you to identify exactly what has been removed
from the terminal.
The following information is shown:
•
Select a safe
The safe into which the money picked up will be stored. It is chosen from a pop-up menu, which is
maintained via Locations.
When the safe has been selected, a table appears below containing three headings:
•
Options
The action (s) can be performed on a particular tender, e.g. edit. It also indicates if the tender is
picked up automatically by Retail-J, e.g. cards and customer accounts.
•
Tender
The various types of tender, which the terminal may contain.
•
Total
Retail-J 12.1
20
The total for each type of tender. The tender values for the operation can be adjusted by clicking
on the edit icon next to the tender totals in the list.
•
Notes
This enables you to enter, in free format text to a maximum of 100 alphanumeric characters, any
relevant notes to be associated with the operation.
The edit icon, next to the cheque and credit note tenders, will take you to the List Tenders screen.
The save icon saves the currently displayed data and you are returned to the Terminal Cash Management Sessions screen.
The cancel icon returns you to the Terminal Cash Management Sessions screen without saving.
Depending on the configuration set against the tenders, the values will be prompted for in one of the following ways:
•
Single amount
•
By individual denomination
•
By individual reference number/individual tender
2.1.5.1
List Tenders
This option enables you to either Select All or deselect All by using the next icon following the required
option.
The total value for the tender is displayed in a table with the following headings:
•
Options
The actions you can perform on the selected list tender, e.g. add.
•
Reference Information
The reference information for the selected tender.
•
Transaction ID
The ID number of the transaction of the selected tender.
•
Date
The date associate with the list tender. The required format is shown below the field, that is dd/
mm/yy.
•
Total
The total of the selected tender. The required format is shown below the field.
•
Selected
You can select this check box. This means that the particular tender has been selected.
The add icon enables you to enter further information into the table, that is Reference Information, Total
and whether it is selected or not.
The following options are also available:
Retail-J 12.1
21
•
Enter Count
You can enter a count of items expected. If the count matches, the items are automatically
selected.
•
Select All
This option enables you to ensure that every list tender in the displayed list is selected, that is
every check box is selected automatically.
•
deselect All
This option enables you to ensure that every list tender in the displayed list is deselected, that is
every check box is deselected automatically.
The save icon saves all the currently displayed screen data. You are returned to the Pickup screen.
The cancel icon returns you to the Pickup screen, without saving.
2.1.6
Float
This option is used when a User wants to put a new float into the terminal. This can be done at any time
of the active session.
The Float screen is very similar to the Pickup screen). The safe is chosen from a pop-up menu, which is
maintained via Locations. You can then enter details of the float, which is being applied to the particular
terminal.
The save icon saves the currently displayed data and returns you to the Terminal Cash Management
Sessions screen.
The cancel icon returns you to the Terminal Cash Management Sessions screen without saving.
2.1.7
Cash Up and Leave
This option is used when a User totals up the entire contents of the terminal, but does not remove it.
The counted values then form the opening values for the next session.
At cashing up, all pickups and floats that have occurred during the session must be entered. The session is marked as closed and no further transaction, whether sales or cash management, can continue
on that session.
The Cash Up and Leave screen is very similar to the Pickup screen. The safe is chosen from a pop-up
menu, which is maintained via Locations. You can then enter details of the contents of the terminal.
The save icon saves the currently displayed data and returns you to the Terminal Cash Management
Sessions screen.
The cancel icon returns you to the Terminal Cash Management Sessions screen without saving.
2.1.8
Cash Up and Empty
This option is used when a User totals up the entire contents of the terminal, and empties it. The opening values for the next session are then zero.
At cashing up, all pickups and floats that have occurred during the session must be entered. The session is marked as closed and no further transaction, whether sales or cash management, can continue
on that session.
The Cash Up and Empty screen is very similar to the Pickup screen. The safe is chosen from a pop-up
menu, which is maintained via Locations. You can then enter details of the contents of the terminal.
Retail-J 12.1
22
The save icon saves the currently displayed data and returns you to the Terminal Cash Management
Sessions screen.
The cancel icon returns you to the Terminal Cash Management Sessions screen (see <Undefined
Cross-Reference>) without saving.
