IdealWare Online Users Manual

SP2-03-02 S/P PROCESSING
31541 Cash Till Sales Entry, Batch Create/Access

 

PURPOSE

 

The cash till sales entry program batch creation function enables you to create new cash till sales entry batches or to access existing batches. A batch is created to accumulate sales and/or payments for each day for each cashier/terminal/drawer. Batches are typically opened at the start of a day and closed at the end of the day. Once a batch is closed, the end of day cash reports can be printed via the payments register and update program. Batches must be closed before they can be processed. If batches are not closed daily, as may be the case when the number of cash sales is small, care must be taken to ensure that open batches are closed and processed in a consistent and timely manner. Depending on the volume of cash sales this could be done weekly or every second or third day.

 

For sales order entry payment processing, you must also open a cash till sales entry batch to accumulate payments made against sales. The sales order entry program automates payment batch creation. On a terminal running the sales order entry program, the first time the operator attempts to accept a payment, the program initiates a new cash till batch associated with that terminal. The program then maintains the batch association and subsequent payments will automatically use that batch. The batch association is maintained only until the operator exits the sales order entry program.

 

 

PROCEDURE - CREATE A NEW BATCH

 

If you use the cash till sales entry program, select Cash Till Sale Entry from the Sale Processing Menu. If you use the sales order entry program, press [SHFT][F1] to access cash till functions from the sales order entry initialization display. User profiles can be configured to access either or both these programs. Typically, in a cash lane scenario, cashier users are configured to access only the cash till sales entry program.

 

SALES ORDER HEADER DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│Oct02/07              ***** SALE ORDER HEADER ENTRY *****             TERM: Tc  â”‚
│─────┌────────────────────────────────────────────────────────────────────┐─────│
│SMAN â”‚                                                                    â”‚     â”‚
│ORDER│        STORE CODE:           01     Ideal Computer Group           â”‚     â”‚
│DOCUM│                                                                    â”‚     â”‚
│TYPE â”‚        SALESPERSON CODE:     SUPER                                 â”‚     â”‚
│─────│                                                                    â”‚─────│
│BILL-│   F5  = SALE (WITH PAYMENT)         Shift F5 = LAST INQUIRY        â”‚     â”‚
│NAME â”‚   F6  = REFUND                      Shift F6 = ORDER INQUIRY       â”‚     â”‚
│ADDR1│                                     Shift F7 = CUSTOMER INQUIRY    â”‚     â”‚
│ADDR2│   F7  = A/R CHARGE SALE             Shift F8 = SUPPLIER INQUIRY    â”‚     â”‚
│CITY â”‚   F8  = A/R CREDIT NOTE             Shift F9 = PRODUCT INQUIRY     â”‚     â”‚
│PROV â”‚                                                                    â”‚     â”‚
│PH#  â”‚   F9  = TRANSFER SALE               Shift F1 = CASH TILL FUNCTIONS â”‚     â”‚
│FAX# â”‚   F10 = SPECIAL ORDER TICKET        Shift F2 = VOID CASH SALE      â”‚     â”‚
│─────│   F12 = LAST# (NONE)                Shift F3 = CUSTOMER PAYMENT    â”‚─────│
│OPER â”‚                                     Shift F10 = PURCHASE ORDERS    â”‚     â”‚
│LEV  â”‚                                     Shift F12 = MAINTENANCE OPTIONS│     â”‚
│PST C│   ENTER SALESPERSON CODE (F5=INQUIRY)                              â”‚     â”‚
│CONT â”‚                                                                    â”‚     â”‚
│PO#  â”‚                                                                    â”‚     â”‚
│─────└────────────────────────────────────────────────────────────────────┘─────│
└────────────────────────────────────────────────────────────────────────────────┘

Which ever way you access it, the cash till batch initialization screen opens. The COMPANY NUMBER field displays the current working company number. The value of this field can only be changed by logging out and logging in again in a different company environment.

