Table of Contents
68.3 POS Entry List - End of Day Process for Cash Balancing (Z-Report)
68.3.1 X-Report – Interim Cash Register Report
68.3.2 Z-Report – End of Day Balancing
188.8.131.52 Statistics Screen
184.108.40.206 The Counting & Closing Screen
220.127.116.11 Posting of the Counting & Closing results
18.104.22.168 Opening of the Cash Register for the first time.
22.214.171.124 Transferring of Cash between POS Payment Bins.
126.96.36.199 AUTO-BIN transfers from the Default POS Payment Bins.
POS Entry List - End of Day Process for Cash Balancing (Z-Report)
The Balance V3 is based on the Advance Posting referred as POS Entry which is found in Menu: Departments/Retail/Sale/POS Entry List.
And hence it requires the "Advance Posting Activated" in NP Retail Setup.
There are different options available.
- The X-Report does not post to GL but is recorded as a system event in POS Entry.
Preliminary is very similar to final, but there is no handing of the counting (aka close). So you can count the money, but you keep it in the bin. (There is a separate action to transfer.)
- The Z-Report is the final Cash Balancing of the Register. At this point, we can transfer the money from the POS Payment Bin for the POS Unit (Cash Register) to the another POS Payment Bin such as Bank or Safe and the respective bins for the POS Payments Methods without counting them.
- If during the day, we wish to transfer money from the Cash Register (POS Payment Bin for the POS Unit) to Safe, we can do it via a transfer function from the POS or this facility is alos available from the back office on the POS Unit Card.
X-Report – Interim Cash Register Report
It will give a summary of the position as at that time on the POS Unit. There is also the option to count the money in the register at that point. You can either enter the "Counted Amount" or the Difference field. Drill down on "Counted Amount" to count the different denominations (number of 100 bills, etc)
In Preliminary mode – the closing section is closed. Every POS payment method with "Countable" will be listed.
When we close it. We will have a preliminary end-of-day / workshift / X-Report / Checkpoint is completed.
The X-Report can be printed from the following screen:
From the RTC, if you go to the POS Unit, there is a function: Worksheet Summary. You can go there to have a look at the summary. And access the Workshift Card.
Z-Report – End of Day Balancing
The Z-Report is the final Cash Balancing of the Register. The logic of Payment Bins is that all payment transactions, be it currency, vouchers, EFT or any payment method that the business accept when trading.
When doing the balancing, we need to transfer out of the POS Unit Default Payment Bins into their respective BINS or accounts. As a matter of principle, we could have a POS Payment Bin for each type of Payment Method we accept.
But in practice, it is not useful. Hence, we define those BINS that we really need. For example, BANK & SAFE. Whereas to the others, we create common bin, where on posting the Cash Balancing, we transfer them out of our POS Unit Default Bin into it as illustrated below:
The accounting entries are taken care by the POS Posting setup.
At this point, we can transfer the money from the POS Payment Bin for the POS Unit (Cash Register) to the another POS Payment Bin such as Bank or Safe and for the POS Payments Methods that we do not count, we do an automatic transfers to a common bin in order to clear our Default Bin and leave only the opening float in it for the next trading period. It can be day or shifts.
To do a Z-Report for balancing the register, we go to Other Functions on the POS > Z-Balance Register button to get the Balancing Screen.
The first screen gives us the statistics from the last Z-Report done to this current one:
The Counting & Closing Screen
From the AssistEdit Button from the first page, we move to the counting page:
The Counting Process
Let's focus on the different ways of recording the count.
The layout the screen shows three columns:
- Counted Amount Incl. Float – It is this column that we can insert the counted physical and the system will work out the difference between the counted amount & the recorded system amount.
- Difference – If we choose to insert the difference, then the system will work back the equivalent of Counted Amount Incl. Float.
- The above two options imply that we "type an amount" in the field. If you look at all fields, you will see that there is a remove option (X). If you do not have any difference, instead of typing (0.00) in the difference field, you can click on the remove option. It will automatically work out that the Counted = Calculated, and the system will insert the Counted Amount for you.
