End of Day Processing

This document outlines the end of day process that is performed daily when closing the point of sale system.

Quick Steps

1. Enter Gratuities
2. Enter Promo's / Adjustments
3. X-Out the Register
4. Enter Drawer Counts (optional)
5. Z-Out the Register
6. Send Transactions to Host (Multi-Site only)
7. Back Office: Post Cash Registers
8. Troubleshooting

At the Cash Register

Enter Gratuities

If you accept tips, you will have charge drafts with tip amounts entered on them at the end of the day. To collect tip money, you will need to enter these tip amounts into the system BEFORE you Z-OUT your registers.

Tips can be entered from any register and do not have to be entered at the register they were taken. You can enter tips throughout the day, or you can enter them all at once at the end of day.

Using the Electronic Journal, pull up the transaction you want to add the tip against and select the Adjust Tip menu option on the right. Process the tip and note that it has been adjusted on the receipt.

For more information on entering tips, see Gratuities.

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, select 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 for each.

X-Out the Register

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

Enter Drawer Counts (optional)

This optional step provides an easy way to count your cash and balance the drawer. From the MENU, choose X-Report, then select Drawer Counts. Here you can enter you coins, bills, checks and beginning drawer. Enter the Deposit (X-Report) field from the X-Report.

Z-Out the Register

Choose MENU, Z-REPORT to Zero the totals of the register. This essentially closes the shift or day and zero’s the register totals. Sales are then available in the Back Office to be posted and printed.

Send Transactions to Host (Multi-Site only)

Note: This step only applies if you are a satellite location 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 Cash Registers

Once all registers have been closed, the last step is to Post Cash Registers. This is done from the Back Office program.

Open the Back Office program, logon and select the Cash Register menu. Choose Post Cash Registers 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 is 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 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. Organize all your signed charge drafts into a pile. Count them and make sure the number of charge drafts match the number reported on the X-Report.
2. Print the Credit Card Detail report (from the X-Out screen) and match up each charge draft to the report checking off each one on the report as you go. Then you can determine which transaction is causing the discrepancy.
3. If you are missing a charge draft which is showing up on the Credit Card Detail report, then you will need to go to the electronic journal and find the missing transaction to further research it.