IdealWare Online Users Manual

SP2-04-01 S/P PROCESSING
31549 Cash Payments Register & Update

 

PURPOSE

 

The Payments Register & Update program is used to do the following:

  1. PRINT CASH TILL REPORTS: The cash till reports are used to balance the daily cash till batches and are also used for audit trail purposes.
  2. UPDATE CASH TILL BATCHES: Cash till batches must be updated to move the cash till payments and sales into the sales order files where they can be processed through the order register & update program.
  3. RE-OPEN CASH TILL BATCHES: A cash till batch must be re-opened if any sales or payment processing must be done to it.

The Payments Registers consist of the following reports:

  • CASH SALE SUMMARY
  • CASH SALE CHEQUE SUMMARY
  • CASH SALE VISA CARD SUMMARY
  • CASH SALE MASTERCARD SUMMARY
  • CASH SALE DEBIT CARD SUMMARY
  • CASH SALE DETAIL SUMMARY
  • CUSTOMER, N.S.F. AND CLIENT CARD PAYMENT SUMMARY

Payments Register & Update is accessed from:

  • Sales Processing menu.

 

PROCEDURE

 

Select Payments Register & Update from the Sales Processing menu. The following prompts display.

 

** BATCH SELECTION? ('I'=INDIVIDUAL; 'A'=ALL CLOSED; F5 FOR INQUIRY):

 

This prompt enables you to select an individual batch for processing or process all batches up to or limited to a specified date.

 

"I" to select individual batch for processing.

 

STORE CODE

 

Enter store code of batch to process.

 

[F3] to return to previous prompt.

 

[F4] to exit to menu.

 

CASH SALES DATE

 

Enter date of the batch in format YYMMDD.

 

[F3] to return to previous prompt.

 

[F4] to exit to menu.


TILL NUMBER

 

If you typically access the cash till sales entry program from within he sales order entry program for sales order entry payment processing, then enter the cash till code associated with the batch. The typical entry is "TILL1", "TILL2" etc, or "1", "2", etc.

 

Enter cash till cashier code.

 

If you typically use the cash till sales entry program to generate sales (ie cash lane processing), then enter the cashier code associated with the batch.

 

Enter cashier code.

 

[F3] to return to previous prompt.

 

[F4] to exit to menu.

 

>> THIS BATCH IS NOT ON FILE. PRESS CR:

 

Alert indicates that the batch specified is not on file.

 

[Enter] to return to TILL NUMBER field.

 

The batch number, time that the batch was opened and the time that the batch was closed are displayed.

 

 

** RE-OPEN CLOSED BATCH? (Y/N/CR=N):

 

This prompt enables you to re-open the batch for further processing if required.

 

[Enter] to accept default value "N".

 

"N" to not re-open batch.

 

"Y" to re-open batch.

 

>> THIS BATCH IS NOT CLOSED AT THE TILL-INQUIRY OPTION ONLY-PRESS CR:

 

Alert indicates the selected batch is still open. An open batch cannot be updated but can have it's registers printed.

 

[Enter] to continue and print registers.

 

[F4] to exit to menu.

 

"A" to select all batches up to entered date for processing.

 

** FOR WHAT DATE ? (CR FOR 10/05/98): YYMMDD

 

Enter date in format YYMMDD.

 

All closed cash till batches up date entered will be selected.

 

 

[F3] to return to previous prompt.

 

[F4] to exit to menu.


** 1=FOR SELECTED DATE, 2=UP TO SELECTED DATE:

 

"1" to limit batch selection to specified date only.

 

"2" to include all batches dated up to and including specified date.

 

[F5] to access cash till batch inquiry for selection.

 

See 31584 - CASH TILL BATCH INQUIRY.

 

 

** UPDATE OR INQUIRY ONLY ? ('U'=UPDATE; 'I'=INQUIRY):

 

"U" to enable option to update batch(es) after printing registers.

