The End of Shift profile defines settings for running RecTrac in an End of Shift Environment and provides fields for such elements as such as starting cash, balancing tolerances, changing/voiding batches and basic reporting.
See Also: Topic Doc - End of Shift.
See Also: Video - End Of Shift
Making changes to a profile is an Audited Event. Additionally, Linking, Removing, Purging, and Cloning profiles are also Audited Events.
See Also: Topic Doc - RecTrac Profile Assignments Screen, Hierarchy Guide, and Profile Listing.
See Also: Video - Profile Review
SAProfile_EndofShift_EndofShift__Tab1
Open/Join Batch on Login (SAProfileDetails_OpenBatch)
Select this option to have clerks prompted with a Drawer and Starting Cash dialog at login if desired. Completing this dialog will open a new batch and/or join an existing batch for clerk who is logging in. Whether a clerk can join an existing batch at login is dependent on your selection in the Join Batch Opened by Another Clerk field.
When opting to Log Out and End Session, the clerk will be prompted to cash out and close the batch.
DeleteJoin Batch Opened by Another Clerk (SAProfileDetails_JoinOpenBatch)
Expand the Drop-down list and select your option for allowing clerks to join an Open Batch. The act of joining an open batch" means the User attempting to log in is trying to log into a Drawer that has an Open Batch running in RecTrac that was started by another User.
For Example: User ID 'WMurdoch' logs into Drawer 401 at 9:00am and starts a Batch using $50.00 Starting Cash. At 12:00pm User ID 'CLightoller' attempts to log into Drawer 401. 'WMurdoch' has NOT logged out and he has NOT closed his Batch; it is still open. The select you make here determines what happens when 'CLightoller' attempts to log into Drawer 401.
Your options are:
- Disallow - The system WILL NOT allow a second User ID to log into a drawer that has an Open Batch running that was started by a different User. Using the example above 'CLightoller' would not be allowed to log into Drawer 401 until 'WMurdoch' closed his batch.
- Allow - The system WILL allow a second (or third or fourth etc…) User ID to log into a drawer that has an Open Batch running that was started by a different User. Using the example above 'CLightoller' would BE allowed to log into Drawer 401 and join the open batch started by 'WMurdoch.'
- Prompt - The system will Prompt. At login the system will tell the second User ID that an open batch is running that was started by a different User ID and ask whether the second User wishes to join the open batch. Using the example above a message would tell 'CLightoller' that WMurdoch' has a batch open on Drawer 401. The system would ask 'CLightoller' whether he wishes to join 'WMurdoch's' batch.
Allow Starting Cash Change (SAProfileDetails_AllowStartingCashChange)
Select this option if you wish to allow clerks to change the Default Starting Cash when starting a new End of Shift Batch. The value entered must be within the Minimum Starting Cash and Maximum Starting Cash range.
Leave this option de-selected to ensure the clerk accepts the Default Starting Cash amount.
Note: When this option is de-selected the Minimum Starting Cash and Maximum Starting Cash fields are hidden on the Standard VSI Design.
Default Starting Cash (SAProfileDetails_StartingCash)
Enter the cash amount you wish to use as your Default Starting Cash. This amount should be equal to the amount of actual cash a clerk has in the drawer at the start of a shift prior to any transactions taking place. For Example: $50.00.
- IF you are opting to Allow Starting Cash Change, the clerk can overwrite this value when starting a new batch. In that event, the value entered must be within the Minimum Starting Cash and Maximum Starting Cash range.
OR
Leave this field at $0.00, if desired, to have clerks linked to this profile input their starting cash value prior to starting a new batch. This is a good option if different clerks have differnt starting cash amounts.
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IFyou opt to leave this field at $0.00:
- Ensure the Allow Starting Cash Change option is selected, else clerks will start a batch with $000 Starting Cash.
- The clerk will have to enter a Starting Cash value when starting a new batch. The value entered must be within the Minimum Starting Cash and Maximum Starting Cash range.
Minimum Starting Cash (SAProfileDetails_StartingCashMin)
This field is applicable only you are opting to Allow Starting Cash Change AND/OR if Default Starting Cash is set to $0.00.
Enter the Minimum Starting Cash value in this field if applicable. Prior to starting a Batch a value of at least this amount must be entered in the Starting Cash field at the login prompt.
