Sales Balance Point of Sale Register window

SalesCS > Sales > Point of Sale Tasks > Sales Balance Point of Sale Register window

Before you post sales, we recommend you make sure the transactions recorded for completed sales balance with the actual tender collected. You can do this by balancing your registers.

If you complete the information in this window and the register is not balanced, you can still post the transactions. Just keep in mind that any amount variance will post to the General Ledger Over/Short account that was specified during system setup.

POS Register

This label shows the Register Code of the register that is being balanced. You cannot change the Register Code in this window. To balance a different register, click the Find button in this window and select a different register.

The label following the Register Code reflects the status of the register selected. There are four options that can be seen:

• BALANCED: shows the register is balanced.

• OPEN: shows that the register is open and in use.

• INACTIVE: shows that the register was not opened since the last posting.

• CLOSED: shows the register is not balanced and transactions are not being entered.

Description

The description for the register that is being balanced appears here automatically for reference only.

Salesperson

This is the default Salesperson Code for the register that is being balanced, and appears here automatically for your reference.

Drawer Totals

Use the boxes in this group to verify the amount of Cash that was in the drawer when it was opened, and to specify the totals for Checks, Credit Cards, and Alternate Tender received.

Opening Cash

This is the amount of cash that was in the drawer when it was opened.

Checks

Total the checks in the register and enter this total in the Checks XXX (#) box. The label next to this box includes the native currency (XXX) and the number of checks (#) taken as tender for sales on this register.

Credit Card

Total the credit card receipts for this register, and enter this total in the Credit Card box.

Debit Cards

Total the debit card receipts for this register, and enter this total in the Debit Cards box

Alt Tender

Total the alternate tender receipts for this register, and enter this total in the Alt. Tender box.

Gift Card

Total the gift card and/or gift card receipts for this register, and enter the total in this box.

Cash Counted

This is the amount of cash that was counted in the Currency Count grid on the right side of the window.

Quick Count

Select this check box if you don’t want to enter the quantity of each individual denomination, but instead want to enter the total amount of cash receipts. If you use this option, enter the total dollar amount of native cash receipts in this box. The native currency is shown in the check box label, such as Quick Count USD.

Once you select this check box, the Currency Count grid below will be disabled.

Additional Currencies

This button will only show if the system has been set up to accept multiple currencies. If you have tendered currencies other than the native currency indicated in the Quick Count label, select this button to tender those currencies.

Currency Count

Use the grid in this area to specify the quantity of each denomination in the cash drawer. The native Currency Code is also shown in this label for reference. For example, Currency Count USD indicates that this currency count is for US Dollar.

Count

Count the quantity of each denomination in the register and enter this number in the Count column for each denomination.

Denomination

This is the denomination of the currency for which you are entering the information, such as a $20 bill. This information if for reference only and cannot be edited.

Value

This is the value of the currency being entered now, which is automatically calculated by multiplying the quantity in the Count column by the number in the Denomination column.

Totals (Displayed in Currency Code)

The Totals section at the bottom of the window displays the totals for each type of tender accepted at the register, the total receipts, and the total of any Paid Outs. The title of the section shows the Currency Code in which the amounts are being displayed.

The total running and closing balances are also shown, along with a message indicating whether or not the register is balanced. Balanced means that the tender counted in the drawer matches the tender calculated from each transaction.

When the message at the bottom left corner of the window says Register is Balanced, select the Save button.

If, after you complete your count and enter the information in the Sales POS Balance Register window, the register is not balanced, follow company policy for overages or shortages.

Opening Cash

This is the amount of cash that was in the register drawer when the salesperson logged on for the first time since the register was balanced last.

Total Receipts

This is the total amount of receipts that were tendered at this register since it was last balanced.

Paid Outs

This is the total receipts in Paid Outs that were tendered at this register since the last time it was balanced.

Foreign Exchange Credit

This is the amount of any foreign currencies that were tendered during the sales process since the register was last balanced. To count and enter foreign currency to balance the register, see the Additional Currencies option in the Drawer Totals section of this topic window.

This label, located in the lower-left corner of the window, provides a visual cue as to whether the register is balanced. If all the tender types and amounts entered in this window match those calculated during transaction entry, then this message will read Register is balanced.

If the tender types and amounts entered in this window do not match that calculated during transaction entry, then this message will read Register is not balanced.

Cash (center column)

This is the amount of cash that was tendered since the register was last balanced, as calculated from each sales transaction.

Checks (center column)

This is the total amount of checks that were tendered since the register was last balanced, as calculated from each sales transaction.

