Drawer Management is an optional feature. If you choose to activate it, you can assign specific drawers to specific cashiers. When assigned to a cashier, a drawer is reconciled against the POS transactions performed by that cashier. A drawer can be moved from register to register, since tender totals will be maintained at the drawer level. A single cash register can have up to two drawers--therefore a register can be used by two cashiers at the same time.
Drawer Management is a great tool to use if you want to have the ability to check POS transactions against individual cashiers. And this feature is all or nothing. In other words, all registers in your store must have Drawer Management active if you wish to use it. You cannot activate Drawer Management only on specified registers. Either they all have it, or none of them has it.
For information on how to sign in and run Drawer Management at the POS, please click here.
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You can only access the Drawer Management program if you have Security access to do so. Or, you may be able to view it, but the Balance button and/or the New button may not be available to you. For an overview of User Security, please click here. |
To activate Drawer Management:
From the Main [i] Merchant Menu, select Tools-Options. The System Options window opens. Click on the General tab at the top of the window. At the bottom of the window, there is a checkbox field--"Enable POS Cash Drawer Management." To activate Drawer Management, click on the box at the left of the field to insert the check mark. (Clicking on the check mark, if it already exists, will disable Drawer Management.)
If you want to activate a second cash drawer for a given register (to enable two cashiers to use the same register simultaneously), be sure to set it up in PC Settings, in the Cash Drawer 2 field.
Once you have established the above parameters, you must now assign drawers to individual cashiers. To do this, you will use the Drawer Management program.
To access the Drawer Management program:
From the Main [i] Merchant Menu, select Modules-Point of Sale-Drawer Management. The Find Drawer Management window opens. Any drawers that are currently open will automatically display in the grid at the bottom of the Find screen. Of course, you can Find any specific drawers of your choosing, as well, using standard Find techniques.
First, let's look at how you assign (and open) a new drawer to a specific cashier. . .
In the Find Drawer Management window, click on the New Drawer toolbar icon. This opens the Drawer Management Check Out window. This is where you will assign a drawer to a specific cashier.
Select the cashier for whom you are assigning the drawer in the Cashier field. This is a required field. Each individual cashier can only have one open drawer assigned to him.
The Beginning Balance field is optional--but the system will prompt you if you leave it at zero. Enter the figure of your choosing here.
The Comment field is optional. Insert a comment that makes sense to you.
Once you have saved and closed this window, you are immediately returned to the Find Drawer Management window, and the just-assigned cashier will be listed in the grid at the bottom of the screen. This means the system has automatically set the drawer as open--it will appear along with any other open drawers. The system assigns the current day's date as the "Date Assigned." The Drawer ID will also fill in automatically--assigned to this cashier by the system. The Drawer IDs begin at 1. When the drawer is later closed, the ID is also closed. For example, if you open a drawer assigned to Jill as Drawer 1 on Monday, when you open a drawer for her again on Tuesday, it will be a new number (i.e., 2 or 3, etc., depending on how many cashiers you have opened drawers for).
You can assign as many new drawers to specific cashiers as necessary.
Now, let's look at how you close and reconcile each cash drawer. . .
Highlight the drawer you wish to close (and balance) in the grid at the bottom of the screen, then click on the Balance toolbar icon near the top of the window. This calls up the Drawer Management Balance window. This is where you balance and then close out the cash drawer.
The top of this window will display the cashier's name that you had assigned to the drawer, along with the drawer number. (These are strictly informational, and cannot be changed here.) The Comment field can be filled in--it is optional.
The lower portion of the window is where you balance the drawer--for cash and checks. The Cash and Checks fields in the right-hand column--POS Totals--fills in automatically with information gleaned from POS transactions. Beneath these two fields, there is a "Total" field, which automatically fills in (adding the Cash amount to the Checks amount).
The left-hand column is where you will input the cash and checks that are actually physically in the drawer. Key in the cash value in the Cash field, and do the same for checks in the Checks field.
The Starting Amount field, beneath these, fills in automatically with the drawer's Beginning Balance. The "Total" field automatically fills in with the sum total of the cash and checks minus the Starting Amount (Beginning Balance). This figure should match the "Total" amount in the right-hand column. To display the variance between these two values, press the "Total" button. The Variance field will fill in (hopefully with a value of 0).
When you are ready to close the drawer, click on the Close Drawer icon at the top of the window. (If you wish to back out of the window without closing the drawer, click on the Close icon.) If you have yet to click on the "Total" button, the system will prompt you to do it, along with checking the figures.
Once closed, you are returned to the Find Drawer Management window, and the just-closed drawer will be listed in the grid at the bottom of the screen. Notice that the "Status" is now listed as "Closed." Once you close a drawer, the drawer cannot be changed or reused. The next time you open a drawer for the same cashier, the ID number will be different.
If you want to print the Drawer Receipt Report for a selected drawer, which, among other things, will print the drawer's balance:
In the grid at the bottom of the Find Drawer Management window, select a cash drawer and then click on the Print Balance toolbar button near the top of the screen. This calls up the Report Viewer window.
Set the fields appropriately (landscape ot portrait, which printer to use, number of copies, etc). then do one of the following. . .
To view a preview of the report (without actually printing it), click on the Preview button at the top left of the Report Viewer window. The system will generate a preview of the report, and you can view it.
To print the report, click on the Print button at the top of the window. The report will print.
To create a .CSV file, click on the CSV button. A dialogue box opens, prompting you to choose the place on your PC to save the file.
To close out of the Report Viewer without taking any action, click on the Close button.