2.1.9
Cash Up and Closing Float
This option enables you to record a closing float and cash up and empty the terminal. It is a combined
command consisting of a cash up and empty followed by a float operation in preparation for the next
days trading.
The screens displayed are very similar to the Pickup screen and the Cash Up and Empty screen.
The save icon saves the currently displayed data and returns you to the Terminal Cash Management
Sessions screen.
The cancel icon returns you to the Terminal Cash Management Sessions screen without saving.
2.1.10
Spot Check
This option is used when you needs to check the contents of a particular terminal at any time of the session. The tender values are counted and any current discrepancy displayed and recorded.
The Spot Check screen is similar in format to the Pickup screen.
The next icon will take you to the Process Spot Check screen.
The back icon returns you to the Terminal Cash Management Sessions screen.
2.1.10.1
Process Spot Check
This screen details any discrepancies which have been identified for the specified session on the
selected terminal. A positive value means that there was more money in the terminal than expected
and a negative value means that there was less than expected.
This report is used to show discrepancies for the spot check operation and all reconciliation operations.
The counted values are compared with the expected from tenders taken at the terminal and shown in a
report. The report will show the expected, counted and discrepancy values for each tender.
This screen is for information only and you cannot make any changes at this point.
The headings are:
•
Tender
The type of tender.
•
Opening
The amount of the tender when the terminal session was opened.
•
Opening Adjustment
The adjustment amount of the tender when the terminal session was opened, that is the tender
value minus the opening value.
•
Pickup
The amount of the tender when a pickup was performed.
Retail-J 12.1
23
•
Float
The amount of the tender when a float was added.
•
Income
The amount of the tender when an income operation was performed.
•
Expense
The amount of the tender when an expense operation we performed.
•
Sales
The amount of the tender according to the sales.
•
Expected
The expected amount of the tender.
•
Counted
The actual amount of the tender counted.
•
Discrepancy
This indicates any discrepancy between the expected and counted values of the tender. A positive
amount indicates that there was more money than expected. A negative amount indicates that
there was less money than expected.
The back icon returns you to the Terminal Cash Management Sessions screen.
2.1.11
Finalisation
This screen enables you to attempt to finalise the terminal cash management session.
The screen details the discrepancies, which were found for the specified session. A positive value in the
discrepancy column means that you counted more money in the terminal than was expected. The
screen displayed is similar to the Spot Check screen.
You can choose a reason code for the finalisation from a pop-up menu. The list is maintained via Reason Maintenance. The reason code is normally selected in order to describe or authorise any discrepancies.
The headings are:
•
Tender
The different types of tender which can be found in the terminal.
•
Opening
The opening balance of each tender.
•
Opening Adjustment
The adjustment amount of the tender when the terminal session was finalised, that is the tender
value minus the opening value.
•
Pickup
Retail-J 12.1
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The total amount of each tender removed during a pickup.
•
Float
The total amount of each tender added during a float.
•
Income
The total amount of each tender added during an income operation.
•
Expense
The total amount of each tender removed during an expense operation.
•
Sales
The total amount of sales for each tender.
•
Expected
The total expected amount of each tender.
•
Counted
The total actual counted amount of each tender.
•
Discrepancy
This indicates any discrepancy between the expected and counted values for each tender. A positive amount indicates that there was more money than expected. A negative amount indicates
that there was less money than expected.
The accept icon will change the status of the session to finalised. You are returned to the Terminal Cash
Management Sessions screen. The finalised session will no longer be displayed in the list of sessions.
It can be viewed via the Terminal Cash Management History Sessions screen.
The reject icon returns you to the Terminal Cash Management Sessions screen and the status of the
session remains unchanged.
When attempting to finalise a session that is closed and has earlier open or closed sessions, you will be
prompted to finalise each earlier session in turn, before finalising the current one.
2.2
Terminal Cash Management History
This screen enables you to view all past sessions and the operations that were undertaken.
All terminals for the selected store are shown in a table with the following headings:
•
Options
This allows you to select a particular terminal.
•
Store ID
The identification number of the store selected.
