What is a Batch?

‘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.

Each batch has a unique Batch Number allocated to the sales and payments in it.

The period for a batch can be any amount of time, but it is normally for a Shift or a Day. Even 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 it has recorded, produces a report and details if any payment method is Under or Over.

Security Aspects

Although the majority of staff and customers are honest, we still need a system that will control that everything has been entered correctly. The system also needs to highlight and track inconsistencies and unusual activity.

The main controls are:

  • Reconciling Money
  • Reconciling Stock
  • Reconciling Debtors
  • Monitoring margins

Reconciling Money

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.

Reconciling stock

We need to see what stock is missing where it has not been sold.

Reconciling debtors

If something 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. We need to regularly check that everything on the Debtors looks ok.

Monitoring margins

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:

  • Make it compulsory that all staff sales must be entered on the system in their name
  • Make it compulsory to enter the customer details when a discount is being given (a loyalty card will help with this), or if not practical make sure a reason is entered
  • Not allow discounts below a set margin or price (Could have a manager over-ride)
  • Have a display facing the customer that shows what is being purchased and how much is being rung up (Can also be used for promotions)
  • Have a security camera monitoring what is being sold (can link to sale details)
  • Have good store security to deter shoplifters
  • Use secret shoppers
  • Make it known that every customer should receive a reciept
  • 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)

  1. Select Sales, then Options, then Close Batch tab
  2. Confirm the Draw Number. (You can set different Drawers for different workstations in: Settings / Workstations / Sales)
  3. Confirm the money in the drawer for each payment method eg: Cash, Cards, Cheques.
  4. 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.
  5. When finished select Close and check any Under's or Overs. If there are any mistakes they should be corrected before we do the Banking.

If the money in the drawer is more than the amount on the report, look out for:

  • Duplicated Invoice/Payment – Credit/Reverse Payment
  • Credit not entered – Create the Credit
  • Paid invoice set as Account – Make a Payment

If the money in the Drawer is ‘Under’ (too little) look for:

  • Invoice/Payments not entered – Create Invoice / Payment
  • Credit duplicated – Reverse
  • Account invoice set as Paid – 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.