Table of contents

Background

A float is used to start the day, cash transactions are done, money may be taken from the till and at the end of the day a check count is completed then the float for the next day removed.

The cash removed is then banked (sometimes at the same time as cash from other days)

Credit card transactions are also linked to the same batch

If a discrepancy is recorded at the end of the day between cash expected and cash counted - a journal is created and added to the batch

End of day may also update your credit card machine provider (if using Tyro)

Repairable parts require counting as part of the POS count

Closing the batch NOT at the end of the day

Tyro allows a batch to be closed every day - but only one batch.
If you close the batch - it immediately opens another one dated the next day.
All transactions done after this time will go into tomorrows batch.

Example

if you do a final cash count and close tyro at 8am Tuesday.
Tyro will open a batch for Wednesday and all transactions for Tuesday and Wednesday will go into the Tyro batch for Wednesday.
An attempt to close the batch on Tuesday evening will fail
1. Tyro will not close another batch for the day
2. Our system will also fail to close the batch when Tyro fails
3. A cash count can be done - but not an end of day cash count
There will not be a requirement for a new batch on Wednesday as one already exists
End of day count on Wednesday will proceed normally
All Tyro transactions are already grouped into Wednesday from Tuesday after Tuesdays batch was closed

When the final cash count is done and Tyro closes the day - the tyro system sends a file (gets attached to the batch) of all the transactions that day. If Tyro has transactions that the batch does not have (there can be multiple reasons for this for example manual transactions )- an alert email is sent to users with the secure feature Secure Features#ReceiveTyroDiscrepancies

Users require Secure Feature "Access Private Journal Batches > = 10 in order to reopen credit card batches

When the Store is Closed for the day

When the store is closed for a day - the batch setup for the previous day needs to be moved to the current day - ie the date changed

Financials > Journal Batches > change the date

Start of Day

Start of each day requires a cash count - you cannot use the POS until it is completed

Identify Operator

Scan thumbprint if using biometrics device - or enter initials and pin /wiki/spaces/FK/pages/32640138

Person requires secure feature Secure Features#CanConfirmCashCount and Secure Features#CreditCardProcessing

Open Till Draw > Lock to stop Cash Transactions > do count

Complete and re-open POS

Will show as open

Start of day Count has been recorded

A cash count can be made and recorded at any time during the day

Recount anytime

same as start of day process above

End of day process

Count the cash in the same way as during the day using /wiki/spaces/FK/pages/32640138

Enter float amount for next day (balance will be waiting to be banked).

Count the Recycling Parts (Parts taken from customer phones that are being sent back for recycling) - see /wiki/spaces/FK/pages/32640126. The count is any parts marked as "used part" that have not been added to a transfer.

Counted = sum counted
Expected = cash expected based on cash transactions
Discrepancy = Expected - counted
Starting Float = Cash counted end of previous day
Card payments = card payments based on cc payments
Total 1 = eft payments via ZIP, Layby or POS integrated (ie card payments PLUS Zip or Layby)
Total 2 = All Payment methods after refunds - ie Expected Cash PLUS Card Payments Plus Zip Plus Layby

If there is a discrepancy amount - this will create a discrepancy journal and may be investigated

Repairable Items Count

Repairable Items are items in a category flagged as "recycle used parts"

This is typically used for items with significant value

Repairs and repairable parts

When a Repairable Part is used on a repar
- The removed item it is replacing is considered repairable
Repairable items are added to the store claims process

POS count of Repairable counts

Repairable parts are counted as part of the POS cash count
Scan all "Repairable Items" that were created today
seal todays bag (requires scan of thumbprint or pin)
Bag will be marked as scanned with date and user

If not all parts in today's bag have been scanned then the user will be given 2 options:

Reply OK to seal the bag without the un-scanned parts.
1. The unscanned parts will be:
  1. Reported via email
    1. users with Secure Features#MissingRepairableParts will receive the emails
  2. Moved to the next day’s bag (expected to be found and scanned tomorrow)
  3. Updated claim status to "Missing in store" until later scanned
Cancel to start again

All previous days bags must be scanned in order to compete End of Day process

Bag barcode = "BAG" + "STORE CODE" + "Date(YYMMDD)" = BAGBUR240915
Repairable part barcode = "RPREP" + "repairable part ID" = eg RPREP181331

If there are no bags in store, you must transfer them using the transfer screen under "Repair → Transfer Faulty Items"

Close the day - receipt printer will print details to go into the banking bag

Bank the money anytime during the day

Bank journal is created automatically at end of each day for the value of the cash count less next days float

Right click to remove any cash counts that are not being deposited in the bank

Click take to bank - will print a summary across all amounts being banked

Back Office View

List of batches for a POS

Requires /wiki/spaces/FK/pages/32640138 to identify the user

Right click on the Reconciliation Report from tyro

When the POS batch is closed at the end of the day - Tyro send a reconciliation report and it is attached by us to the batch. It has Tyro's version of what happened today.

Tyro communication Logs

If Tyro reports a transaction that is not in our system an email alert is sent.

Logs from the Tyro communications are kept on the attached PC for a duration of 2 weeks

Our system also keeps a log of all communications we have with tyro an the PC connected to Tyro as well - access it from here

No Transaction found

If a manual transaction was processed (ie not through the POS ) or there was a problem = then the reconciliation from Tyro may have transactions that are not in the system

Right click on the line to create the missing system journal

Tyro $ Value different to the system $ value shows in Yellow

List of payments attached to the batch

List of cash counts done during the day

Fees that reduce the payment by Tyro

When later Tyro makes a payment the amount they pay is reduced by their fee. To ensure the actual payment that arrives in the bank is accounted for - add a transaction into the batch for the fee (A creditor prompt payment - ie a creditor payment with no invoice)

Enter user initials and pin (setup on employee) - or use thumbprint if biometrics installed.

Authentication uses /wiki/spaces/FK/pages/32640138

Refunds processed

POS Batch form, Action menu, if batch is Closed.

New sub menu 'Create a new credit card refund linked to batch', options:
1. American Express
2. EFTPOS
3. Master Card
4. Visa
An American Refund will reduce the Amex total for the batch in the bank rec.
All other refunds will reduce the Tyro total.

Creation of DPP

Flow diagram and Journals

Setups

If no float is defined in the franchisee then the franchisor float definition is used.

Cash counting can only be completed by persons with authority

Secure feature Secure Features#CanConfirmCashCount
Secure feature Secure Features#CreditCardProcessing - if credit cards enabled
Can access the entity (Employee contexts)
Has biometrics recorded - or initials and pin

Check Counting at any time in store

At any time the POS can be check counted. Note that when counting no cash transactions can be processed (the POS can still operate but not using cash) and uses /wiki/spaces/FK/pages/32640138

SaaSplications Online Help

Cash count and banking at the POS