End of Day Processing

This document outlines the end of day process that is performed at the end of a day or shift.

Quick Steps

1. Enter/Adjust Gratuities
2. Enter Promo's / Adjustments
3. Print Shift Report
4. Reconcile Cash & Credit
5. Close the Shift
6. Send Transactions (Multi-Site only)
7. Back Office: Post Sales
8. Troubleshooting

Step-by-Step Instruction

Enter/Adjust Gratuities

Tips must be entered/adjusted on the same day of the transaction BEFORE you close the day/shift, otherwise you will lose the ability to collect the tip!

Cash Manager for iPad
Cash Manager for Windows

Enter Promo’s / Adjustments

All bottles removed from inventory for any reason other than sales must be adjusted out of inventory. Examples of removals would include; Tasting Room Pours, Donations, Marketing, etc.

To adjust these bottles out of inventory, start a new transaction and tap GROUP at the top of the screen and then choose the Adjustment / Promo sales group. You will then select a reason for the removal from a list of accounts. Choose the correct account and hit OK.

Enter the bottles into the transaction screen (they will be rung up with a $0.00 selling price). Once complete, press the FINALIZE button to complete the transaction.

For each account you need to adjust against (Pours, Donations), you will need a separate transaction.

Print Shift Report (also known as "X-Out")

Choose MENU, Shift Report (or X-Report) to get a drawer totals report for the shift. This will tell you what your sales were today for this register. Use this when counting the drawer to reconcile your cash.

Reconcile Cash & Credit

It is highly recommended you reconcile your daily sales activity as a part of your closing procedure to find and resolve any balancing issues proactively.

Reconcile Cash & Checks (Deposit)

This step provides an easy way to count your cash and balance the drawer. From the MENU, choose Shift Report (or X-Report), then select Drawer Counts. Here you can enter you coins, bills, checks and beginning drawer. Enter the Deposit (Cash+Checks) from the Shift Report. If you have any discrepancies, see the Troubleshooting section at the end of this document and alert your accounting department.

Reconcile Credit Cards

Use Credit Card Reports (Back Office Point-of-Sale menu, Activities section) to get a complete report of your daily credit card activity. Add your individual register shift reports and match the total with this report. If you have any discrepancies, see the Troubleshooting section at the end of this document and alert your accounting department.

Close the Shift (also known as "Z-Out")

Choose MENU, Shift Close (or Z-Report) to Zero the totals of the register. This essentially closes the shift or day and clears the register totals.

Send Transactions (Multi-Site only)

This step only applies if you are a satellite tasting room using Multi-Site Manager.

Close Cash Manager and return to the Windows Desktop. Double Click the Multi-Site Manager icon and click the Send button. This will send all of todays transaction activity to the headquarters system.

Back Office: Post Sales

Once all registers have been closed, the last step is to Post your sales from the Back Office program.

Open the Back Office program, logon and select the Point of Sale menu. Choose Post Sales from the Activities menu. Here you should see one entry per register that has been closed. Click the Select All button to highlight all rows and click Post.

Now that you have posted your sales for the day, you can print reports. Common reports to print include: Sales by Sales Department, Cash Receipts and Sales Tax Report.

Troubleshooting

If you are having problems balancing, first it is best to identify ALL media types that are out of balance. If two media types are out of balance the same amount, it might be because a transaction was finalized with the wrong tender type such as a check tendered with cash, or vice versa. If on the other hand, you are off on one media type, the following steps are offered to help you find the discrepancy.

If Cash does not balance

Cash differences are commonly due to mistakes in issuing of change due, or an incorrectly counted beginning drawer. If you are over/short an unusually large amount, you can follow these steps to try to find the discrepancy:

1. Re-count the drawer and verify the initial count was correct.
2. Verify the beginning drawer amount and make sure this is deducted correctly from your count.
3. Look behind and under the drawer inset. Sometimes bills can hide there.
4. Confirm that other media totals balance to verify a cash transaction was not accidentally tendered as another media type. If this is the case, you will be off this amount in another media type.

If you are still out of balance, there is little more that can be done.

If Checks do not balance

The Shift Report (X-Out report) will print the number of checks taken throughout the day.

1. Are you short a check? Are you over a check?
2. Check behind and under the drawer insert. Sometimes checks can hide there.
3. Confirm that the other media totals balance to verify a check was not accidentally tendered as another media type. If this is the case, you will be off this amount in another media type.

If Credit Cards do not balance

If your credit card total does not match, follow these steps to help resolve the discrepancy:

1. Print the Credit Card Detail report (from the Back Office) and match up each charge (using the Electronic Journal) to the report checking off each one on the report as you go. Then you can determine which transaction is causing the discrepancy.