•
Store Name
The name of the store selected.
•
Terminal Number
Retail-J 12.1
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The reference number of each terminal in the store selected.
•
Last Session Closed
The date and time at which the last session was closed.
The next icon will take you to the Terminal Cash Management History Sessions screen.
2.2.1
Terminal Cash Management History Sessions
This screen enables you to view all past sessions and the operation that were undertaken on the
selected terminal.
All sessions for the selected terminal are displayed in a table with the following headings:
•
Options
View history, view discrepancies, view spot check etc.
•
Status
The status of the session, e.g. open, closed etc.
•
Start Date
The date and time that the session was started.
•
End Date
The date and time that the session was ended, if applicable.
The view history icon takes you to the View History (TCMH) screen.
The view discrepancies icon will take you to the View Discrepancies screen.
The spot check icon takes you to the Spot Check screen.
The back icon returns you to the Terminal Cash Management History screen.
2.2.2
View History (TCMH)
This screen enables you to view all previous operations for the selected session.
This is an example of the View History screen:
All previous operations for the selected session are displayed in a table with the following headings:
•
Options
The options available to you for a particular operation on the selected session, e.g. view, edit,
remove etc. Note, closed operations cannot be removed.
•
Operator Type
The type of operation that was performed, e.g. float, spot check etc.
•
Date Performed
The date and time the operation was performed
•
User
Retail-J 12.1
26
This indicates which user performed a particular operation.
The view icon takes you to the relevant screen associated with the operation type. This is just for information only and you cannot make any changes.
The back icon returns you to the Terminal Cash Management Sessions screen.
2.2.3
View Discrepancies
This screen enables you to view any discrepancies which have occurred during a Terminal Cash Management session. The screen displayed is very similar to the Process Spot Check screen.
2.2.4
Spot Check
This screen enables you to view the original count and discrepancies of a spot check.
This screen is similar to the Spot Check screen.
2.3
Bulk Cash Management
This screen enables you to perform a cash management operations by selecting safe sessions and
associated terminal sessions. The following bulk cash management operations are available: cashup;
cashup and leave; cashup and empty, cashup and closing float; float; finalise, and pickup.
2.4
Tender Bags
This screen enables you to view, edit, bank and un-bag tender bags. Tender bags are created when
performing Cash Management functions and the 'Use Tender Bags' option is used.
You can select the criteria required from the following fields:
•
Select Store
The store required. It is chosen from a pop-up menu which is maintained in Locations.
•
Enter Start Date
The start date for the required tender bag (s). The format is dd/mm/yy.
•
Select Status
The required status of the tender bags required, that is open, banked, un-bagged, or you can
select all.
•
Apply Filter
The filter icon will apply the entered criteria and display all applicable tender bags.
All tender bags which meet the criteria are displayed in a table with the following headings:
•
Options
The actions you can perform on the selected tender bag, e.g. view, edit etc.
•
Bag Number
The number of the tender bag.
•
Status
The current status of the tender bag.
Retail-J 12.1
27
•
Date Created
The date and time at which the tender bag was created.
•
Bank Tender Bags
The next icon will take you to the Bank Tender Bags screen.
The view icon will take you to a screen the same as the Edit Tender Bags screen, except all fields will
be read-only.
The edit icon will take you to the Edit Tender Bags screen.
The Un-Bag icon will take you to the Un-Bag Tender Bags screen.
The remove icon enables you to delete an existing tender bag.
The next icon will take you to the Bank Tender Bags screen.
2.4.1
Edit Tender Bags
This screen enables you to edit (or view) information held on a particular tender bag.
This is an example of the Edit Tender Bags screen:
You can enter the amount of the tender(s) contained in the selected tender bag.
The bag history is also shown with the following information:
•
Date Created
The date and time the tender bag was created.
•
Creating User ID
The ID of you who originally created the tender bag.
•
Bank Slip Reference (s)
The bank slip reference number associated with the tender bag.
•
Date Banked
The date and time at which the tender bag was banked.
•
Banking User ID
The ID of you who banked the tender bag.
•
Security Code
The security code associated with the tender bag. It is entered when the tender bag is banked.