If you disallow changes to your default Starting Cash leave this field at its default setting.
DeleteMaximum Starting Cash (SAProfileDetails_StartingCashMax)
This field is applicable only you are opting to Allow Starting Cash Change AND/OR if Default Starting Cash is set to $0.00.
Enter the Maximum Starting Cash value in this field if applicable. Prior to starting a Batch a Starting Cash value must be entered in the Starting Cash field at the login prompt. The value entered cannot exceed the amount in this field.
If you disallow changes to your default Starting Cash leave this field at its default setting.
DeleteAlternate Starting Pay Code 1 (SAProfileDetails_AlternatePayCode1)
Select an alternate Payment Code for which you also have Starting Cash other than US Dollars, if applicable.
THEN
Enter the Starting Amount in the corresponding Start Cash Amount <x> field for the Payment Code you selected.
These fields allow you to input starting cash values for foreign currency in the event you work in a multi-currency environment and want your clerks to have Starting Cash that includes both US Dollars and whatever other currencies you accept (For Example: Canadian dollars, Yen, Euros, Quatloos, etc…).
If you do not accept foreign currency, leave these fields at their default value. If you accept foreign currency but do not want your clerks to begin their shift with foreign currency in the drawer, leave these fields blank.
Payment Codes are maintained in Payment Code Management.
DeleteAlternate Starting Amount 1 (SAProfileDetails_AlternateStartingAmount1)
IF you selected an Alternate Starting Pay Code, enter the starting amount for that Payment Code in this field. Use the foreign currency value and not its US Dollar equivalent.
For Example: If your foreign currency is Quatloos and you start with 50.00, you would enter 50.00" in this field and NOT the Quatloo to US Dollar exchange equivalent.
Foreign currency values here must be accounted for when performing your End of Shift cash out even if no foreign currency was taken in during processing.
If you do not accept foreign currency leave these fields at their default value. If you accept foreign currency but do not want your clerks to begin their shift with foreign currency in the drawer leave these fields blank.
DeleteAlternate Starting Pay Code 2 (SAProfileDetails_AlternatePayCode2)
Select an alternate Payment Code for which you also have Starting Cash other than US Dollars, if applicable.
THEN
Enter the Starting Amount in the corresponding Start Cash Amount <x> field for the Payment Code you selected.
These fields allow you to input starting cash values for foreign currency in the event you work in a multi-currency environment and want your clerks to have Starting Cash that includes both US Dollars and whatever other currencies you accept (For Example: Canadian dollars, Yen, Euros, Quatloos, etc…).
If you do not accept foreign currency, leave these fields at their default value. If you accept foreign currency but do not want your clerks to begin their shift with foreign currency in the drawer, leave these fields blank.
Payment Codes are maintained in Payment Code Management.
DeleteAlternate Starting Amount 2 (SAProfileDetails_AlternateStartingAmount2)
IF you selected an Alternate Starting Pay Code, enter the starting amount for that Payment Code in this field. Use the foreign currency value and not its US Dollar equivalent.
For Example: If your foreign currency is Quatloos and you start with 50.00, you would enter 50.00" in this field and NOT the Quatloo to US Dollar exchange equivalent.
Foreign currency values here must be accounted for when performing your End of Shift cash out even if no foreign currency was taken in during processing.
If you do not accept foreign currency leave these fields at their default value. If you accept foreign currency but do not want your clerks to begin their shift with foreign currency in the drawer leave these fields blank.
DeleteAlternate Starting Pay Code 3 (SAProfileDetails_AlternatePayCode3)
Select an alternate Payment Code for which you also have Starting Cash other than US Dollars, if applicable.
THEN
Enter the Starting Amount in the corresponding Start Cash Amount <x> field for the Payment Code you selected.
These fields allow you to input starting cash values for foreign currency in the event you work in a multi-currency environment and want your clerks to have Starting Cash that includes both US Dollars and whatever other currencies you accept (For Example: Canadian dollars, Yen, Euros, Quatloos, etc…).
If you do not accept foreign currency, leave these fields at their default value. If you accept foreign currency but do not want your clerks to begin their shift with foreign currency in the drawer, leave these fields blank.
Payment Codes are maintained in Payment Code Management.