 

"I" to enable inquiry only.

 

There is no option to update after printing the registers.

 

 

[F3] to return to previous prompt.

 

[F4] to exit to menu.

 

** PRINT THE REGISTERS ? (Y/N):

 

This prompt defaults to "Y" if INQUIRY ONLY.

 

 

[Enter] to accept default value.

 

"Y" to print registers.

 

"N" to not print registers.

 

[F3] to return to previous prompt.

 

[F4] to exit to menu.

 

** COMBINE BATCHES WHEN PRINTING? (Y/N):

 

This prompt enables you to combine multiple tills together into one report, if you selected ALL CLOSED above. This is useful if you have multiple cash drawers at each store that you want to combine for balancing purposes.

 

"Y" to combine batches in one report.

 

"N" to print each batch in a seperate report.

 

** PRINT CASH SALE SUMMARY? (Y/N):

 

"Y" to print cash sales summary register.

 

"N" to not print cash sales summary register.

 

[F3] to return to previous prompt.

 

[F4] to exit to menu.


** PRINT EXTRA REGISTERS? (Y/N): N

 

This prompt gives you the option to not printing the following summary registers: cash sale cheque summary, cash sale charge card summary, cash sale client card summary.

 

[Enter] to accept default value "N".

 

"N" to not print extra registers.

 

"Y" to print extra registers.

 

** PRINT A/R CHARGE SALE SUMMARY? (Y/N):

 

Select option "Y" to run the daily flash totals report after the payment register completes printing. The daily flash totals report is useful for getting daily figures of A/R sales.

 

"Y" to print A/R charge sale summary.

 

"N" to not print A/R charge sale summary.

 

Example Payments Register and Update display:

┌────────────────────────────────────────────────────────────────────────────────┐
│10/25/07 TE8            ***** CASH SALE REGISTERS *****                  3CCSR1 â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│** BATCH SELECTION? ('I'=INDIVIDUAL; 'A'=ALL CLOSED; F5 FOR INQUIRY): I         â”‚
│                                                                                â”‚
│          STORE CODE          01        IDEALWARE                               â”‚
│          CASH SALES DATE     071025                                            â”‚
│          TILL NUMBER         TILL1     JOHN BARKER                             â”‚
│                                                                                â”‚
│          BATCH NUMBER        0052                                              â”‚
│          TIME BATCH OPENED   14:30                                             â”‚
│          TIME BATCH CLOSED   14:39                                             â”‚
│                                                                                â”‚
│** RE-OPEN CLOSED BATCH? (Y/N/CR=N): N                                          â”‚
│** UPDATE OR INQUIRY ONLY ? ('U'=UPDATE; 'I'=INQUIRY): U                        â”‚
│** PRINT THE REGISTERS ? (Y/N): Y                                               â”‚
│** PRINT CASH SALE SUMMARY? (Y/N): Y                                            â”‚
│** PRESS CR TO CONTINUE: _                                                      â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** PRESS CR TO CONTINUE:

 

[Enter] to continue to printer selection menu.

 

[F3] to return to previous prompt.

 

[F4] to exit to menu.

 

PRINTER SELECTION & CONFIGURATION

┌────────────────────────────────────────────────────────────────────────────────┐
│08/14/07                *****  PRINTER SELECTION  *****                         │
│                                                                                â”‚
│                                                                                â”‚
│** MAKE SURE PRINTER IS READY BEFORE PRESSING CR .....                          â”‚
│                                                                                â”‚
│1. PRINTER NAME ................................. P1  OKIDATA 390               â”‚
│                                                                                â”‚
│2. CHARACTERS PER INCH ? (10,12,17) ............. 10                            â”‚
│   SINGLE OR DOUBLE DENSITY ? (S,D) ............. S   SINGLE DENSITY            â”‚
│                                                                                â”‚
│** PRESS CR TO SET PRINTER, OPTION# TO CHANGE, F4 TO END (BYPASS): _            â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** PRESS CR TO SET PRINTER, OPTION# TO CHANGE, F4 TO END (BYPASS):

 

"1" to change printers.