The save icon saves the currently displayed details and returns you to the Tender Bags screen.
The cancel icon returns you to the Tender Bags screen without saving.
2.4.2
Un-Bag Tender Bags
This option enables you to un-bag tenders which have previously been bagged.
Retail-J 12.1
28
This is an example of the Un-Bag Tender Bags screen:
The following information is shown:
•
Select Safe
The safe. You can select the safe from a pop-up menu which is maintained in Location Maintenance.
•
Options
Not applicable.
•
Tender
The tender (s) which are in the tender bag.
•
Total
The amount of each tender in the tender bag. It is read-only at this point. It is defined by you when
tender bags are used in a cash management operation.
The bag history is also shown with the following information:
•
Date Created
The date and time the tender bag was created.
•
Creating User ID
The ID of you who originally created the tender bag.
•
Bank Slip Reference(s)
The bank slip reference number associated with the tender bag.
•
Date Banked
The date and time at which the tender bag was banked.
•
Banking User ID
The ID of you who banked the tender bag.
•
Security Code
The security code associated with the tender bag. It is entered when the tender bag is banked.
The save icon saves the currently displayed details and returns you to the Tender Bags screen.
The cancel icon returns you to the Tender Bags screen without saving.
2.4.3
Bank Tender Bags
This option enables you to bank tender bags.
All available tender bags are displayed in a table with the following headings:
•
Options
The actions you can perform on the selected tender bag, e.g. view, save.
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•
Bag Number
The number of the tender bag.
•
Date Created
The date and time at which the tender bag was created.
•
Security Code
The security code associated with the tender bag (up to 40 alphanumeric characters).
•
Selected
When this check box is selected the tender box has been selected for banking.
•
Select All
The next icon enables you to select all available tender bags.
•
deselect All
The next icon enables you to deselect all available tender bags.
The view icon will take you to the Edit Tender Bags screen, except all fields will be read-only.
The edit icon will take you to the Edit Tender Bags screen.
The save icon saves the currently displayed details and takes you to the Banking Tender Bags screen.
The cancel icon returns you to the Tender Bags screen without saving.
2.4.3.1
Banking Tender Bags
This screen is displayed as part of the banking tender bags process. It is used to confirm the data
entered on the previous screen.
All available tender bags are displayed in a table with the following headings:
•
Options
Not applicable
•
Bag Number
The number of the tender bag.
•
Date Created
The date and time at which the tender bag was created.
•
Security Code
The security code associated with the tender bag.
•
Selected
When this check box is selected, the tender box has been selected for banking.
The print icon enables you to get a hard copy of the displayed screen. You are then returned to the Tender Bags screen.
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The next icon will return you to the Tender Bags screen.
2.5
Currency Purchase Orders
The Currency Purchase Order screen allows the creation and management of predefined currency purchase orders.
Depending on role, you are allowed to create; view; approve; open for editing, receive or cancel a currency purchase order.
The information required to create a currency purchase order is: Your Order Number; Date Ordered;
Ordering Location; User ID; Bank Details; Currencies and Values ordered.
Bank name, address, sort code and account number default to that specified in location configuration.
On completion of the currency order creation, you have the option of printing the order. The status of
the order is set to “Open”.
You can select from a list of currency purchase orders that are in a status of “Open”. On selecting an
order, a standard currency purchase is created with the values defaulting to those in the order but the
values are editable. When the operation is submitted, then the currency purchase order should be set
to a status of “Received”. If the action is cancelled then the order is left unchanged.
The receipt process forces two users with the appropriate role to have authorised the request.
At the point of receipt, you can print a statement showing what was ordered, what was received and the
discrepancy by tender.
The purchase order number is logged against the created currency purchase action but only for information. Any corrections to the currency purchase performed through the standard correction process
within cash management do not affect the original order.
The currency purchase order is messaged to head office when created. If cancelled, the cancellation is
messaged to head office.The sending of the currency purchase transaction updates the currency purchase order at head office to “Received”.
3.0
Safes
3.1
Safe Configuration
The availability of cash and safe management features depends on role.