DeleteAlternate Starting Amount 3 (SAProfileDetails_AlternateStartingAmount3)
IF you selected an Alternate Starting Pay Code, enter the starting amount for that Payment Code in this field. Use the foreign currency value and not its US Dollar equivalent.
For Example: If your foreign currency is Quatloos and you start with 50.00, you would enter 50.00" in this field and NOT the Quatloo to US Dollar exchange equivalent.
Foreign currency values here must be accounted for when performing your End of Shift cash out even if no foreign currency was taken in during processing.
If you do not accept foreign currency leave these fields at their default value. If you accept foreign currency but do not want your clerks to begin their shift with foreign currency in the drawer leave these fields blank.
DeleteDrawer List (SAProfileDetails_ChangeDrawerList)
Enter the range of Drawers that Users linked to this profile will be able to see in the End of Shift Change program. When entering that program the User linked to this profile will be presented with a list of batches with drawer numbers that appear in this field.
You may enter a single drawer number (i.e. 401) a comma-delimited list of drawer numbers (i.e. 401 403 501 503 etc…) a range of drawer numbers (i.e. 101-199) or a combination of all three if desired.
Leave this field blank if Users linked to this profile are NOT allowed to use the End of Shift Change program.
Note: End of Shift Change is a program designed to adjust End of Shift batches. Generally speaking access to this program should be reserved for managers and other personnel at your department who oversee/authenticate/troubleshoot clerk cash outs.
Allow Batch Join/Leave (SAProfileDetails_AllowJoin)
Select this option to give Users linked to this profile access to the Join Batch and Leave Batch buttons on the DataGrid when working in the End of Shift Change program.
Joining and Leaving a batch provides the ability to edit transaction in the batch selected on the End of Shift Change DataGrid. This is the process you will use when "fixing" an out of balance End of Shift batch.
De-select this option if you wish to have the Join Batch and Leave Batch options disabled on the End of Shift Change DataGrid.
DeleteAllow Batch Close/Reclose (SAProfileDetails_AllowClose)
Select this option to give Users linked to this profile access to the Close Batch button on the DataGrid when working in the End of Shift Change program.
Close Batch runs/reruns the batch close process with balancing sheets currency counts and etc….
De-select this option if you wish to have the Close Batch option disabled on the End of Shift Change DataGrid.
DeleteAllow Batch Consolidate (SAProfileDetails_AllowConsolidate)
Select this option to give Users linked to this profile access to the Consolidate Batch button on the DataGrid when working in the End of Shift Change program.
Close Batch runs/reruns the Consolidated Batch report process.
De-select this option if you wish to have the Consolidate Batch option disabled on the End of Shift Change DataGrid.
DeleteAllow Batch Quick Edit (SAProfileDetails_AllowQuickEdit)
Select this option to give Users linked to this profile access to the Quick Batch Edit button on the DataGrid when working in the End of Shift Change program.
Quick Batch Edit provides the ability to update the Starting Cash Open and Close Date from the batch selected on the End of Shift Change DataGrid.
De-select this option if you wish to have the Quick Batch Edit option disabled on the End of Shift Change DataGrid.
DeleteAllow Batch Receipt Reassignment (SAProfileDetails_AllowReceiptReassign)
Select this option to give Users linked to this profile access to the Receipt Reassignment tab on the DataGrid when working in the End of Shift Change program.
Receipt Reassignment allows you to change the Batch Number associated with a receipt.
De-select this option if you wish to have the Receipt Reassignment option removed from the End of Shift Change DataGrid.
DeleteShow Batches for All Users (SAProfileDetails_ShowBatchesAllUsers)
Select this option to have the End of Shift Change DataGrid display batches for all Users with batches linked to a drawer number in the Drawer(s) in your Drawer List field.
De-select this option to have the End of Shift DataGrid display only batches linked to your User ID.
DeleteShow Closed Batches (SAProfileDetails_ShowClosedBatches)
Select this option to have the End of Shift Change DataGrid display closed batches.
De-select this option to have the End of Shift DataGrid display only batches those batches that are open.
Note: Batches must meet other field selections from this group in order to be displayed. In other words if Drawer 201 is not in your Drawer List field you will not see batches for Drawer 201 regarless of this option setting.
