Cash out (WinApp)

Summary

At the end of a server's shift, the server cashes out to report any cash they've received in payment from customers. This is done to balance the transactions and ensure there are no overages or shortages.

The app allows the user to cash out more than once per day. If a server is working a split shift, for example, they would cash out for each shift worked that day.

Cashouts may also be performed for other users, for the entire house and by drawer. An automatic cash out is also performed at end of day and end of pay period.

In order to cash out:

The user must be unassigned from all locations
All open checks (unfinished transactions) must be closed/finalized

A warning will display when the user tries to finalize the cash out if these conditions are not met.

ECM Configuration

Option: Reset sales total or report cumulative sales

The site has the option to report a cumulative sales total for the day or to reset sales total to zero each time a cashout is performed.

This is a site-level setting found on the Reports tab of the Site in ECM.

To configure sales to be reset with each cash out, select Reset sales totals to 0 when a staff member finalizes a cash out. Each report will show the sales totals between the last and the current report.
If not selected, when the cashout is finalized, each report will show a cumulative total for the day

Job Permissions

Job permissions are set in ECM that allow a user to:

View/finalize/print entire house cashout
- This action is usually reserved for management staff
View/finalize/print others' cashouts
- Permission is for others' cash outs, not the user's own cash out
View/finalize/print others' drawer cashout
- Permission is for others' drawer cashouts
View/finalize/print own cashout
- Permission is for user's cashout, not others' cashouts
- When previous cashout is reprinted, a watermark prints on the receipt: REPRINTED CASHOUT

View/finalize/print own drawer cash out
- Permission is for user's drawer cash out, not others'

Most jobs will be allowed to manage their own cashout; managers and leads are generally permitted to manage others' cashouts, drawer cashouts and the house cashout.

Operation

All open checks must be closed and user unassigned from all locations for a user to cash out.

On the Location Manager, tap the user name to show the User Options: Time Clock and Cash Out

Tap Cash Out (loading indicator may display briefly)

Own Cashout

Contains:

Sales Summary
Tender Summary
Labor Summary
Sales Category
Tenders
Paidouts
Payment Details

Own Cash Out (continued)

Screen Elements

Item	Description
User name	Displayed at top of left panel
Transactions	User's transactions for the cashout period are reported
Date	Default: Current Business date Date can be changed by tapping the date selector and selecting a new date
Run report	After selecting new search or filter criteria, tap Run report to refresh the display
Cash Out	Tap Cash Out to finalize the cash out If there are unfinished transactions, an error message will be displayed. Tap Cancel to close window and return to cashout window Tap My checks to go to the location with the unfinished transaction If a user remains assigned to a location, an error message will be displayed. The manager on duty can address the user's assigned locations as needed.
Deposit	Deposit is an optional requirement based on a user's job. ECM configuration path: Users > Jobs > Workflow (tab) Require a cash deposit when staff member finalizes their cashout Require a cash deposit when manager finalizes the entire house cashout Multiple deposits can be entered Negative deposits can be entered by toggling Deposit Adjust +/- Cash Over/Short is displayed on report Cashout reports are final at EOD Cash deposit amount cannot be edited After tapping Cash out, if deposit is required, a numeric keypad will display to enter the amount of the user's cash deposit to the house. A message "Deposit amount is required" will display briefly. Use the keypad to enter the amount of the user's cash deposit. Tap OK to complete or C to clear and re-enter an amount. Deposit receipts will print
Printer	Tap the printer icon and select a printer from the list shown
Cash Out by Device	Tap device icon on the top left to perform exclusive device cash out. (Workflow in next section)

Others' cash outs

Permission required: A user's job must have the following permission to manage others' cashouts: Allow user to view/finalize/print others' cashouts (See Cash Out#JobPermissions)

Tap the user icon to display a list of users who have cashouts (finalized or pending finalization)
Select a user; tap Cash out to finalize the user's cashout

Entire House Cash out

Permission required: A user's job must have the following permission: Allow user to view/finalize/print entire house cashout (See Cash Out#JobPermissions)

Tap the Entire House icon to display entire house cashout report
Tap Cash out to finalize the cashout
The system will prompt user to enter a deposit amount (if required)
- Enter amount and tap OK
System automatically cashes out and finalizes entire house at end of day

Tap Cash out to finalize report

Cash Out by Drawer

Similar to user cashout, cashing out by drawer provides:

Drawer-specific sales information via the cashout report
User accountability for the over/short of the drawer assigned to the specific user

Configuration

Users > Job > edit job - Select permissions:

Allow user to view/finalize/print others' drawer cashout
Allow user to view/finalize/print own drawer cashout

Workflow

Tap cash drawer icon; a list of drawers available for cashout is displayed
Select a drawer to cash out
- Drawer number is preceded by the device name used for the transactions

Cashout report is displayed; tap Cash out to finalize cashout for the drawer
- Report will print automatically

Automatic cash out

An automatic cashout occurs at the end-of-day (EOD) based on System Daily Close Time (set in Store Hours) for pending cashouts for manager or users that don't use the time clock.
An automatic cashout also occurs at the end of the pay period based on Start of Pay Period Date/Time (set in Store Hours) for all pending cashouts for time clock users. If, for instance, the restaurant's pay period time occurs after the end-of-day, all pending cashouts for time clock users are also automatically cashed out.
Cashout report does not print for automatic cashouts.

ECM Cashout Report

To view the cash out report in ECM, go to Reports > Cashouts
Select a site and the date and time; default is the current date
Click Refresh Report
- The records in the cashout report are grouped by employee name.
- Each shift cashout record is displayed separately on the report
- The report can be exported to PDF, Excel or CSV format

Cashout by Device

This is a cashout based on the device that was used, regardless which user(s) was accessing this device

Job Permission Required: Allow access to Device Cashout

Allow Access to Device Cashout
Optional Permission to access and print out another device cashout.