3.1.1
Location Configuration
A safe is a mechanism to hold all applicable tenders in a store location while the tenders are not in the
POS Tills.
Safes are created in the Location Maintenance screen during store setup.
Go to Data Maintenance > Company Structure > Locations > Select Location Type (Store) > Add/Edit
Location > Edit Safes > Add/Edit Safe.
When creating a safe, all pre-configured Tenders are listed. Selecting a tender here will force the user
to assign a reason code for any discrepancy over a configured amount.
3.1.2
Reasons Configuration
Go to Data Maintenance > POS Support > Reasons > Select Trading Region > Select Reason Type
and configure the following reasons based on your business operations.
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•
Safe Adjustment
•
Safe Discrepancy
•
Safe Discrepancy Allocation
•
Terminal Discrepancy
3.1.3
Terminal Configuration
As terminals are created, they can be assigned to a particular safe that was setup in a store.
Go to Data Maintenance > POS Support > Terminals > Add/Edit Terminals and configure a safe for that
terminal.
Typically there is only one safe per store, but multiple safes can be configured depending on the size of
the store.
3.1.4
Tender Configuration
Each tender that will be tracked in the Safe should be configured in the tender configuration.
Go to Data Maintenance > Tendering > Tenders > Select a Trading Region > Applicable Tender (say
Cash) and configure the following:
Safe Limit - Optionally, a limit can be set which can be configured to require authorisation if exceeded
Safe Cash Operation Limit - Optionally, a limit can be set which can be configured to require authorisation if exceeded
Safe Discrepancy Threshold - Optionally, a limit amount of discrepancy that will trigger the allocation to
a reason
3.2
Safe Management
This screen details any discrepancies which have been identified for the specified session on the
selected terminal. A positive value means that there was more money in the terminal than expected
and a negative value means that there was less than expected.
A safe session can last any amount of time. In practice it is likely to last a single day or a week. Sessions are created manually or when the safe management application attempts to make a transaction
and there is no existing session open. Sessions can be closed to prevent any more transactions being
carried out on them. In this case any further transactions will cause a new session to be created. A session which is marked as finalised is assumed to have been audited and may be submitted to a data
warehouse.
Safe sessions can be:
•
Open
That the safe session is active.
•
Closed
That the safe session will not be used for floats and pickups.
•
Cashed Up
That the safe session has been cashed up.
•
Finalised
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That the safe session has been finalised and no corrections can occur on it.
All safes for the specified store are displayed in a table with the following headings:
•
Options
The actions you can perform on a particular safe; in this example the next icon enables you to
select the safe required.
•
Store ID
The identification number of the store selected.
•
Store Name
The name of the store selected.
•
Safe Name
The name allocated to a particular safe.
The next icon will take you to the Safe Cash Management Sessions screen.
3.2.1
Safe Cash Management Sessions
This screen details all the sessions that have not yet been finalised for the safe specified.
Against each session there will be the various operations possible as well as the current status. The
session will be listed in chronological order with the latest first. If a session is marked as finalised then it
will not appear in the list. If there is no current session then 'No current session' will appear and you will
have the option of creating a new session to operate on.
The list of sessions for a particular safe contains the following headings:
•
Options
The view history icon will take you to the View History (SCM) screen.
The banking icon will take you to the Banking screen.
The currency purchase icon will take you to the Currency Purchase screen.
The income icon will take you to the Income screen.
The expense icon will take you to the Expense screen.
The adjustment icon will take you to the Adjustment screen.
The cash up icon will take you to the Cash Up screen.
The spot check icon will take you to the Spot Check screen.
The view discrepancies icon will take you to the Spot Check screen.
The finalisation icon will take you to the Finalisation screen.
The close icon closes the currently open session and automatically opens a new session.
•
Status
The status of the safe session, for example Cashed-up, Open.
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•
Start Date
The date and time that the safe session was started.
•
End Date
The date and time that the safe session was ended, if applicable.
The back icon returns you to the Safe Cash Managements screen.
3.2.2
View History (SCM)
This screen gives details of all the previous operations performed for the specified session on the specified safe.
The headings are:
•
Options
The options available to you for a particular operation on the selected safe, e.g. view, edit.