When counting Cash, we can even go a level into more details if we wish. We can either enter the total amount in the Counted Amount Field or on that field, there is an AssistEdit. If you click on that, a sub-page will be opened where the coins & notes are defined.
The Closing Process:
Now we focus on what to do with the Receipt from the Count. The system will fill in the section of the Closing with the counted amounts.
The next step is to transfer the closing float where required:
- Transfer to Bank:
- We can type the amount in the Bank Deposit Amount field and it will transfer it to the Bank Deposit Amount field.
- Or, we can use the Remove Option on the New Float Amount, it will automatically move it to the Bank Deposit Amount field.
In both cases, an automated reference will be assigned to the transfer and using this, you will be able to trace in the Bank Ledger Entry as well in the G/L Entry. This reference is a suggested reference, you can modify it if you want.
- Transfer to Safe:
- The same 2 principles will apply for the Move to Bin Amount field. This time, the receipt will be moved to the SAFE.
- Keep as Opening float for next count.
- If no transfer is done to the BANK or SAFE, then the receipt of the day + opening float, will remain in the BIN for the next day's float
- Lastly, there can be partial transfer to BANK & SAFE, the remaining will stay in the BIN for the next day's float.
Posting of the Counting & Closing results
The last step will be to post the counting results and do the transfers in Bank Ledger Entry & G/L Entry.
- From the Counting & Closing Screen, select Close to post the results
- A Confirmation Dialog will appear to confirm the posting into the POS Entry and the accounting entries.
- After confirming the posting, it will move to the first screen where you will need to do OK to complete the whole process.
- A report will be printed on the Ticket Printer.
Opening of the Cash Register for the first time.
As we need to prepare the Cash Register for the first closing, you will need to do the following:
- Open the register with zero
- Perform a Z-report process with zero to initialise the Balance V3 screens. You should do a full flow of the z-report.
- Now the Z-report is initialised and ready for use
- Do your daily sales
- Close your register with a z-report process
On counting, if you want to cater for the initial float, then it will appear as difference for that day. Meaning counting is more than per sales. Or you can do a transfer between SAFE bin or BANK Bin into the Cash Register Bin. This will generate an accounting entry that the back office will need to offset. For transfers in between bins, see next section.
It is right as we assume that this float has already been accounted in the general ledger account attached to the register.
The back office, will need to reverse the difference to the cash account attached to the register generated by the Z-Report of the Day, using a General Journal in NAV. The reversing is important as the initial float equivalent is duplicated in the accounts. You will have one from the old system & the other source is new system.
BUT as a good practice, you can transfer currency from BANK or SAFE into the Default Bin attached to the Cash Register. This type of Transaction is discussed below.
Transferring of Cash between POS Payment Bins.
As an alternative to introducing a float into the Cash Register, we can use BIN_Transfer to transfer cash from SAFE or BANK into the Cash Register. We can also transfer cash in and out of the register any time during the day.
Parameters to use on POS Action BIN_TRANSFER for different processes:
You can achieve the following and much more, depending on your configurations and the relationship between Register & the Bins:
- Local Currency from Register to SAFE
- Local Currency from Register to BANK
- Foreign Currency from Register to SAFE
- Foreign Currency from Register to BANK
- Local Currency from BANK to Register
- Foreign Currency from BANK to Register
- Local Currency from SAFE to Register
- Foreign Currency from SAFE to Register
To start your float in the Register, you can do a transfer from BANK Bin or SAFE Bin into the Register on opening the Cash Register for the first time, also as and when is required during the day. The same applies when you want to move cash out of the register during the day for security.
AUTO-BIN transfers from the Default POS Payment Bins.
The first logic is that all the transactions done on the POS is going into the Register Payment Bin. (at the same time, it goes into the Register A/C). This type of transfer concern all payment types that we do not wish to count and transferring them out of the register automatically. There is a flagging on the POS Payment Method Card that indicate how to treat the POS Payment Method. Once this flag is set & the right POS Posting Setup is done, on posting the Register Balancing, it will do the BIN transfers and accounting entries by itself. No need for the salesperson to intervene.