Use the Close Out Batch/Drawer/User screen to cash out the drawer at the end of a clerk's shift. You are given a Cash Balancing Work Sheet where the clerk enters his/her count of bills and coins within his/her drawer (count of 20 dollar bills, 5 dollar bills, quarter coins, etc.). The Tender Balancing tab displays the automatically calculated values allowed (often checks, credit card transactions, and might include others) and enables entry of sums of Payment Types that are not automatically calculated by the system.
You can configure the system to:
- Display over/short alerts, where the clerk is given a notification when over/short by a specified alert amount. The clerk is allowed to close out his/her batch when an alert displays and close out reports are generated.
- Halt the closeout process due to being over/short outside a specified amount. Recount your amounts, making sure to include starting cash within that count, and then try closing out with updated values. If you are still unable to close out, your manager can view the exact over/under amounts from the End of Shift Changes program.
See also: Topic Doc - End of Shift Changes
Cash Balancing Work Sheet
Hundreds Count (EndofShiftCloseOut_Count100)
This field displays on the Cash Balancing Work Sheet tab when you have permission (see the Cash Balance Screen field on your linked End of Shift Profile).
Enter a count of the hundred ($100.00) dollar bills within your drawer and the Hundreds Amount field will automatically update with the total face value. For Example: At close out June has one (1) hundred dollar bill within her drawer. June will enter 1 into the Hundreds Count field on her Cash Balancing Work Sheet. The Hundreds Amount field automatically displays $100.00.
Hundreds Amount (EndofShiftCloseOut_Amount100)
This field displays on the Cash Balancing Work Sheet tab when you have permission (see the Cash Balance Screen field on your linked End of Shift Profile).
Enter the total face value of the hundred ($100.00) dollar bills within your drawer and the Hundreds Count field will automatically update with the physical count value. For Example: At close out June has one (1) hundred dollar bill within her drawer. June will enter $100.00 into the Hundreds Amount field on her Cash Balancing Work Sheet. The Hundreds Count field automatically displays 1.
Fifties Count (EndofShiftCloseOut_Count50)
This field displays on the Cash Balancing Work Sheet tab when you have permission (see the Cash Balance Screen field on your linked End of Shift Profile).
Enter a count of the fifty ($50.00) dollar bills within your drawer and the Fifties Amount field will automatically update with the total face value. For Example: At close out June has one (1) fifty dollar bill within her drawer. June will enter 1 into the Fifties Count field on her Cash Balancing Work Sheet. The Fifties Amount field automatically displays $50.00.
Fifties Amount (EndofShiftCloseOut_Amount50)
This field displays on the Cash Balancing Work Sheet tab when you have permission (see the Cash Balance Screen field on your linked End of Shift Profile).
Enter total face value of the fifty ($50.00) dollar bills within your drawer and the Fifties Count field will automatically update with the physical count value. For Example: At close out June has one (1) fifty dollar bill within her drawer. June will enter $50.00 into the Fifties Amount field on her Cash Balancing Work Sheet. The Fifties Count field automatically displays 1.
Twenties Count (EndofShiftCloseOut_Count20)
This field displays on the Cash Balancing Work Sheet tab when you have permission (see the Cash Balance Screen field on your linked End of Shift Profile).
Enter a count of the twenty ($20.00) dollar bills within your drawer and the Twenties Amount field will automatically update with the total face value. For Example: At close out June has six (6) twenty dollar bills within her drawer. June will enter 6 into the Twenties Count field on her Cash Balancing Work Sheet. The Twenties Amount field automatically displays $120.00.
Note:
Count all cash within your drawer including any remaining starting cash.
Twenties Amount (EndofShiftCloseOut_Amount20)
This field displays on the Cash Balancing Work Sheet tab when you have permission (see the Cash Balance Screen field on your linked End of Shift Profile).
Enter the total face value of the twenty ($20.00) dollar bills within your drawer and the Twenties Count field will automatically update with the physical count value. For Example: At close out June has six (6) twenty dollar bills within her drawer. June will enter $120.00 into the Twenties Amount field on her Cash Balancing Work Sheet. The Twenties Count field automatically displays 6.
Note:
Count all cash within your drawer including any remaining starting cash.
Tens Count (EndofShiftCloseOut_Count10)
This field displays on the Cash Balancing Work Sheet tab when you have permission (see the Cash Balance Screen field on your linked End of Shift Profile).