•
Operation Type
The type of operation that was performed, e.g. spot check, close.
•
Date Performed
The date and time the operation was performed.
•
User
This indicates which user performed the operation.
The view icon takes you to the relevant screen associated with the operation type. This is just for information only and you cannot make any changes.
The edit icon enables you to enter details for the option selected. The screen is described in the relevant section associated with the option.
The back icon returns you to the Safe Cash Management Sessions screen.
3.2.3
Banking
This screen is used when banking is being performed. Banking is the process of taking some or all of
the safe contents to the bank. It can be performed at any point and numerous times per safe session. It
enables for the entry of receipt details from the bank transaction.
The following information is shown:
•
Options
The action (s) can be performed on a particular tender, e.g. edit. It also indicates if the tender is
banked automatically by Retail-J.
•
Tender
The various types of tender which the safe may contain. The tender values for the operation can
be adjusted by clicking on the edit icon next to the tender totals in the list.
•
Total
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The total for each type of tender. You can enter amounts for any tender which is not automatically
banked by Retail-J. The total will be displayed in a format dependant on the currency.
•
Notes
This enables you to enter, in free format text to a maximum of 100 alphanumeric characters, any
relevant notes to be associated with the operation.
•
Banking Slip Reference
This enables you to enter a banking slip reference number, which is obtained when the money is
paid into the bank.
The edit icon next to the list and denomination tender will take you to the List Tenders.
The save icon saves the currently displayed data and returns you to the Safe Cash Management Sessions screen.
The cancel icon returns you to the Safe Cash Management Sessions screen without saving.
3.2.4
Currency Purchase
This screen is used when a currency purchase is being performed. Currency Purchase operations
cover all incoming cash into the safe from a bank in any currency.
The screen format is very similar to the Banking screen.
The save icon saves the currently displayed data and returns you to the Safe Cash Management Sessions screen.
The cancel icon returns you to the Safe Cash Management Sessions screen without saving.
3.2.5
Income
This screen enables you to apply an income to a selected safe. Income operations must be given a reason code for the action. It enables for all other movement of money in to the safe.
The following information is shown:
•
Reason Code
The reason code for the income, which is chosen from a pop-up menu. The list of reason codes is
maintained in Reason Maintenance.
•
Options
The action (s) can be performed on a particular tender, e.g. edit. It also indicates if the tender is
banked automatically by Retail-J.
•
Tender
The types of tender which can be entered into the safe according to the specified reason code.
The tender allowed for a particular reason code is defined in Reason Maintenance.
•
Total
The total for each type of tender. You enters the tender value in this column. The format determined by the locale.
•
Notes
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This enables you to enter, in free format text to a maximum of 100 alphanumeric characters, any
relevant notes to be associated with the income operation.
The save icon saves the currently displayed data and returns you to the Safe Cash Management Sessions screen.
The cancel icon returns you to the Safe Cash Management Sessions screen.
3.2.6
Expense
This screen enables you to apply an expense to a selected safe. Expense operations must be given a
reason code for the action. It enables for all other movement of money out of the safe
This screen is similar to the Income scree.
The reason code is chosen from a pop-up menu. The list of reason codes is maintained in Reason
Maintenance. The reason code configuration determines which tenders are allowed and therefore displayed during the operation.
The save icon saves the currently displayed data and returns you to the Safe Cash Management Sessions screen.
The cancel icon returns you to the Safe Cash Management Sessions screen without saving.
3.2.7
Adjustment
This screen enables you to apply a tender adjustment to a selected safe. An adjustment means you can
alter the recorded contents of the safe.
This screen is similar to the Income screen.
The reason code is chosen from a pop-up menu. The list of reason codes is maintained in Reason
Maintenance.
The save icon saves the currently displayed data and returns you to the Safe Cash Management Sessions screen.
The cancel icon returns you to the Safe Cash Management Sessions screen without saving.
3.2.8
Cash Up
This screen enables you to apply a cash up to a selected safe. Cashing up is similar to that for the terminal. It will close the current session and reconcile the amount in the safe. Corrections to any operations can be made until satisfied with the balance and then the session can be marked as finalised.