OverShort GL Code (SAProfileDetails_OverShortGLCode)
Click the Picklist icon to select the GL Code to which you want any Overages/Shortages posted when closing an End of Shift batch linked to this profile.
In order to use the GL Code selected here for Over/Short Postings, you must enable the Make Balance Sheet Entries Cost Center/GL Specific option on all applicable Payment Codes.
Optionally you can leave this field blank. In that event Over/Short postings will be assigned by GL and Cost Center information on the individual Payment Codes used.
General Ledger Codes are maintained in GL Code Management.
DeleteOverShort Cost Center (SAProfileDetails_OverShortCostCenter)
Click the Picklist icon to select the Cost Center Code to which you want any Overages/Shortages posted when closing an End of Shift batch linked to this profile.
In order to use the Cost Center Code selected here for Over/Short Postings, you must enable the Make Balance Sheet Entries Cost Center/GL Specific option on all applicable Payment Codes.
Optionally you can leave this field blank. In that event Over/Short postings will be assigned by GL and Cost Center information on the individual Payment Codes used.
Cost Centers are maintained in Cost Center Code Management.
DeleteCash Balance Screen (SAProfileDetails_CashBalanceScreen)
Select this option to include a screen that allows the clerk to enter Cash totals by denomination amount as part of the End of Shift process . Generally this constitutes a physical count of the cash in the drawer followed by the entry of each value next to it corresponding demonization (<x> 50's, <x> 20s, <x> 10s, etc…) to arrive at an accurate cash total.
De-select this option if you do not wish the Cash Balancing screen to appear as part of the cash out process.
DeleteDisplay OverShort Results (SAProfileDetails_OverShortDisplay)
Select this option to include a screen that displays cash out tolerance results for the various Payment Codes included in the cash out. This screen displays each Payment Code, its cash out status (Over/Short/Exact) and, in the event of an overage or shortage, the amount by which it is off.
Leave this option de-selected to skip this screen during the cash out process.
Whether you enable this option is dependent on you cash out policy. Generally speaking, you will:
- Enable this option if you want clerks to know the results of their cash out and to know which counts of their Payment Codes do not match what RecTrac expects for the batch.
- Disable this option if you prefer a blind cash out" and do not wish your clerks to know the results of their cash count.
- Enable this option on End of Shift profiles for managers and other personnel at your department who oversee/authenticate/troubleshoot clerk cash outs.
Combine Cash and Check in Out of Balance Check (SAProfileDetails_CombineCashCheck)
Select this option if you would like to combine (i.e. net") Cash and Check Payment Code types when calculating the Over/Short tolerance. Using this option a clerk who was $10.00 Over in Checks and $10.00 Short in Cash could still batch out even if the Over/Short Tolerance were $0.01because the net over/short would be $0.00.
De-select this option to have the system count Checks and Cash separately against the Over/Short tolerance when cashing out. With this option de-selected a clerk who was $10.00 Over in Checks and $10.00 Short in Cash would not be allowed to cash out unless the Over/Short Tolerance was over $20.01because the count would be off by $20.00 $10.00 each for both Cash and Check.
DeleteOver Short Warning Amount (SAProfileDetails_OverShortWarning)
Enter a dollar value in this field, if desired. The value you enter is a warning threshold for Over/Short tolerance by Payment Code. When cashing out and entering totals for Payment Codes, the system will provide a Warning if a certain count is Over or Short by an amount greater than or equal to the amount entered here.
This field provides the Warning prompt only. Exceeding this value, by being either Over or Short in the count, does not stop the cash out process. Clerks will have the option to continue the cash out or go back and re-count, if desired.
Leave this field at the default $0.00, if desired. In this event, clerks will NEVER receive a warning regardless of how Over or Short their Payment Code is.
DeleteOver Short Tolerance Amount (SAProfileDetails_OverShortTolerance)
Enter a dollar value in this field, if desired. The value you enter is a hard limit tolerance threshold for Over/Short count by Payment Code. When cashing out and entering totals for Payment Codes, the system will stop the cash out process if a certain count is Over or Short by an amount greater than or equal to the amount entered here.
This field provides the hard limit tolerance level. Exceeding this value, by being either Over or Short in the count, stops the cash out process. Clerks must go back and re-count the cash out.