Enter a count of the ten ($10.00) dollar bills within your drawer and the Tens Amount field will automatically update with the total face value. For Example: At close out June has three (3) ten dollar bills within her drawer. June will enter 3 into the Tens Count field on her Cash Balancing Work Sheet. The Tens Amount field automatically displays $30.00.
Note:
Count all cash within your drawer including any remaining starting cash.
Tens Amount (EndofShiftCloseOut_Amount10)
This field displays on the Cash Balancing Work Sheet tab when you have permission (see the Cash Balance Screen field on your linked End of Shift Profile).
Enter the total face value of the ten ($10.00) dollar bills within your drawer and the Tens Count field will automatically update with the physical count value. For Example: At close out June has three (3) ten dollar bills within her drawer. June will enter $30.00 into the Tens Amount field on her Cash Balancing Work Sheet. The Tens Count field automatically displays 3.
Note:
Count all cash within your drawer including any remaining starting cash.
Fives Count (EndofShiftCloseOut_Count5)
This field displays on the Cash Balancing Work Sheet tab when you have permission (see the Cash Balance Screen field on your linked End of Shift Profile).
Enter a count of the five ($5.00) dollar bills within your drawer and the Fives Amount field will automatically update with the total face value. For Example: At close out June has three (3) five dollar bills within her drawer. June will enter 3 into the Fives Count field on her Cash Balancing Work Sheet. The Fives Amount field automatically displays $15.00.
Note:
Count all cash within your drawer including any remaining starting cash.
Fives Amount (EndofShiftCloseOut_Amount5)
This field displays on the Cash Balancing Work Sheet tab when you have permission (see the Cash Balance Screen field on your linked End of Shift Profile).
Enter the total face value of the five ($5.00) dollar bills within your drawer and the Fives Count field will automatically update with the physical count value. For Example: At close out June has three (3) five dollar bills within her drawer. June will enter $15.00 into the Fives Amount field on her Cash Balancing Work Sheet. The Fives Count field automatically displays 3.
Note:
Count all cash within your drawer including any remaining starting cash.
Ones Count (EndofShiftCloseOut_Count1)
This field displays on the Cash Balancing Work Sheet tab when you have permission (see the Cash Balance Screen field on your linked End of Shift Profile).
Enter a count of the one dollar ($1.00) bills within your drawer and the Ones Amount field will automatically update with the total face value. For Example: At close out June has twelve (12) one dollar bills within her drawer. June will enter 12 into the Ones Count field on her Cash Balancing Work Sheet. The Ones Amount field automatically displays $12.00.
Note:
Count all cash within your drawer including any remaining starting cash.
Ones Amount (EndofShiftCloseOut_Amount1)
This field displays on the Cash Balancing Work Sheet tab when you have permission (see the Cash Balance Screen field on your linked End of Shift Profile).
Enter the total face value of the one dollar ($1.00) bills within your drawer and the Ones Count field will automatically update with the physical count value. For Example: At close out June has twelve (12) one dollar bills within her drawer. June will enter $12.00 into the Ones Amount field on her Cash Balancing Work Sheet. The Ones Count field automatically displays 12.
Note:
Count all cash within your drawer including any remaining starting cash.
Other Bill Amount (EndofShiftCloseOut_AmountBillOther1)
This field displays on the Cash Balancing Work Sheet tab when you have permission (see the Cash Balance Screen field on your linked End of Shift Profile).
Enter a face value of any other denomination bills within your drawer. For Example: At close out June has a bill of another denomination not listed on this worksheet. June has one (1) two dollar bill. June will enter $2.00 into the Other Bill Amount field on her Cash Balancing Work Sheet.
Halfs Count (EndofShiftCloseOut_CountHalf)
This field displays on the Cash Balancing Work Sheet tab when you have permission (see the Cash Balance Screen field on your linked End of Shift Profile).
Enter a count of the one-half of a dollar ($0.50) coins within your drawer and the Halfs Amount field will automatically update with the total face value. For Example: At close out June has two (2) half dollar coins within her drawer. June will enter 2 into the Halfs Count field on her Cash Balancing Work Sheet. The Halfs Amount field automatically displays $1.00.
Halfs Amount (EndofShiftCloseOut_AmountHalf)
This field displays on the Cash Balancing Work Sheet tab when you have permission (see the Cash Balance Screen field on your linked End of Shift Profile).
Enter the total face value of the half-dollar ($0.50) coins within your drawer and the Halfs Count field will automatically update with the physical count value. For Example: At close out June has two (2) half-dollar ($0.50) coins within her drawer. June will enter $1.00 into the Halfs Amount field on her Cash Balancing Work Sheet. The Halfs Count field automatically displays 2.