This screen is similar to the Banking screen.
The save icon saves the currently displayed data and returns you to the Safe Cash Management Sessions screen.
The cancel icon returns you to the Safe Cash Management Sessions screen without saving.
3.2.9
Spot Check
This screen enables you to apply a spot check up to a selected safe. A spot check means you can compare the contents of the safe with the expected values.
This screen is similar to the Terminal Spot Check screen except it refers to safes and not terminals, but
the format is the same.
When you elects to process the spot check, the following screen is displayed:
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The headings are:
•
Tender
The type of tender.
•
Opening
The opening balance of each tender when the safe was opened.
•
Pickup
The total amount of each tender from terminal pickup.
•
Float
The total amount of each tender from terminal float.
•
Cash Up
The total amount of each tender declared at the terminals during cash ups.
•
Banking
The total amount of bankings of each tender.
•
Currency Purchase
The total amount of each tender when a currency purchase was performed.
•
Income
The total amount of each tender when an income was performed.
•
Expense
The amount of each tender when an expense was performed.
•
Adjustment
The total amount of each tender when an adjustment was performed.
•
Expected
The total expected amount of each tender.
•
Counted
The total actual amount of each tender counted.
•
Discrepancy
This indicates any discrepancy between the expected and counted values of each tender.
The back icon returns you to the Safe Cash Management Sessions screen.
3.2.10
Finalisation
This screen enables you to attempt to finalise the session.
The screen details the discrepancies, which were found for the specified session. A positive value in the
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discrepancy column means that you counted more money in the terminal than was expected.
For each type of tender there are the following headings:
•
Tender
The types of tender which the safe can contain.
•
Opening
The opening balance of each tender.
•
Terminal Pickup
The total amount of each tender removed during a pickup.
•
Terminal Float
The total amount of each tender added during a float.
•
Terminal Cash Up
The total amount of each tender counted during a cash up.
•
Banking
The total amount of each tender removed as a result of a banking operation being performed.
•
Currency Purchase
The total amount of each tender added as a result of currency purchase.
•
Income
The total amount of each tender added as a result of an income operation.
•
Expense
The total amount of each tender removed as a result of an expense operation.
•
Adjustment
The total amount of each tender added or removed as a result of an adjustment operation.
•
Expected
The total expected amount of each tender.
•
Counted
The total actual counted amount of each tender.
•
Discrepancy
This indicates any discrepancy between the expected and counted values for each tender. A positive amount indicates that there was more money than expected. A negative amount indicates
that there was less money than expected.
The accept icon will take you to the Finalisation - Accept screen.
Details of any discrepancies will be displayed in a table
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On finalisation, you are returned to the Safe Cash Management Sessions screen. The finalised session
will no longer be displayed in the list of session. It can be viewed via the Terminal Cash Management
History Sessions screen.
The reject icon returns you to the Safe Cash Management Sessions screen.
When attempting to finalise a session that is closed and has earlier open or closed sessions, you will be
prompted to finalise each earlier session in turn, before finalising the current one.
3.2.11
Finalisation - Accept
This screen shows details of any outstanding discrepancies which are outstanding following a finalisation. It enables you to accept any discrepancies and log them against a particular reason code.
The total safe discrepancies are displayed in a table with the following headings:
•
Tender
The tender.
•
Discrepancy
The amount of discrepancy.
•
Allocation
The amount of tender to be allocated to the discrepancy.
You can then select a tender and allocation any remaining discrepancies to one or more reason codes,
using the new icon.
The following information is shown:
•
Reason Code
The reason code to be allocated to the discrepancy. It is chosen from a pop-up menu which is
maintained in Reasons.
•
Allocation
The amount of tender to be allocated to the reason code. It must be a numerical value.
The save icon saves the currently displayed data, finalises the session, and returns you to the Safe
Cash Management Sessions screen.
The cancel icon returns you to the Safe Cash Management Sessions screen without saving.
3.3
Income
This screen enables you to perform an income operation.
It has the same format as the Safe Cash Management Income screen.
3.4
Expense
This screen enables you to perform an expense operation.