Leave this field at the default $0.00, if desired. In this event, clerks will NEVER be stopped from cashing out regardless of whether the actual count is Over, Short, or Exact.
DeleteAutomatic Calculation Pay Codes (Cash Always Excluded) (SAProfileDetails_AutoCalcPayCodes)
Click the Combo Box icon to select the Payment Codes you wish the system to calculate for you when a clerk cashes out and closes a batch.
Press and hold the <CTRL> key and click with your mouse to multi-select.
The Payment Codes listed in this field will be calculated by the system automatically whenever a clerk is cashing out. No separate counting by the clerk will be required. The Cash (2) pay code is excluded.
Typically, the Payment Codes that populate this field will be your Credit Card pay codes, though you may have other Payment Codes you wish the system to auto-calculate as well, such as Agency/Discount Payment Codes, Reward Point Payment Codes, Journal Payment Codes, etc….
Note: Having the system auto-count Credit Card totals is a good option because the totals processed through RecTrac will always match whatever the clerk enters at cash out.
In the event you do not use RecTrac to process credit cards (i.e. if your credit card terminal is COMPLETELY separate from RecTrac) you should omit Credit Card Payment Codes from this list to insure the RecTrac receipts match the credit card terminal/pin pad total by counting manually. For Example: If you process credit cards through a wall-mounted separate VeriFone unit that is NOT connected to your POS workstation and therefore use a No Validate Credit Card profile in RecTrac you would not enter Credit Card Payment Codes in this field..
Payment Codes are maintained in Payment Code Management.
DeleteClose Out Reports Profile (SAProfileDetails_CloseOutReportsProfile)
Click the Picklist icon to select the End of Shift Reporting profile you wish to use for single End of Shift reporting. Reports selected on the profile you link here will print whenever an End of Shift is processed. By default, transactions linked to the Batch being closed are the transactions that will be included in the reports.
End of Shift Reporting profiles determine which reports will be run both for single batch cash outs and consolidated End of Shift reports.
DeleteConsolidated Reports Profile (SAProfileDetails_ConsolidatedReportsProfile)
Click the Picklist icon to select the End of Shift Reporting profile you wish to use for Consolidated End of Shift reporting when running End of Shift reports from this profile. Reports selected on the profile you link here will print as a byproduct of running the End of Shift Change program. Consolidated reports will print information for every batch selected in the program.
End of Shift Reporting profiles determine which reports will be run both for single batch cash outs and consolidated End of Shift reports.
DeleteSend Close Out Reports To User(s) (SAProfileDetails_CloseOutEmailUserName)
Enables selection of user account(s) that will automatically receive a copy of the end of shift reports as a PDF attachment (often an End of Shift Close Out Journal and/or a GL Distribution report) for each Batch closed.
Prerequisites:
- The selected user accounts MUST have an email address associated with them to receive an email. See the Email Address field within User Management.
- Email delivery within RecTrac depends on creation of an Email Profile in Profile Assignments and linking it appropriately within your hierarchy (i.e. linked under Default Profiles). The Email Profile specifies your email server and other credentials RecTrac needs in order to deliver email messages.
Send Close Out Reports To Alternate Email(s) (SAProfileDetails_CloseOutEmailAddress)
Enables entry of an email address(s) that will automatically receive a copy of the end of shift reports as a PDF attachment (often an End of Shift Close Out Journal and/or a GL Distribution report) for each Batch closed.
Prerequisite: Email delivery within RecTrac depends on creation of an Email Profile in Profile Assignments and linking it appropriately within your hierarchy (i.e. linked under Default Profiles). The Email Profile specifies your email server and other credentials RecTrac needs in order to deliver email messages.
DeleteAllow Email Address Entry During Close Out? (SAProfileDetails_AllowEmailOnCloseOut)
Enables entry of an email address(s) during the Close Batch process. The end of shift reports for that Batch will be sent as a PDF attachment to the email address(s) specified. When enabled, an Email Address field is available on the Tender Balancing tab of the Close Out Batch/Drawer/User screen.
Prerequisite: Email delivery within RecTrac depends on creation of an Email Profile in Profile Assignments and linking it appropriately within your hierarchy (i.e. linked under Default Profiles). The Email Profile specifies your email server and other credentials RecTrac needs in order to deliver email messages.
Delete