Note:
Count all cash within your drawer including any remaining starting cash.
Quarters Count (EndofShiftCloseOut_CountQuarter)
This field displays on the Cash Balancing Work Sheet tab when you have permission (see the Cash Balance Screen field on your linked End of Shift Profile).
Enter a count of the quarter ($0.25) coins within your drawer and the Quarters Amount field will automatically update with the total face value. For Example: At close out June has four (4) quarter coins within her drawer. June will enter 4 into the Quarters Count field on her Cash Balancing Work Sheet. The Quarters Amount field automatically displays $1.00.
Note:
Count all cash within your drawer including any remaining starting cash.
Quarters Amount (EndofShiftCloseOut_AmountQuarter)
This field displays on the Cash Balancing Work Sheet tab when you have permission (see the Cash Balance Screen field on your linked End of Shift Profile).
Enter the total face value of the quarter ($0.25) coins within your drawer and the Quarters Count field will automatically update with the physical count value. For Example: At close out June has four (4) quarter coins within her drawer. June will enter $1.00 into the Quarters Amount field on her Cash Balancing Work Sheet. The Quarters Count field automatically displays 4.
Note:
Count all cash within your drawer including any remaining starting cash.
Dimes Count (EndofShiftCloseOut_CountDime)
This field displays on the Cash Balancing Work Sheet tab when you have permission (see the Cash Balance Screen field on your linked End of Shift Profile).
Enter a count of the dime ($0.10) coins within your drawer and the Dimes Amount field will automatically update with the total face value. For Example: At close out June has twelve (12) dime coins within her drawer. June will enter 12 into the Dimes Count field on her Cash Balancing Work Sheet. The Dimes Amount field automatically displays $1.20.
Note:
Count all cash within your drawer including any remaining starting cash.
Dimes Amount (EndofShiftCloseOut_AmountDime)
This field displays on the Cash Balancing Work Sheet tab when you have permission (see the Cash Balance Screen field on your linked End of Shift Profile).
Enter the total face value of the dime ($0.10) coins within your drawer and the Dimes Count field will automatically update with the physical count value. For Example: At close out June has ten (10) dime coins within her drawer. June will enter $1.00 into the Dimes Amount field on her Cash Balancing Work Sheet. The Ones Count field automatically displays 10.
Note:
Count all cash within your drawer including any remaining starting cash.
Nickels Count (EndofShiftCloseOut_CountNickel)
This field displays on the Cash Balancing Work Sheet tab when you have permission (see the Cash Balance Screen field on your linked End of Shift Profile).
Enter a count of the nickel ($0.10) coins within your drawer and the Nickels Amount field will automatically update with the total face value. For Example: At close out June has ten (10) nickel coins within her drawer. June will enter 10 into the Nickels Count field on her Cash Balancing Work Sheet. The Nickels Amount field automatically displays $0.50.
Note:
Count all cash within your drawer including any remaining starting cash.
Nickels Amount (EndofShiftCloseOut_AmountNickel)
This field displays on the Cash Balancing Work Sheet tab when you have permission (see the Cash Balance Screen field on your linked End of Shift Profile).
Enter the total face value of the nickel ($0.05) coins within your drawer and the Nickels Count field will automatically update with the physical count value. For Example: At close out June has ten (10) nickel coins within her drawer. June will enter $0.50 into the Nickels Amount field on her Cash Balancing Work Sheet. The Nickels Count field automatically displays 10.
Note:
Count all cash within your drawer including any remaining starting cash.
Pennies Count (EndofShiftCloseOut_CountPennie)
This field displays on the Cash Balancing Work Sheet tab when you have permission (see the Cash Balance Screen field on your linked End of Shift Profile).
Enter a count of the penny ($0.01) coins within your drawer and the Pennies Amount field will automatically update with the total face value. For Example: At close out June has fifty (50) penny coins within her drawer. June will enter 50 into the Pennies Count field on her Cash Balancing Work Sheet. The Pennies Amount field automatically displays $0.50.
Note:
Count all cash within your drawer including any remaining starting cash.
Pennies Amount (EndofShiftCloseOut_AmountPennie)
This field displays on the Cash Balancing Work Sheet tab when you have permission (see the Cash Balance Screen field on your linked End of Shift Profile).
Enter the total face value of the penny ($0.01) coins within your drawer and the Pennies Count field will automatically update with the physical count value. For Example: At close out June has fifty (50) penny coins within her drawer. June will enter $0.50 into the Pennies Amount field on her Cash Balancing Work Sheet. The Pennies Count field automatically displays 50.
