HOW TO CASH UP ABM QUICK POS V3 10/03/2020
Recommended Cash Up Process
- Blind Cash up (use our Excel file for assistance)
- End of Day Cash up (Enter Payment Option Totals from #1)
- End of Day Sales Report (See if payments and sales reconcile)
- Float in and out (for next day)
- “Blind” Cash up Assist. Use our Excel File for counting cash, eft, and cheques etc
The Excel template was designed by us for you.
This should be completed by the Cashier at the end of the day (for every Q-POS machine).
After completing the Excel cash up document: Save the Blind Cash up Excel File with a date prefix in your predetermined shared network folder for Admin to access if/when required.
In addition to the Excel template above, and using the totals generated, the following three buttons within ABM’s POS will now be used to perform the end of day cash up.
- Run and Save the End of Day Sales Report
with a date prefix in the predefined shared folder or email.
Use Button 1 to generate the report.
- Complete the End of Day Cash up. Use button 2.
Enter the various amounts as per Excel Doc and click OK ->
This will produce a Cash up Report with a
Balance, Counted and Discrepancy column. See below.
NOW, also save (and/or email) this Cash up Report with a date prefix. You should now have three reports to go back to in case a discrepancy exists. Save all the reports in a shared folder on your network or email it to the person reconciling the daily POS cash ups.
Now, since float must be kept for the next business day, do #3.
- Cash Out, Float In (All Cash counted). Also see the last two rows on Blind Cash up Assist. $300.00 – “All Cash Out” & $100.00 – “Float In”.
Click on button 3 and complete as follows:
End of day Sales Report Analysis
Going back to the End of day Sales Report. The report contains all the transactions with payment types as well as a summary as shown below. The Cash out and Float in will only reflect on the next day’s Cash up report as indicated on the “After Cash up is finalized” image below. This report is produced in Excel and the data can be found in Sheet 1 and 2.
End of day ABM transaction entry
The transactions (also see totals in previous images) that occur when finalizing the end of day process are:
All the credit card total amounts are essentially posted to the POS Clearing account. If you thus receive the money in your Bank account, the contra account should be the POS clearing account. In this way, the clearing account clears out, and any discrepancy can be traced back to the files saved and the money banked.
Cash and Cheques should also be cleared out (Credit) once received in the bank. Use the Transfer feature to move money between the POS clearing and actual bank account. This way the entry would be ready to match when importing the actual bank statement file.
Operator Sessions and EOD Cash up
The End of Day Cash up the process and Sales reports are produced and summarized by the user. The Current User Session is defined as the time between each End of Day Cash up by operator/user. If a new operator it going to take over the register it is recommended an End of Day Cash up is performed for the current operator prior to the new operator logging in, thus triggering a new session. If you are only using one cash drawer, only let one person log in as the user, as each consequent user logging into a POS session will result in an extra Cash up. Keep it simple.
Because you will mostly only have one or two dedicated people working as cashiers, those personal should be the only people processing POS transactions (or receive payment) and be held accountable. For every additional person /user processing POS transaction, an additional POS Cash up would be required. For clarity on how the end of day reports are produced, please see the next section called: “How the Cash up Report Works”.
How the Cash up Report Works
When a Cash up report is printed, ABM does the following:
1. Finds the most recent Cash up for the username under which the workstation is currently logged in. It then reads the date, time and cash amount in the drawer at the last Cash up. The cash amount is what the operator counted at that time. Say $400 were counted. See figure 7, the top right image.
2. The above amount becomes the opening balance for the current Cash up. ABM assumes that all cheques and credit card slips are removed from the drawer at each Cash up. This should be archived or deposited at the bank.
3. ABM then prints on the report any additions or removals of float from the drawer since the last Cash up. Let’s assume $300 Cash out and $100 Float in. Essentially $300 were removed and deposited at the bank.
4. Finally, ABM adds to the report all transactions for that user since the last Cash update/time [TO PREVENT ANY CONFUSION – THESE ARE ALL THE TRANSACTIONS AFTER THE CASH UP PERFORMED AT THE END OF THE PREVIOUS CASH UP]. These are queried from the database and are totaled by the pay method. Let’s say $200 Cash Sales and $55 on Visa, $10 Cheque, and $10 Amex (with 1.5% Transaction Fee) thus making it $10.15.
5. When the user completes the Cash up, a new Cash up record is added to the Database and a new cycle starts over again. The Cash up report is printed by internal code and does not use Crystal and hence it is not possible to customize the Cash up report.
- Save the Cash up Report with an appropriate file prefix in a dedicated folder.
- Save the Cash up Assist Excel File with an appropriate file prefix in a dedicated folder.
- Save the EDO Sales Report with an appropriate file prefix in a dedicated folder.
- Make any notes of why discrepancies exist in a pre-created Excel file and date it accordingly for audit purposes. The files should be used for audit purposes which should be performed on a daily basis.
Bank Accounts used in Quick Sale POS
Cash and Cheques transactions entered in Quick Sale POS are posted to the Bank account defined in Tools -> Options -> Banking -> Bank account. Please set up a POS clearing account in order for the Quick Sale POS transactions not to go into the company’s live Bank account which would complicate reconciliation. This method allows for a transfer from the POS clearing account to the live Bank account when the amount of cash and cheques are in fact deposited.
The credit card accounts used by ABM Quick Sale POS and listed, are any account that is of Ledger account group “Credit Card Accounts”. When sales are entered against the credit card, ABM posts the transaction to the relevant credit card account. When the end of day Cash up is performed, a subsequent transaction is posted against the same credit card account and the POS Clearing Account. If there is a discrepancy, the difference remains in the credit card ledger account and can be dealt with in whatever way is required by transferring to a ledger under overs account, i.e. a journal. Below is an example of a few GL accounts and POS clearing Account Setup in ABM:
Visa, Amex Surcharge Fees
Some businesses charge a surcharge fee on Amex and Visa transactions. This can be accomplished but needs to be set up to calculate the additional % surcharge. This additional charge amount is posted to the linked GL account (in example 27710 called CC Surcharge Clearing). The account should be managed to monitor whether you are recovering all the extra fees charged by companies like Amex and Visa.
In QuickPOS the additional fee will be charged on the invoice self if the invoice/sale is in the process of being finalized. If a customer pays an existing invoice with a payment method linked to a surcharge, a small invoice with the surcharge will automatically be created and be marked as paid.
|1. Printing Settings||2. Cash Drawer Settings|
|3. Warranty Settings||4. Barcode Reader Settings|
|5. Pole Display Settings||6. Operating Settings|
|7. Discount as Percentage||8. Discount as Amount|
Printing can be toggled between…No Printing / A4-Windows / Small-Receipt Printer
When using POS, you can select between 3 printing modes namely:
- An A4 layout can be selected.
- Or a receipt printer
- Or printing can be switched off.
To select your appropriate option, click on Tools-> Printing Settings.
The tab with the checkmark is the option currently selected. You will mostly use the first option names: Windows Printer. See #1 below.
If a receipt printer is available, the header and footer can be customized as demonstrated below #2.
It is also possible to “Reprint Last Docket”, which essentially will reprint the last invoice processed.
These are the operating settings that work most optimally. If any changes need to be made, please go to Tools -> Operating Settings. Client-specific pricing, and special customer linked pricing does work in Quick POS, as well as lot number – and serial number tracking.
Discounts can be applied per line or per document. Both line and document discounts can be applied if required. Document discount can be specified as an amount or as a percentage. Line Discount can only be specified per percentage. A reason can be provided for why a discount is provided.