 

CASH TILL SALES ENTRY BATCH INITIALIZATION DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│02/14/08 TF1              ***** CASH SALES ENTRY *****                   3CCSI1 â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│          COMPANY NUMBER      01        D E M O   C O M P A N Y                 â”‚
│          STORE CODE          __                                                â”‚
│                                                                                â”‚
│          CASH SALES DATE                                                       â”‚
│          CASHIER CODE                                                          â”‚
│                                                                                â”‚
│          BATCH NUMBER                                                          â”‚
│          TIME OPENED                                                           â”‚
│          TIME CLOSED                                                           â”‚
│          PROCESSING STATUS                                                     â”‚
│                                                                                â”‚
│          FLOAT AMOUNT                                                          â”‚
│          CASH TERMINAL CODE                                                    â”‚
│          CASH DRAWER NUMBER                                                    â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│PRESS 'INQUIRY' FOR CASH SALE BATCH INQUIRY.                                    â”‚
│PRESS ENTER FOR '', F3 TO BACKUP.                                               â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
STORE CODE
PRESS 'INQUIRY' FOR CASH SALE BATCH INQUIRY.
PRESS ENTER FOR '', F3 TO BACKUP.

 

Enter store code for cash sales.

 

This field defaults to the usual store code in single-store environments. When accessed from the sales orders entry program this field defaults to the store code entered at sales order entry initialization.

 

 

[F3] is disabled.

 

[F4] to exit to menu.

 

[F5] to display list of store codes for selection.

 

CASH SALES DATE

 

Enter date associated with sales/payments accumulated in batch.

 

The program defaults to the current system date. Press [F3] from the next field to return and change date.

 

 

[Enter] for current system date.

 

>> WARNING: NOT TODAY'S OR TOMORROW'S DATE. PRESS F3 OR TYPE 'OK':

 

This alert displays when you enter a date other than the current or next day. Generally, it is not advisable to pre/postdate batches.

 

"O""K" to accept date.

 

[F3] to re-enter date.

 

[F5] to display list of batches for selection.

 

[F5] to display list of batches for selection.

 

CASHIER CODE or CASH TILL CODE

 

CASHIER CODE

 

A cashier code is used for cash till sales entry processing.

 

 

Enter cashier code.

 

If you are using "floating cashier" logic, each sale will prompt for a cashier code. Otherwise, the cashier code entered here will be the cashier code associated with each sale/payment within the batch.

 

 

[F5] to display list of batches for selection.

 

[F6] to display list of tills for selection.

 

CASH TILL CODE

 

A cash till code is used for sales order entry, payment processing.

 

 

Enter till code.

 

The typical entry is "1", "2" etc which translates into "TILL1", "TILL2" etc. The actual cashier code that will be associated with each payment will be the salesperson who accesses the batch from within the sales order entry program.

 

 

[F5] to display list of batches for selection.

 

BATCH NUMBER
** PRESS ENTER TO START NEW BATCH; F3 TO BACKUP; F4 TO EXIT:

 

Displays NEW BATCH.

 

[Enter] to start new batch.

 

The program assigns the next available batch number and displays it.

 

 

[F3] to return to previous field.

 

[F4] to exit to menu.

 

TIME OPENED

 

Displays the time batch was opened.

 

TIME CLOSED

 

Displays the time batch was closed.

 

This field remains null until the batch is closed.

 

 

PROCESSING STATUS

 

Displays BATCH INITIALIZATION.


FLOAT AMOUNT

 

Enter float amount associated with batch.

 

[Enter] for 0.00. 

 

CASH TERMINAL CODE

 

Enter cash terminal code.

 

This field defaults to the cashier's cash terminal code specified in the cashier maintenance program.

 

 

>> INSUFFICIENT SECURITY - CANNOT USE THIS TERMINAL.  PRESS CR:

 

Alert indicates entered cashier/terminal does not have appropriate security permissions to open batch. Cash terminal codes can be reserved for special processing.

 

See 31613 - CASH TERMINAL LISTING for more information.

