Z-Out Close (Unstructured)
Unstructured is the default mode for running Z-Out reports in Prism (i.e., the "Use Structured Z-Out Reports" checkbox in preferences is not selected).
Step 1. Define Register Criteria
From the POS main screen, click X/Z-Out > Z-Out. When using "unstructured" reports, when you go into Z-Out Close, the program first queries for any unfinalized records.
- If there is an unfinalized record, select the record and click Close Register.
- If there are no unfinalized records, modify the register criteria if needed and then click Close Register.
Step 2. Enter Currency Counts
On the next screen, count the currency in the register. Select a currency from the list. Note: The list of currencies is filtered to display only those currencies marked as Active in preferences (Admin Console > Global Preferences > Currencies).
Users can enter a Total for each currency or enter a count of each of the currency's denominations in the drawer. Click the Enter Totals or Enter Denominations button to switch between the two methods. In the screenshot below, the user has selected to enter totals and the total of 53.00 has been entered.
To enter denomination counts, highlight a currency and click Count Denominations. The denominations defined for the currency (Admin Console > Global Preferences > Currency) are listed.
Enter a count for each denomination in the drawer.
In the screenshot below, the user has counted five one-dollar bills and one five-dollar bill. The amount of $10.00 is calculated and added to the Total for the currency.
Sample Currencies screen with Enter Totals selected:
Switching between Enter Totals and Enter Denominations displays a confirmation prompt explaining that any values already entered (totals or denominations) will be cleared. Click Yes to proceed.
If any currency will be left in the drawer, enter the Leave Amount for the currency.
Click Next on the bottom menu. to proceed to the Non-Cash tenders screen.
Step 3. Enter Non-Cash Counts
Non-cash tenders are things like credit card receipts signed by the customer, paper checks, and copies of gift certificates presented at POS. Each of these non-cash tenders must be verified as part of the Z-Out Report.
On the left is a list of non-cash currency types. Each non-cash media listed on the left has a count. Select a non-currency type with a positive count to display the individual occurrences of that non-cash currency type.
Click the red box to verify the physical copy is present. When you click the red box to indicate the physical copy is present, the box changes to green and the Non-Cash Total and Grand Total fields are updated.
If you find a non-currency item that is not in the list (e.g., a signed credit card receipt that is found behind the drawer), use the "Add" button to add it to the report.
A preference option in Admin Console > Node Preferences > Transactions > Tenders > Requirements enables users to configure specific tenders to "auto match" on Z-Out reports. When auto-match is enabled for a tender, users closing a drawer (Z-Out) do not have to manually "match" each instance of the tender on the report. Users can manually uncheck individual instances of an auto-verified tender.
Step 4. Close Register and Reconcile Counts
When all non-cash tenders have been accounted for, click the Close button on the bottom menu to close the register. Clicking Close will reconcile the user-entered totals with the system-calculated totals.
A confirmation is displayed. Click Yes to continue.
The system compares the amounts entered by the user with the system amounts and displays any Over/Short amounts.
Step 5. Finalize and Print
Click the Finalize and Print button.
Z-Out Filter Fields
Refer to the following table for information about Z-Out filter fields. When running Z-Out reports, the selections in these fields will determine the transactions included in the report.
|Start Date/End Date||By default, the date range is from midnight of the current date to the current time. This has the effect of including all sales for the current date. To use a different Start Date, touch or click the Start Date button. On the displayed calendar, touch or click the button for the desired date. To adjust the start or end hour, touch or click the hour (e.g. "12") button and select the desired hour. Adjust the start/end minute in the same manner. Click Accept when finished.|
|Installation||By default, "All" is selected and cannot be edited.|
|Store||By default, the store to which the current user's workstation is assigned is selected. If necessary, select a different store from the drop-down.|
|Workstation||By default, the current user's workstation is entered. If necessary, select a different workstation from the drop-down. If you clear the Workstation field, all workstations will be included.|
|Drawer||By default, all Drawers will be included. If necessary, select a specific drawer (Drawer 1 or Drawer 2) from the drop-down.|
|Cashier||By default, the current logged-in user is entered. If necessary, select a different user from the drop-down. If you clear the Cashier field, all cashiers will be included.|
|Till||By default, all Tills are included. If necessary, select a specific Till from the drop-down.|
Open Amount and Leave Amount
The cash amount in the drawer at the start of a shift or day (usually an assortment of bills and coins for change-making) is the Open Amount and is typically set as store policy. When using unstructured reports, if the "Require Entry of Open/Close Amount" preference is enabled, users can enter an Open Amount on the Currency Count screen. The Open Amount is counted in the total. You can enter a Leave Amount - the amount of cash that will remain in the drawer for the start of the next shift or day. The Leave Amount is counted in the total.
When a user starts a new Z-Out report, RP Prism checks if there are any open Z-Out records with the same filter options and any overlap in the time period. If any such overlapping Z-Outs exist, an error message is displayed. Select Recount if you want to continue the current Z-Out process and overwrite the report that overlaps with the current report. If you click Recount, then the original Z-Out report will be marked as recounted and linked to the new report. The new report will be adjusted to include the start and end time range for both reports.
Alternatively, you can select Cancel, close the overlapping report and then use Z-Out Lookup to find the open report and finish it.
A third option is to select Cancel and modify report parameters. In many cases, modifying the Start Date is the only change necessary so that the report doesn't overlap with another open report. Keep in mind that the other "open" report will still exist.