 

"2" to change the CPI and/or print density.

 

[Enter] to print.

 

[F4] to not print and exit to the menu.

 

[F5] to display a list of printers for selection.

 

After printing the registers you have the following options. If you do not print the registers, the batch options are not available.

 

** ENTER OPTION.....   REPRINT; MORE INPUT; UPDATE; ABORT; END:

 

"R" to reprint the register.

 

"M" to enter additional data into the batch.

 

"U" to update the batch.

 

"A" to abort the batch, all data in the batch is lost.

 

"E" to exit, batch remains open, no data is lost.

 

Update of the batch(es) moves the cash till sales/payments from the cash till files to the order processing files. This makes the cash till sales/payments selectable for subsequent processing by the order register & update program. The order register & update program, in turn, is used to update to the inventory, A/R and G/L.

 

Examples of these registers follow:

  1. CASH SALE SUMMARY REGISTER, prints summary of totals for batch.
  2. CASH SALE CHEQUE SUMMARY REGISTER, prints only sales that include CHEQUE payment method.
  3. CASH SALE VISA CARD SUMMARY REGISTER, prints only sales that include VISA payment method.
  4. CASH SALE MASTERCARD SUMMARY REGISTER, prints only sales that include MASTERCARD payment method.
  5. CASH SALE DEBIT CARD SUMMARY REGISTER, prints only sales that include DEBIT CARD payment method.
  6. CASH SALE DETAIL SUMMARY REGISTER, prints all sales in batch.
  7. CASH SALE SUMMARY REGISTER, prints summary of sales and corresponding payments in batch.
  8. CUSTOMER, N.S.F. AND CLIENT CARD PAYMENT SUMMARY REGISTER, prints only sales used to record CUSTOMER PAYMENTS, NON-SUFFICIENT FUND & CHARGE PAYMENTS and STORE CHANGE PAYMENTS. The CUSTOMER PAYMENTS information can be used for processing the required A/R Cash Receipts.

  



CASH SALE SUMMARY REGISTER                        

                                 IDEALWARE
10/25/07  14:39:42                                               PAGE: 1

                     CASH SALE SUMMARY - BATCH: CS0052

          STORE:          01     IDEALWARE
          CASH SALE DATE: 07/10/25
          CASHIER:        TILL1  JOHN BARKER

          BATCH NUMBER:   0052
          TIME OPENED:    14:30
          TIME CLOSED:    14:39

          FLOAT                   200.00

          SALES                 1,164.21
          STAFF DISCOUNTS            .00
          P.S.T.                   33.58
          G.S.T.                   33.58
          SALES PLUS TAX        1,231.37

          REFUND SALES             79.96-
          REFUND - H.O. CHEQUE       .00
          REFUND STAFF DISC          .00
          REFUND P.S.T.             5.60-
          REFUND G.S.T.             5.60-
          REFUNDS PLUS TAX         91.16-

          RECEIVE ON ACCOUNT    1,000.00
          N.S.F. PAYMENTS         150.00
          N.S.F. CHARGES           10.00

          TRANSACTION TOTAL     2,300.21

          CASH                     40.18
          CHEQUES               1,100.00
          DEBIT CARD              205.09
          VISA                    521.48
          MASTERCARD              433.46
          IDW                        .00

          TOTAL TENDERED        2,300.21

          STORE CHANGE               .00

          TOTAL                 2,300.21

          TOTAL CHARGE SALES         .00



CASH SALE CHEQUE SUMMARY REGISTER

                                    IDEALWARE
10/25/07  14:39:42                                                      PAGE: 1

                 CASH SALE CHEQUE SUMMARY (SALES) - BATCH: CS0052
                 FOR DATE: 07/10/25; CASHIER: JOHN BARKER (TILL1)

