Drawer Operations¶

In this section the operations that you do with the drawer in the shop will be discribed. POS solution supports 3 basic types of operations: inserting cash into the drawer, withdrawing cash from the drawer and closing up the drawer. All of those will be discribed in the following chapter.

Drawer Operations¶

Drawer operations represent all payments and other cash trasactions, as well as all cashless payments made within the current cash register including:

• bill cash payments
• bill card payments
• other bill payments
• cash deposit
• cash withdrawal
• cash register closing

Inserting Cash¶

To deposit cash to your register you should use the "Insert Cash" function available in the POS rolecenter.

A dialogue will appear to enter additional information about your deposit transaction. In the window you will see:

After filling in the information and clicking "YES" a confirmation dialogue will showing the amount and the currency for the deposit transaction.

If you confirm the transaction will be posted resulting in a new drawer entry being created with the transaction type "Deposit".

The transaction will appear in your general ledger as well. The general ledger entries will be created using the accounts you have set up in the Shop Currencies in the G/L Account No. and Balance G/L Account No. (The amounts in the general ledger will be posted in your local currency, meaning the amount will be recalculated if you don´t post in your local currency)

Cash Withdrawal¶

To withdraw cash from your register you should use the "Cash Withdrawal" function available in the POS rolecenter.

A dialogue will appear to enter additional information about your withdrawal transaction. In the window you will see:

After filling in the information and clicking "YES" a confirmation dialogue will be displayed showing the amount and the currency for the withdrawal transaction.

If you confirm the transaction will be posted resulting in a new drawer entry being created with the transaction type "Withdrawal".

The transaction will appear in your general ledger as well. The general ledger entries will be created using the accounts you have set up in the Shop Curencies in the G/L Account No. and Balance G/L Account No.

Invoice Payments¶

In the application version 23 and above a new feature was added for managing payments of invoices that were produced outside of your POS shop terminal or produced on POS but not directly applied with a cash or card payment.

For this purpose a new feature "Invoice Payment" has been added to the POS rolecenter.

After running this function a request page will appear for the user to input the data of the invoice which the customer wants to pay.

In this dialogue you can first select the customer or enter directly the bill number (e.g. by scanning the bar code from the bill). To select the customer please use the "Select Customer" action. A list of all customers will appear and you can search for the desired customer card. If you select a customer, then the list of invoices from which you can be picking is limited to the selected customer. If you don´t select the customer, you will see the list of all available documents with remaining balance.

Please use "Select Invoice" action to select the respective invoice. After using the action a list of opened customer ledger entries will be displayed.

After selecting the customer ledger entry the amount and currency are filled. The user then selects the payment method, ergo whether the amount will be paid by cash or by card. If the customer pays just partially, you can lower the amount. To use several payment methods for one invoice, you must repeat the steps above and adjust the amounts respectively.

After confirming the payment by using the "Close and Post" action, the posting process is done.

By posting the payment a new drawer entry is created according to the selected payment method. Drawer entries that were created as a payment of an existing document will be marked with "Inovice Payment" flag.

Closing¶

The purpose of this function is to register differences between actual cash and voucher amounts and calculated cash and voucher amounts. For this function it is necessary to have the Shop Currencies Setup, especially the:

• G/L Account No.
• Balance G/L Account No.

Those accounts will be used for posting the differences (deficit, surplus).

The function to perform the closing is available from the POS rolecenter by using "Closing" function.

Before performing a closing, it is necessary to check the setup on your shop. If you are using application version 1.7 and above, a new feature has been added that lets you select a special payment method for Payment gates. This payment method can be used in case the order has already been paid in other system (e.g. payment gates on e-shops). In this case you want to be able to close the bill within the POS terminal, but at the same time you don´t want to register this payment as a standard card payment in the closing, because in general no cash was received.

The list of cash payment and vouchers and their currencies will appear for those combinations that should have balance (were at least once used with the current register).

In the top of the list you can add additional information:

On the subpage you will be able to see different currencies and types of cash transactions that were registered. For each type of transaction you will see:

There are two possible ways of entering the Balance amount:

• The user can directly write the amount into the Balance column for each currency.
• The user can enter the number of coins and notes for the line and the system will calculate the Balance Amount

To enter the number of coins and notes, use the assist button on the line you want to enter the amounts for and select the "Type banknotes and coins" function.

The function will open a list of nominal values for the currency (according to your setup) and you should alter the values in the Quantity column and enter the number of notes or coins of the value that were physically found in your register.

After you have entered quantity for all notes and coins, you can escape the window by pressing the close sign. You will be asked whether you want too save the values and update the closing balance:

You can return to entering the values by opening the function again. If you select yes, the balance field will be recalculated according to the closing nominal value input.

It is also possible that during the closing you may find an amount in currency that isn´t displayed in the list, but should be included in the closing. To enter another line you may use following functions:

• Add cash currency
• Add voucher currency

Both functions will create a new line with matching type (type will be Cash payment if you use Add cash currency, type will be Vouchers if you use Vouchers) and you can update the balance.

If you are using the application version 1.4 and above, you may also use the new feature to perform the closing per employee/terminal or per shop. To enable this feature you must disable "Closing per Shop" on your shop card.

If the field is enabled, then all users/employees will share the same data in the closing.

If the field is disabled, then each user/employee will only see the transactions that were posted by him personally.

Finishing the Closing¶

When you skip the window using the arrow in the top left corner, you will be asked whether you want to perform the closing abd store the values that were entered. By clicking NO, all entered data will be DELETED. By clicking YES, the closing will be posted as described bellow.

Closing Without Differences¶

For each closing line that has zero difference a new drawer entry will be created containing following information:

Apart of above mentioned information that are specific to closing entries, of course other information will be added, such as shop number, user ID, Emloyee Number or the date and also the number of the closing document that has been used.

Closing With Differences¶

For each closing line that doesn´t have zero difference the difference is posted (either as surplus or deficit). In this case the drawer entry will contain following information:

In this case the difference will also be posted to your general ledger. The account that you set up in your Shop Currencies will be used.

Viewing Finished Closings¶

You can view the finished closings by opening the "Finished Closings" pile in your rolecenter.

The list of finished closings will be displayed with basic information about the performed closing.

For further detail you can open the finished closing card. It will include information about the currencies and amounts that were posted within the closing.

You can also view the number of notes and coins that were physically found in the register by using the assist button for the closing line and using the "Nominal Values" action. This will display the list of the nominal values and their quantities.

You may also need to print the finished closing and have it signed by the employee that performed the closing. For those purposes we have prepared a special report with ID 4069732 that you can print from the finished closing card using the assist button and selecting the "Print" action.

The report contains basic information about your shop and the amounts that were entered and the amount of coins found.