Credit Cards (center column)

This is the total credit card receipts that were tendered at this register since the last time it was balanced, as calculated from each sales transaction.

Debit Cards (center column)

This is the total debit card receipts that were tendered at this register since the last time it was balanced, as calculated from each sales transaction.

Charges (center column)

This is the total amount of AR Charge receipts that were tendered at this register since the last time it was balanced, as calculated from each sales transaction.

Alt Tender (center column)

This is the total amount of alternate tender receipts that were tendered at this register since the last time it was balanced, as calculated from each sales transaction.

Gift Card (center column)

This is the total amount of gift card receipts that were tendered at this register since the last time it was balanced, as calculated from each sales transaction.

Cash (right column)

This is the amount of cash that was entered in either the Quick Count field or in the Currency Count grid, depending on the method you selected. This amount will be compared against the amount in the Cash label in the center column to determine whether the cash balances for this register.

• If the cash counted and entered by the user in the Quick Count fields or Currency Count grid matches that calculated from each sales transaction, then this label will read <Balanced>.

• If the cash counted and entered by the user in the Quick Count fields or Currency Count grid is less than that calculated from each sales transaction, then this label will read Cash Short.

• If the cash counted and entered by the user in the Quick Count fields or Currency Count grid is greater than that calculated from each sales transaction, then this label will read Cash Over.

Checks (right column)

This is the amount of the checks that were entered in the Checks field in the Drawer Totals group on the left side of the window. This amount will be compared against the amount in the Checks label in the center.

• If the check receipts counted and entered by the user in the Checks field match those calculated from each sales transaction, then this label will read <Balanced>.

• If the check receipts counted and entered by the user in the Checks field are less than those calculated from each sales transaction, then this label will read Checks Short.

• If the check receipts counted and entered by the user in the Checks field are greater than those calculated from each sales transaction, then this label will read Checks Over.

Credit Cards (right column)

This is the total credit card receipts that were entered in the Credit Card field in the Drawer Totals group on the left side of the window. This amount will be compared against the amount in the Credit Cards label in the center column to determine whether credit cards balance for this register.

• If the credit card receipts counted and entered by the user in the Credit Card field match those calculated from each sales transaction, then this label will read <Balanced>.

• If the credit card receipts counted and entered by the user in the Credit Card field are less than those calculated from each sales transaction, then this label will read Credit Cards Short.

• If the credit card receipts counted and entered by the user in the Credit Card field are greater than those calculated from each sales transaction, then this label will read Credit Cards Over.

Debit Cards (right column)

This is the total debit card receipts that were entered in the Debit Card field in the Drawer Totals group on the left side of the window. This amount will be compared against the amount in the Debit Cards label in the center column to determine whether debit cards balance for this register.

• If the debit card receipts counted and entered by the user in the Debit Card field match those calculated from each sales transaction, then this label will read <Balanced>.

• If the debit card receipts counted and entered by the user in the Debit Card field are less than those calculated from each sales transaction, then this label will read Debit Cards Short.

• If the debit card receipts counted and entered by the user in the Debit Card field are greater than those calculated from each sales transaction, then this label will read Debit Cards Over.

Alt Tender/Gift Card (right column)

This is the sum of the alternate tender and gift card receipts that were entered in the Alt Tender and Gift Card fields in the Drawer Totals group on the left side of the window. This amount will be compared against the sum of the amounts in the Alt Tender and Gift Card labels in the center column to determine whether alternate tender and gift cards balance for this register.

• If the alternate tender and/or gift card receipts counted and entered by the user in the Alt Tender and/or Gift Card field(s) match those calculated from each sales transaction, then this label will read <Balanced>.

• If the alternate tender and/or gift card receipts counted and entered by the user in the Alt Tender and/or Gift Card field(s) are less than those calculated from each sales transaction, then this label will read Alt Tender/Gift Card Short.

• If the alternate tender and/or gift card receipts counted and entered by the user in the Alt Tender and/or Gift Card field(s) are greater than those calculated from each sales transaction, then this label will read Alt Tender/Gift Card Over.

Total Running

This is the total amount that should be in the register, as calculated from each sales transaction. The amount in this field will be compared to the amount in the Total Closing field to determine whether the register is balanced.

Total Closing

This is the total amount that is actually in the register drawer, as counted and entered in this window (and in the Sales Additional Currency Counts window, if you also collected foreign currency). This amount will be compared to the amount in the Total Running field to determine whether the register is balanced.

Open Drawer

Use this button if you need to open the drawer without a sales transaction. For example, you will need to open the drawer to count the receipts and enter them into this window.