 

 

>> THIS IS NOT THE CORRECT CASH TERMINAL. PRESS ENTER:

 

This alert applies only to cash till sales entry processing where each cash terminal is associated with a physical point of sale station for security purposes.

 

See 31613 - CASH TERMINAL LISTING for more information.

 

 

>> PAYMENT BEING PROCESSED THROUGH THIS BATCH ON TERMINAL 'T1':
   PRESS CR TO RETRY; F1 TO SELECT ANOTHER BATCH; F4 TO EXIT.

 

This alert applies only to sales order entry payment processing. The program allows only one payment at a time to be processed through the same cash till batch by locking the batch. While locked, the batch can not be accessed by any other terminal for any reason. As soon as the payment is completed on the other terminal, processing can continue.

 

Typically, this scenario arises when multiple counter sales and/or back office terminals access the same batch because daily sales volume is low enough that multiple daily batches are not required.

 

[Enter] to retry.

 

As soon as the other terminal unlocks the batch, processing can continue.

 

 

[F1] to select another cash terminal code.

 

[F4] to exit to menu.

 

CASH DRAWER NUMBER

 

Enter cash drawer code available for this terminal.

 

Cash drawer codes are defined in the cash terminal maintenance program. This field defaults to the cashier's default cash drawer code.

 

 


PROCEDURE - ACCESS AN EXISTING BATCH

 

If you use the cash till sales entry program, select Cash Till Sale Entry from the Sale Processing Menu. If you use the sales order entry program, press [SHFT][F1] to access cash till functions from the sales order entry initialization display. The cash till batch initialization screen opens.

 

If you know the batch you want to access enter the corresponding CASH SALES DATE, CASHIER CODE (or CASH TILL CODE), and CASH TERMINAL CODE. The program displays the existing batch information.

 

If you do not know the field data, then at the CASH SALES DATE field press [F5] and select the desired batch date. Note: this field defaults to the current system date. To change the field date, press [F3] from the CASHIER CODE (or CASH TILL CODE) field. At the CASHIER CODE (or CASH TILL CODE) field press enter the cashier or cash till code noted previously or press [F5] to select the desired code. After you enter the code, you must press [Enter] a second time to confirm your selection. The batch header information is then displayed. At the CASH TERMINAL CODE field enter your terminal code or press [F5] to display a list of terminal codes for selection.

 

Any of the following prompts can display.

 

>> THIS IS NOT THE CORRECT CASH TERMINAL. PRESS ENTER:

 

This alert applies only to cash till sales entry processing where each cash terminal is associated with a physical point of sale station for security purposes.

 

See 31613 - CASH TERMINAL LISTING for more information.

 

 

>> THIS BATCH IS CLOSED. PRESS ENTER OR F3 TO BACKUP

 

This alert indicates that the batch has been closed. To access a closed batch, the batch must first be re-opened.

 

See 31549 - CASH PAYMENTS REGISTER & UPDATE.

 

 

[Enter] to return to STORE CODE field.

 

[F3] to return to CASHIER CODE field.

 

** PRESS ENTER TO CONTINUE; F2 FOR FLOAT; F3 TO BACKUP; F4 TO EXIT:
   (ENTER 'SA' TO RE-ENTER STAND ALONE TRANSACTIONS)

 

[Enter] to advance to cash till sales entry screen.

 

[F2] to modify float amount.

 

[F3] to return to CASH DRAWER NUMBER field.

 

[F4] to exit to menu.

 

"S""A" to force bank authorization of credit card transactions.

 

This option is applicable only for automatic credit card authorization and is used when re-entering sales into the system that were previously done in stand-alone mode.

 


>> THIS BATCH HAS COMPLETED IT'S END OF DAY, PAYMENT METHODS MAY BE LIMITED:

 

This alert indicates that the end of day bank processing has been completed for the cash till batch and that credit card payment methods will not be allowed. This prompt is applicable only for automatic credit card authorization.