It has the same format as the Safe Cash Management Expense screen.
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3.5
Safe Cash Management History
Safe management history will allow you to view all the past sessions and the operations that were
undertaken on a particular safe.
It is very similar to the Terminal Cash Management History screens, except that it refers to safes, rather
than terminals.
4.0
Role Based Functions
The following cash management functions can be enabled for a particular role.
Select Terminal
View Terminal Operations
Edit Terminal Operations
Float
Use Default Float Values for Float
Pickup
Uncounted Pickup
View Uncounted Pickups
Cash-up Terminal
Cash-up and Leave
Cash-up and Empty
Cash-up and Closing Float
Spot Check Terminal
Close Terminal Session
Finalise Terminal Session
Audit Terminal Cash Operations
View Terminal Discrepancies
Create Terminal Session
Terminal Income
Terminal Expense
Skip Second Terminal Income Transaction Authorisation
Skip Second Terminal Expense Transaction Authorisation
Opening Float
Skip Tender Bag Entry For Pickups
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Use Existing Tender Bags
Allow Editing of Default Float Tenders
Disable Opening Float Warning if Previous Session not Closed
Count Uncounted Pickup
Blind Spot Check Terminal
Terminal Uncounted Pickup Close
Cancel Float
Cancel Pickup
Cancel Uncounted Pickup
Cancel All Uncounted Pickups in Session
Cancel Cash-up and Leave
Cancel Cash-up and Empty
Cancel Cash-up and Closing Float
Cancel Spot Check Terminal
Cancel Close Terminal Session
Cancel Finalise Terminal Session
Cancel Terminal Income
Cancel Terminal Expense
Cancel Terminal Uncounted Pickup Close
Cancel Opening Float
Cancel Blind Spot Check Terminal
Select Safe
View Safe Operations
Edit Safe Operations
Banking
Cancel Banking
Skip Second Banking Authorisation
Show Safe Status After Banking
Skip Entry of Banking Slip Reference Confirmation
Return to Centre
Skip Second Return to Centre Authorisation
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Show Safe Status After Return to Centre
Currency Purchase
Skip Second Currency Purchase Order Receipt Authorisation
Encash Cheque
Safe Income
Safe Expense
Adjust
Cash-up Safe
Skip Second Cash-up Authorisation
Spot Check Safe
Close Safe Session
Finalise Session
Audit Safe Cash Operations
View Safe Discrepancies
Create Safe Session
Bag Tenders
Skip Second Safe Income Transaction Authorisation
Skip Second Safe Expense Transaction Authorisation
Override Terminal Cash Operation Limit
Override Safe Cash Operation Limit
Override Float Available Safe Amount
Override Available Safe Amount
Override Return to Centre Available Safe Amount
Override Available Drawer Amount
Override Terminal Discrepancy Threshold
Override Safe Discrepancy Threshold
Override Safe Limit
Skip Force Bulk Count Uncounted Pickups
Allow Finalisation of Terminals before Safe Cash-up
Allow Safe Cash-up before Close
Allow Terminal Cash-up before Close
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Allow Cash-up of Safe before Terminals
Allow Finalisation of Safe before Terminals
Allow Multiple Session Finalisation
Allow Search Uncounted Pickups
Return to Select Terminal after Uncounted Pickup Search
Allow Multiple Terminal Cash-up
Allow Multiple Terminal Float
Allow Multiple Terminal Finalisation
Allow Multiple Terminal Pick-up
Select Tender Bags
View Tender Bags
Edit Tender Bags
Un-Bag Tender Bags
Remove Tender Bags
Bank Tender Bags
View Transaction Detail in Finalise Acceptance
Display Banking Tender Bag Totals
Allow Blank Tender Bag Security Code
Skip Second Tender Bag Banking Authorisation
Select Currency Purchase Order
View Currency Purchase Order
Create/Edit Currency Purchase Order
Remove Currency Purchase Order
Approve Currency Purchase Order
Cancel Currency Purchase Order
Receive Currency Purchase Order
Safe Expense Validate Employee
Safe Expense Confirm Employee
Safe Expense Cancel Employee
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