----------------------------------------------------------------------------------
  SLIP                                                           CHEQUE      TOTAL
 NUMBER       IDENTIFICATION #1       IDENTIFICATION #2          AMOUNT      SALE$
----------------------------------------------------------------------------------

 01-C1A9654   D.L.  12354             NONE                       100.00     162.97
 01-C1A9663   D.L.                    NONE                     1,000.00   1,000.00
                                                               --------
 TOTALS RECORDS: 2                                             1,100.00
                                                               ========



CASH SALE VISA CARD SUMMARY REGISTER                   

                                      IDEALWARE
10/25/07  14:39:42                                                         PAGE: 1

                    CASH SALE VISA CARD SUMMARY - BATCH: CS0052
                  FOR DATE: 07/10/25; CASHIER: JOHN BARKER (TILL1)

-------------------------------------------------------------------------------------
  SLIP        CARD       ACCOUNT            AUTH      EXPIRY         CARD       TOTAL
 NUMBER       TYPE       NUMBER            NUMBER      DATE         AMOUNT      SALE$
-------------------------------------------------------------------------------------

 01-C1A9655   VISA CARD                                12/99        521.48     521.48
                                                                  --------
 TOTALS RECORDS: 1                                                  521.48
                                                                  ========



CASH SALE MASTERCARD SUMMARY REGISTER                   

                                      IDEALWARE
10/25/07  14:39:42                                                         PAGE: 1

                    CASH SALE MASTERCARD SUMMARY - BATCH: CS0052
                  FOR DATE: 07/10/25; CASHIER: JOHN BARKER (TILL1)

-------------------------------------------------------------------------------------
  SLIP        CARD       ACCOUNT            AUTH      EXPIRY         CARD       TOTAL
 NUMBER       TYPE       NUMBER            NUMBER      DATE         AMOUNT      SALE$
-------------------------------------------------------------------------------------

 01-C1A9660   MASTERCARD                               12/99        341.83     341.83
 01-C1A9662   MASTERCARD                               12/99         68.37-     68.37-
 01-C1A9664   MASTERCARD                               12/99        160.00     160.00
                                                                  --------
 TOTALS RECORDS: 3                                                  433.46
                                                                  ========




CASH SALE DEBIT CARD SUMMARY REGISTER                   

                                      IDEALWARE
10/25/07  14:39:43                                                         PAGE: 1

                    CASH SALE DEBIT CARD SUMMARY - BATCH: CS0052
                  FOR DATE: 07/10/25; CASHIER: JOHN BARKER (TILL1)

-------------------------------------------------------------------------------------
  SLIP        CARD       ACCOUNT            AUTH      EXPIRY         CARD       TOTAL
 NUMBER       TYPE       NUMBER            NUMBER      DATE         AMOUNT      SALE$
-------------------------------------------------------------------------------------

 01-C1A9659   DEBIT CARD                   123556      12/99        205.09     205.09
                                                                  --------
 TOTALS RECORDS: 1                                                  205.09
                                                                  ========



CASH SALE DETAIL SUMMARY REGISTER                     

                                                              IDEALWARE
10/25/07  14:39:45                                                                                                  
       PAGE: 1

                                                  CASH SALE DETAIL SUMMARY - BATCH: CS0052
                                           FOR DATE: 07/10/25; CASHIER: JOHN BARKER (TILL1)

