Updated: October 18, 2019 1:06pm

Z-Out Close (Structured)

This topic explains how to use structured Z-Out reports. Structured Z-Out reports provide a greater level of control and granularity when it comes to generating reports. The biggest difference between structured and unstructured reports is that when using structured reports, you must open a drawer to perform sales. Open and Close Amounts are entered as separate processes.

Z-Out Open
Use this process to open a drawer at the start of the day (or shift) and record the starting amount of currency in the drawer. Depending on preferences, the user may be required to enter counts for individual denominations, or may simply have to enter a "Total" for each currency.

  1. Select the X/Z-Out button from the RP Prism home screen.    
  2. Touch or click the Z-Out button.    
  3. Select Open Register.    
  4. The Register Criteria screen shows information about which transactions will be included in the report. Confirm the information is correct. Note: The only fields that are editable are those selected in the "Register Definition" in preferences.    
  5. Touch or click the Next button.    
  6. Enter currency counts. Depending on preferences, enter a count for each denomination of each currency or enter a single Total amount for each currency.    
  7. Touch or click the Preview button. Select a design for the preview and click OK. When finished previewing the report, click the Close button.    
  8. Touch or click the Finish button.    
  9. A confirmation message is displayed. Click OK.    

 Entering Open Amounts
When using structured reports, if the "Count Denominations" preference is selected, the user first selects a currency and then enters a count for each denomination of that currency. If "Count Denominations" is NOT selected, the user simply enters a total for the Open Amount for each currency.

"Register Open" Message
If you try to open a drawer that is already open, an error message is displayed. Touch or click OK to close the dialog. In this situation, the user can proceed immediately to creating new transactions, or use Z-Out Lookup to close the current Z-Out record and open a new Z-Out.

Require Entry of Open/Close Amounts Preference
If the "Require Entry of Open/Close Amounts" preference is selected, then when opening a drawer, the user must enter an open amount for at least one currency. If the user tries to proceed without entering an open amount, an error message is displayed.

Z-Out Close (Structured Mode)
Note: The following steps assume that the "Require Entry of Open/Close Amounts" and "Count Denominations" preferences are selected.

  1. Select X/Z-Out from the home screen.    
  2. Touch or click the Z-Out button.    
  3. Touch or click the Close Register button.    
  4. Define filter options.
  5. Touch or click the Next button.    
  6. Select a currency.    
  7. Enter a count for each denomination in the drawer. Repeat for each currency in the drawer. Touch or click the Next button.    
  8. Verify any credit card receipts, checks, or other non-currency media in the drawer. Select a type (e.g. Credit Cards) to display a list of Receipts for that type. Select the Matched checkbox for each instance found.  Touch or click the Next button.    
  9. Touch or click the Yes button to proceed with the reconciliation.   
  10. If the over/short amount exceeds the allowed variance, a message is displayed. Touch or click the Recount button.    
  11. The system compares the amounts entered by the user with the system amounts and displays any Over/Short amounts.   Touch or click the Finish button.    

Reconciling Over/Short Amounts
This section has additional information about the process of reconciling over/short amounts. Reconciling compares the closing amounts (and non-currency media counts) entered by the user to the transaction activity for the selected time range. If the amount of currency or non-currency in the drawer does not match that of the day's activity, the amount of the variance (over/short) is displayed.
Overages or shortages of less than a dollar are usually a result of minor human error. However, large or consistent discrepancies between the cash that should be present and the cash that is tracked by the system could indicate theft or lack of proper training.

Allowable Variance Amount (Structured Reports only)
In RP Prism preferences, you can define an Allowable Variance Amount as well as the allowable number of retry attempts. If a user reconciles the report and the over/short amount exceeds the value defined in preferences, it counts as an unsuccessful attempt (upon each unsuccessful attempt, a message shows the number of remaining recount attempts). If remaining attempts remain, touch or click the Recount button to count the currency and non-currency again. When doing a recount, if the user is on the final attempt (based on the "Max Number of Attempts" preference), then a message is displayed, explaining that reconciliation will now begin. At this point, there is no option for the user to go back and edit counts.  Touch or click the OK button to reconcile the report.

Reverting Reconciliation
If the "Use Blind Close" preference is NOT selected, then users can navigate back and reverse the reconciliation. If a user clicks the "Back" button after reconciliation has been performed, a confirmation message is displayed. Touch or click the Yes button to reverse reconciliation, or click No to cancel. Note: Any count information entered or non-currency media added will be lost.

Viewing Drawer Open Events in Disbursement Lookup
You can view records for the Z-Out Drawer Open events in the Disbursement Lookup area. To view these records, go to the main POS screen and click the Disbursement Lookup button. In the Disbursement Type drop-down, select Drawer Open (Z-Out) and click the Search button. A list of matching Drawer Open records is displayed.