‘Close Batch’ is like the Z function on a Cash Register, it groups the sales and payments since the last Batch was closed so we can balance it against the money taken within a specified period.
- Each batch has a unique Batch Number allocated to the sales and payments within it.
- The period for a batch can be for any amount of time, normally for a Shift or a Day period.
- If it is for a day, it is possible that you could do a sale on the same day after you have closed a Batch so you cannot always relate a Batch to specific dates.
- Batches make it easier to group and balance money for a period.
- Close Batch can be performed Blind (where you cannot see how much the computer has recorded you have taken – for security reasons), or Not Blind where you can see all the payments recorded.
- You can enter the closing float (optional) and the amounts you are taking out, then EVOPOS compares those amounts to what has been recorded, produces a report and details if any payment method is Under or Over.
Although the majority of staff and customers are honest, we still need a system that will control everything has been entered correctly. The system also highlights and tracks inconsistencies and unusual activity.
The main controls are:
- Reconciling Money
- Reconciling Stock
- Reconciling Debtors
- Monitoring margins
If we do a sale for 20 Cash we need to see it in our Cash. We do this initially on the Close Batch for each shift, but ultimately we will balance money taken to money banked in Bankings.
We need to see what stock is missing where it has not been sold.
If a sale was inadvertently put on account when it was paid by Cash, then the stock would be correct, but the Debtors too high, and the Cash too low. Therefore need to check regularly in Debtors is correct.
Margins tend to be consistent over a period unless something unusual has happened. We need to pick up on any items not being sold at the normal price. Some of these may be valid such as Trade or VIP discounts, or if an item is damaged, or if an item is on sale. We need to avoid the non-valid discounts such as giving un-authorised or excessive discounts, and under-ringing (taking the full amount, entering a discount or not selling the correct item and pocketing the difference).
Another problem area can be items or services that are harder to track such as bulk oil or repairs.
Strategies to help with Security
There are many things you can do to help with security – including:
- Compulsory for all staff sales must be entered on the system in their name
- Compulsory to enter all of a customer details when a discount is being given (a loyalty card will help with this), or if not practical ensure a reason for the discount is entered
- Not allow discounts below a set margin or price (Option for a manager to over-ride)
- Use a display facing the customer showing the sale and total amount paid (With option for use of promotions)
- Use of a security camera monitoring what is being sold (can link to sale details)
- Operation of store security to deter shoplifters
- Use secret shoppers
- Sales staff to know and offer to every customer to receive a receipt
- Review the low margin sales frequently to detect patterns
- Base commissions on profit rather than turnover
- Deduct lost stock from commissions
- Perform stock takes regularly (see Items\Stock\Count)
Closing the Batch (Step by Step Guide)
- Select Sales\Options\Close Batch tab
- Confirm the Draw Number. (You can set different Drawers for different workstations in: Settings\Workstations\Sales)
- Confirm the money in the drawer for each payment method e.g.: Cash, Cards, Cheques.
- If you keep a set amount as float and just enter the money taken out. If the float varies you should enter the Closing float and the amounts you are taking out.
- When finished select Close and check any Under's or Overs. If there are any mistakes they should be corrected to then proceed to Banking.
If monies in the drawer are more than the amount on the report, check for following:
- Duplicated Invoice/Payment Action: Credit/Reverse Payment
- Credit not entered Action: Create the Credit
- Paid invoice set as Account Action: Make a Payment
If monies in the Drawer are ‘Under’ (too little) look for:
- Invoice/Payments not entered Action: Create Invoice\Payment
- Credit duplicated Action: Reverse
- Account invoice set as Paid Action: Make a negative Pre-Payment
- Money taken out for purchase not recorded.
- A discount given but not entered on the transaction
If an amount has been entered to the wrong payment method select ‘Accounts’, ‘Journal’ to transfer between the accounts eg: From Cash-In-Hand to Cards-In-Hand. If you cannot find the problem you would normally create an adjustment sale/credit to the appropriate payment method (use a specific Part Number so we can track). Where possible close another batch after making corrections or it will confuse the next batch. To view previous batches select ‘Sales’, ‘Options’, ‘Previous Batches’ tab Or – Select ‘Reports’ and by Tender etc.