Cash register closure

[Cash register > Cash register closure]

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A cash register closure should always be done at the end of a shift or when handing over a cash register to another employee. During a cash register closure, the currently edited register will need to register the actual amount and match it against the sales amount.

When executing a cash register closure, the register will be automatically closed; further bookings are then only possible after the register has been reopened (see: Register Guidelines > Register).

Dependencies

When the cash register closure is active, during which additional payments are being booked with this register number, the payments will already be saved for the next cash register closure. Should the cash register closure be terminated, payments made in the mean time will be displayed at the next opening of the register.

Program access

Access the cash register closure by clicking on the Cash register > Cash register closure menu points.

To execute a cash register closure, you will need to be logged in to the respective cash register.

At the top of the window you will notice the Cash register number, User, Date and Last cash register closure (number, closure date, and user).

Cash register closure window

The upper part of the window contains the information about the cash register closure.

Column

Function/Description

Payment type

All methods of payment which have been defined for the cash register closure in the protel system data, are displayed.(mostly cash)

Cash stock

The cash stock is defined in the protel Air system data and  is a designated minimum amount which is to be available in the register at the beginning of a shift. Each cash register has their own setup and designated cash stock.

 Start value

The start value shows the amount that was set for this cash register as the end amount from the last cash register closure. This is the amount with which the cash register was handed over.

Balance

The balance is calculated automatically by the system per payment type and register and is comprised of the booked payment for the displayed payment type. The calculation takes passerby invoices, hotel guest invoices and pay-ins/pay-outs into consideration.

 Counted

Entry field: This is where the actual amount which had been counted must be manually entered - this amount is the actual amount present in the cash register.

Difference

The difference is automatically calculated by the system (difference = cash in drawer minus balance amount). Available differences (i.e., the difference is not equal to zero) will be displayed in red. This means that the cash counted in the drawer does not match the balance amount.

Cash out

This is the amount that can be withdrawn from the cash register at the cash register closure (Cash out = revenue minus cash stock). The actually withdrawn amount can be manually entered here.

The withdrawn amount influences both the new start value as well as the start value.

New start value

The new start value is automatically calculated (Counted amount minus cash out). The balance should be the same as the cash in drawer.

Last difference

If you close a cash register with a difference, it will appear in every following cash register closure until it is balanced.

In the invoices section of the window, all of the invoices generated after the last closure for which a payment has been booked in the logged in cash register (normally invoices which have been balanced in cash).

The Pay-in / Pay-out section contains all of the withdrawals and payments which have been made with this cash register since the last closure.

Execute cash register closure

  1. Access the cash register closure by clicking on the Cash register > Cash register closure menu points.

  2. Determine the cash balance and enter the amount into the Counted column and verify the entered amount by hitting the <Enter> key.

  1. Check to see whether there are any resulting differences. If yes, correct them (go to "Cash register differences" for help).

  2. In the "Cash out" column, enter the amount you are taking from the cash register.

The system automatically calculates the final balance.

  1. When you are certain about all of your entries, click in the [Close cash register] button located at the lower right corner of the window.

  1. The following question appears: "Execute cash register closure?" Please click on "Yes".

If there is a difference in the cash register, the question "Close cash register with difference?" appears (additional information can be found in the section in "Cash register differences").

  1. The cash register closure will be executed if you choose Yes.

A cash register report is generated. Click on Download to view, save, or print it.

After the Cash register closure, the cash register report is saved in the Office menu point under Reporting > Cash Register Report. There you can reprint the cash register closures containing all of the cash payments.

Cash register differences

There are various reasons for cash register differences Should there be a difference, you can, for example, display the payment report under Office > Reporting > Invoice > Payments in order to match all of the executed bookings and to carry out eventual corrections.

Occurred cash register differences are also saved in the Cash register report.

Some reasons for differences

A sale was posted to the wrong account.

For example, if a cash sale of €43.00 has been posted as an "EC card" transaction instead of a "Cash" transaction, a positive difference of €43.00 appears after the cash register status has been entered.

In this case, the respective invoice will need to be corrected, e.g., by cancelling the invoice and creating a new one containing the corrected method of payment.

Withdrawal had not been recorded

If a payment for a delivery has been directly paid out of the cash register, circumventing the program's pay-in / pay-out function, a negative difference occurs after the cash balance has been entered. The withdrawal must be booked as a pay-out in the program.

Other reasons for differences in the cash register.

Reports relevant to the cash register

[Office > Reporting]