The End of Shift Change screen is used by POS managers to manage open and closed batches which they are given permission to view. POS Managers should log in and open this screen daily to verify all drawers have been Cashed Out, and that all drawers are In Balance or Exact. If there are problem batches the manager will research and correct them as necessary. Managers can join batches to make corrections, reprint the batch reports, print a report consolidating the selected batches (often all of today's batches), and assign deposit slip information.
Prior to using the End of Shift Change program, verify that your linked End of Shift Profile has the Change Batch Permissions established. The example shown below has a range of valid drawer numbers and other typical settings enabled:
When you open the End of Shift Change program, it displays all open and closed batches to which you are given access. Below is a sample screenshot of the End of Shift Change Program with those batch types.
- Open Batches have a blank End Date and an End Balance of $0.00. The example above displays one (1) open batch.
- Drawers/Batches displayed are limited to the Valid Cash Drawers linked to your End of Shift profile. See the Drawer List field within the Change Batch Permissions section of the End of Shift Profile.
- You should look at the Over/Short Information column for three things:
- Are there any OVER or SHORTs? In the example above, Batch 8 is "Cash SHORT $-8.00."
- Are any Batches both Over and Short? In the example above, Batch 6 is "Check SHORT $-8.00, Cash OVER $8.00." The net over/short is zero, but a potential problem may need to be fixed, depending on your local policy.
- Are any Batches with a blank End Date column and an End Balance column of $0.00? In the example above, Batch 10 has a blank End Date and an End Balance of $0.00. Blank means that there is an open batch and End of Shift has not been posted yet. All batches should be closed each day unless you want tomorrow's transactions on yesterday's batch.
- Any batch that is over or short must be reviewed and potentially fixed (i.e., Batches 6 and 8). The only exception to this rule is if the batch is legitimately over or short.
- If all batches for the day are closed and in balance, you can proceed to the Consolidated End of Shift report.
- If certain batches are not closed or are not in balance, correct them through this screen.
See also: Topic Doc - End of Shift Changes
Batch Change
End of Shift Batches (EndofShiftChange_BatchDatagrid)
This DataGrid displays on the Batch Change tab.
Use this DataGrid to select a batch or batches and then use the buttons on the bottom of the screen.
From the bottom of the screen...
Highlight/select a batch and then click the Join Batch button to reopen the batch and to associate yourself with that batch and drawer. Joining a Batch enableds transactional corrections to be made by the POS manager. Afterwards click the Settings Gear Icon and you will see the Cash Drawer and Batch Number associated with your username. From this point forward all transactions and corrections processed will be associated with this Batch and Drawer until closed or your leave this batch. Button Access is determined by the Allow Batch Join/Leave field on your linked End of Shift Profile.
Highlight/select a batch and then click the Leave Batch button to disassociate yourself from that batch and drawer and leave that batch open. You leave the batch open to enable the clerk to continue making transactions using this batch throughout the remainder of his/her shift. Button Access is determined by the Allow Batch Join/Leave field on your linked End of Shift Profile.
Highlight/select a batch and then click the Close Batch button to continue to the Close Out Batch screen. Closing a batch initiates your End of Shift Processing which might include a Cash Balancing Worksheet and/or Tender Balancing DataGrid and upon completion will generate your Closing Reports. Button Access is determined by the Allow Batch Close/Reclose field on your linked End of Shift Profile.
Highlight/select the desired batches (i.e. often all of today's batches). Click the Consolidate Batch button to generate your End of Shift Reports (i.e. often an End of Shift Close Out Journal and a GL Distribution report) covering all transactions occurring within the selected batches. Reports are determined by the Consolidated Reports linked to your End of Shift Profile. Button Access is determined by the Allow Batch Consolidate field on your linked End of Shift Profile.
Highlight/select a batch and then click the Quick Edit Batch button to continue to the Quick Edit for Batch screen. Quick Editing enables you to only change the Starting Cash Open Date or Close Date associated with a batch. Button Access is determined by the Allow Batch Quick Edit field on your linked End of Shift Profile.
Highlight/select a batch and then click the Reprint Batch button to generate the closing reports associated with YOU for this batch and drawer. This does NOT generate reports linked with a clerk (unless you have the same reports and settings linked to YOUR user). The reports printed through the Reprint Batch button are established on your linked End of Shift Program under Close Out Report Settings and the Closeout Reports Profile field.
Highlight/select a batch and then click the Assign Deposit Slip button to continue to the Quick Edit for Batch screen. Use this screen to assign deposit slip information to a batch.
DeleteReceipt Reassignment
Receipts (EndofShiftChange_ReceiptDataGrid)
This DataGrid displays on the Receipt Reassignment tab when you have permission.
The DataGrid lists the Receipt Number User Name Date Drawer Number Batch Number Household and Record Status. Use this tab to assign a different batch number to a receipt. Access to this tab is determined by the Allow Batch Receipt Reassignment on your linked End of Shift Profile.
DataGrid column sort options allow you to customize the view as desired. Click here for a full description of RecTrac DataGrids.
To assign a different Batch Number to a Receipt:
- Highlight a receipt within the DataGrid.
- Enter the New Batch Number.
- Click the Assign New Batch Number button.
New Batch Number (EndofShiftChange_NewBatchNumber)
This field displays on the Receipt Reassignment tab when you have permission.
Enter the new receipt number for assignment to this Receipt. Access to this tab is determined by the Allow Batch Receipt Reassignment on your linked End of Shift Profile.
Delete