Table of Contents
68.3 Insert the Initial Float procedure for a POS Unit
68.3.1 Creation of a new POS Store (Optional)
68.3.2 Creation of a new Cash Register
68.3.3 Creation of a new POS Unit
68.3.4 Creation of a new POS Payment Bin
68.3.5 Insert the initial cash float in the POS Payment Bin
Insert the Initial Float procedure for a POS Unit
This functionality is used to insert the initial float on a new POS Unit for the first time. It does not generate any accounting entries as it is covers different situations:
- When we convert an external Retail client into our solution, the cash float is already accounted in the accounts associated with the original register. Hence, we cannot generate a new transaction for it. It will duplicate the entry.
- If we already have NP Retail and we create a new POS Unit. Then when we insert the initial float, the accountant will need to do a journal entry for transferring the cash float from the source (It can be bank or a petty cash a/c or a safe) into the general ledger account associated with the new POS Unit.
In both cases, we need to create a POS Unit. Then accounting-wise, depending on the above scenarios, we will do the transaction manually if needed. Let's have a look at the process to create a new POS Unit.
Given that we are still dependent to some extent of Cash Register, the process is as followings:
- Create a new POS Store (Optional)
- Create a Cash Register with minimum configurations
- Use the same Cash Register ID to create a POS Unit
- Then create the POS Payment Bin which will be used for that new POS Unit
- Lastly, insert the initial cash float in the POS Payment Bin
Creation of a new POS Store (Optional)
If we have different POS Stores or we need to set different values for posting and reporting, then we will need to create a new POS Store, or else we can us the existing store when we set the relationship between POS Unit and POS Store.
Go to the POS Store list and insert a new POS Store, using the following:
Menu: Departments > Retail > Setup > POS Store
Creation of a new Cash Register
Go to the cash register list and insert a new cash register, using the following:
Menu: Departments > Retail > Setup > Cash Registers
The minimum information required as per above.
Creation of a new POS Unit
Go to the POS Unit list and insert a new POS Unit, and setting its relationship to the POS Store & the POS Payment Bin, using the following:
Menu: Departments > Retail > Setup > POS Unit
Creation of a new POS Payment Bin
When doing the setup, we will need to create a Default POS Payment Bin for that POS Unit on the fly. From the field Default POS Payment Bin in the POS Unit card, we drill down onto the POS Payment Bins list to create the new POS Payment Bin.
And this POS Payment Bin will be used as the Cash Drawer connected with the POS Unit. The next step will be to fill it with the Initial Cash float.
Insert the initial cash float in the POS Payment Bin
Go to the POS Payment Bin list and select the a new POS Payment Bin that has been created, using the following:
Menu: Departments > Retail > Setup > POS Payment Bin
In the HOME ribbon, there is a short for a function to allow us to Insert the Initial Float on that POS Payment Bin.
When we click on it, we are presented with all the POS Payment Method that exist in the system. We can set a filter on the payment methods that we want to count in out balancing screen so that we reduce the list that is in front of us.
Then we edit the list and insert the float in terms of different currencies that we want to fill in the POS Payment Bin for that POS Unit.
It is important to note that we should put the exact amount before we click on OK to save.
This function allows us to input cash into the POS Payment Bin ONLY once. There is a validation that will stop us from re-using this function. This is done by design to avoid fraud.
If you do make a mistake, then when you open the POS Unit for the first time, you will have an opportunity to do a count and correct the float.
On opening the new POS Unit, you will have a confirmation screen to confirm if the physical float is as per record. If not, then the salesperson will need to do a count and balance his POS Unit before start working on it.
If you decide to do a count, then you will be presented with the Balancing Screens and given the opportunity to do your count: