Below are some recommended workflows for the end of day process.
Once a cashier is done with their shift a reconciliation step should happen to ensure proper accountability for the tenders of the day. A few key notes:
- Most users end the shift once per POS station at the end of the day, some execute this process at the end of each shift (may be more than one shift per day.
- If a POS station has not been used you do not need to execute this process.
- Sales information moving between the back office and the POS is NOT reliant on this process. If you never close the shift sales data will still transfer though some processes are executed when you close a shift and may be important. They are:
- You are prompted to settle your credit card batch which also executes as reconciliation step between the payment terminal and the POS
- A few maintenance processes are executed on the local POS database. If these are not done regularly they may be a degradation in speed.
- If the POS station is not connected to the internet / not syncing data you can close the shift but you will not be able to fully complete this process.
- There are multiple ways to execute this process, this is only our recommended method. We believe for most users this process creates good protections and accountability for cashiers though may not be a perfect process for everyone.
- With some tenders you will not be allowed to enter the opening and closing amounts - this typically makes sense with things like credit cards where the system is managing the amounts and therefore there's nothing to "count". That said, if you do want to count a tender type like credit cards (count all the receipts up), you can configure any tender type to require reconciliation or not.
- As you're entering your opening and closing amounts the system will give you feedback on if the till is over or short.
- If there are specific notes you want to add about the shift, maybe why something was off, etc at the bottom of the page you have an option to "Add a note" - this can be multiple notes as it will identify who added the note and when. It is often used as a communication mechanism between the cashier and the manager.
If you hit the "NO" button when the system asks if you'd "like to reconcile your shift now" you have a few key benefits:
1) In some cases, the cashier is responsible for simply closing the shift at the POS and the manager will do the counting later. We do not recommend this as it does not give the cashier the ability to verify their tender amounts (accountability reasons - not system reasons).
2. It allows you to take your drawer with money in it out of the till and to a safe location like an office to perform the countdown process. As soon as you close the shift a new one begins so if it's midday the next cashier can insert their fresh drawer and start. You do not need to finalize the closing process for the next cashier to start. A shift does not have to be reconciled the same day, it can technically stay closed and unreconciled indefinitely but we do recommend that the process is completed within 48 hours for a few reasons
a) If you realize something if off people's memory of events is short. The sooner the better.b) Some other systems may rely on batches to be marked as reconciled before they can use the data. Accounting system integrations we do (as an example) require that batches be marked as reconciled before data will be pushed to them.
To continue the reconciliation process you'd take the receipt that is printed during this process which will always contain a "shift" number and depending on the receipt template you're using may or may not contain shift totals. Some people want their cashiers to know how many dollars should be in the till, others do not. We recommend that you do not make this information known. You take you drawer with the money in it to an office area where there is a computer, you count your drawer down (if cashiers need help they can use a tool like our countdown Excel spreadsheet - click here to download, feel free to make it your own). Then log in to the back office site and either go to
A) Tools > End of day reconciliation - once here you'll be prompted for your batch number or
B) Reports > Summarized End of Day report - assuming you're looking at the right day you'll see all batches associated with sales data and can pick and choose the ones you want to reconcile.
TIP: Most users create a link to the "End of day reconciliation" option on the tools menu right from the desktop of the computer near where cashiers count their tills down - this makes it super easy for them to get to the right spot to execute this process.
Once you're into your shift totals the process is the same as what's been described above.
Q: If I rang a transaction in error and I've closed the shift, how do I "undo" that transaction?
Q: What if I want cashiers to see how much money should be in the till prior to closing the shift?