-------------------------------------------------------------------------------------------------------------------
  SLIP                                                      <------------- P A Y M E N T    T Y P E -------------->
 NUMBER         TYPE  SUB-TOTAL  P.S.T.  G.S.T.    TOTAL     CASH    CHEQUE      VISA    MASTER     IDW       DEBIT
-------------------------------------------------------------------------------------------------------------------
 01-C1A9654       CS    162.97     .00      .00   162.97    62.97    100.00       .00       .00       .00       .00
 01-C1A9655       CS    521.48     .00      .00   521.48      .00       .00    521.48       .00       .00       .00
 01-C1A9656 VOID  CS       .00     .00      .00      .00      .00       .00       .00       .00       .00       .00
 01-C1A9657       CR     19.99-   1.40-    1.40-   22.79-   22.79-      .00       .00       .00       .00       .00
 01-C1A9658       CS       .00     .00      .00      .00      .00       .00       .00       .00       .00       .00
 01-C1A9659       CS    179.91   12.59    12.59   205.09      .00       .00       .00       .00       .00    205.09
 01-C1A9660       CS    299.85   20.99    20.99   341.83      .00       .00       .00    341.83       .00       .00
 01-C1A9661       CS       .00     .00      .00      .00      .00       .00       .00       .00       .00       .00
 01-C1A9662       CR     59.97-   4.20-    4.20-   68.37-     .00       .00       .00     68.37-      .00       .00
 01-C1A9663       CS  1,000.00     .00      .00 1,000.00      .00  1,000.00       .00       .00       .00       .00
 01-C1A9664       CS    160.00     .00      .00   160.00      .00       .00       .00    160.00       .00       .00
 01-C1A9665       CS       .00     .00      .00      .00      .00       .00       .00       .00       .00       .00
                       ------- ------- -------- -------- --------  --------  --------  --------  --------  --------
 TOTALS RECORDS: 12   2,244.25   27.98    27.98 2,300.21    40.18  1,100.00    521.48    433.46       .00    205.09
                      ======== ======= ======== ======== ========  ========  ========  ========  ========  ========



CASH SALE SUMMARY REGISTER                        

                                                        DEMOS BUILDING CENTRE
Oct31/07  16:00:00                                                                                          PAGE: 1

                                                  CASH SALE SUMMARY - BATCH: CS0020
                                           FOR DATE: Sep09/07; CASHIER: CASH TILL 3 (TILL3)

-------------------------------------------------------------------------------------------------------------------
  SLIP         INVOICE                                   <------------- P A Y M E N T    T Y P E ------------->
 NUMBER     VD   NUM     SUB-TOTAL     P.S.T.     G.S.T.      TOTAL   CASH   CHEQUE   VISA   MASTER   AMEX   DEBIT
-------------------------------------------------------------------------------------------------------------------

 01-C3A0076   01C100679     324.16        .00        .00     324.16    .00      .00 324.16      .00    .00     .00
 01-C3A0077   01C100689       2.14        .00        .00       2.14   2.14      .00    .00      .00    .00     .00
 01-C3A0078   01C100699      58.78        .00        .00      58.78  58.78      .00    .00      .00    .00     .00
                          --------   --------   --------   --------  -----   ------ ------   ------ ------  ------
 TOTALS RECORDS: 3          385.08        .00        .00     385.08  60.92      .00 324.16      .00    .00     .00
                          ========   ========   ========   ========  =====   ====== ======   ====== ======  ======



CUSTOMER, N.S.F. AND CLIENT CARD PAYMENT SUMMARY REGISTER         

                                               IDEALWARE
10/25/07  14:43:43                                                                             PAGE: 1

                    CUSTOMER, N.S.F. AND CLIENT CARD PAYMENT SUMMARY - BATCH: CS5272
                            FOR DATE: 07/10/25; CASHIER: ANNE JACOBS (ANNEJ)

---------------------------------------------------------------------------------------------------------
  SLIP
 NUMBER         TYPE                 CODE            DESC/CARD#                                   AMOUNT
---------------------------------------------------------------------------------------------------------

 01-C1A9663     CUST PAYMENT         CODE: DULLCON   DESC: DULLIVAN CONSTRUCTION                1,000.00

 01-C1A9664     NSF PAYMENT                          DESC: MICHAEL GEORGE                         150.00
                NSF CHARGE                                                                         10.00
                                                                                            ------------
 TOTALS RECORDS: 3                                                                              1,160.00
                                                                                            ============