Note:
Count all cash within your drawer including any remaining starting cash.
Other Coin Amount1 (EndofShiftCloseOut_AmountCoinOther1)
This field displays on the Cash Balancing Work Sheet tab when you have permission (see the Cash Balance Screen field on your linked End of Shift Profile).
Enter the face value of any other denomination coins within your drawer. For Example: At close out June has a coin of another denomination not listed on this worksheet. June has one (1) Susan B. Anthony dollar coin. June will enter $1.00 into the Other Coin Amount 1 field on her Cash Balancing Work Sheet. RecTrac has an Other Coin Amount 1 and Other Coin Amount 2 field. You can simply enter the sum of all 'other' coins into the Other Coin Amount 1 field and NOT use the Other Coin Amount 2 field at all. If you had two different types of Other Coins you could utilize the Other Coin Amount 1 and Other Amount 2 fields to keep the amounts separate if desired.
Other Coin Amount2 (EndofShiftCloseOut_AmountCoinOther2)
This field displays on the Cash Balancing Work Sheet tab when you have permission (see the Cash Balance Screen field on your linked End of Shift Profile).
Enter the face value of any other denomination coins within your drawer. For Example: At close out June has a coin of another denomination not listed on this worksheet. June has one (1) Susan B. Anthony dollar coin. June will enter $1.00 into the Other Coin Amount 2 field on her Cash Balancing Work Sheet. RecTrac has an Other Coin Amount 1 and Other Coin Amount 2 field. You can simply enter the sum of all 'other' coins into the Other Coin Amount 1 field and NOT use the Other Coin Amount 2 field at all. If you had two different types of Other Coins you could utilize the Other Coin Amount 1 and Other Amount 2 fields to keep the amounts separate if desired.
Total Cash (EndofShiftCloseOut_TotalCash)
You will not visit this field. This field displays on the Cash Balancing Work Sheet tab when you have permission (see the Cash Balance Screen field on your linked End of Shift Profile).
Displays the calculated grand total of all bills and coins entered into the Cash Balancing Work Sheet.This value automatically updates as you enter counts or amounts onto this screen.
Deposit Slip (EndofShiftCloseOut_DepositSlip)
This field displays on the Cash Balancing Work Sheet tab when you have permission (see the Cash Balance Screen field on your linked End of Shift Profile).
Enter the Deposit Slip number in this field.
Note:
You can also append a Deposit Slip number to a batch from the End of Shift Change program • Assign Deposit Slip button.
Tender Balancing
Payments (EndofShiftCloseOut_PaycodeDatagrid)
This DataGrid displays on the Tender Balancing tab.
Use this DataGrid to edit the Counted Amounts for the various Pay Code amounts during Close Out.
Enter the value of the Pay Codes NOT already calculated by the system. Depending on your selections in the End Of Shift Profile RecTrac will automatically calculate and display the amount for additional payment types. In this example Check was automatically calculated which saves the clerks time. The same can be done for credit card transactions gift cards and other desired payment types. Refer back to Automatic Calculation Pay Codes in the Clerk's End of Shift Profile.
- Click the Edit Pencil icon as needed. Enter the value into the Counted Amount cell for the appropriate Pay Code.
- Click the Checkmark icon to save that change.
- help.html?screen=SAProfile_End_of_Shift_End_of_Shift&field=saprofiledetails_autocalcpaycodes#saprofiledetails_autoRepeat this process for each Pay Code in which you must enter a value.
- Click Post End of Shift when ready.
- When configured to alert clerks when they are over or short then a prompt similar to the follow displays. See Over Short Warning Amount in the Clerk's End of Shift Profile.
- If you chose to prevent End of Shift Posting when the clerk is over/under by the specified amount then the clerk sees an alert similar to the following. The clerk returns to the prior screen is given an opportunity to recount the drawer and revise the numbers. The batch cannot close until the clerk is within the allowed threshold. Refer back to Over Short Tolerance Amount in the Clerk's End of Shift Profile.
Note:
Mangers are able to see which transaction codes are over or short and by how much.
From the bottom of the screen...
Use the Next and Prev buttons to switch between the Cash Balancing Work Sheet and the Tender Balancing tabs on this screen.
Use the Cancel button to exit this screen without saving your changes.
Use the Post End of Shift button to finish the End of Shift entry and then generate the configured reports.
Email Address (EndofShiftCloseOut_CloseOutEmailAddress)
This field displays on the Tender Balancing tab when you have permission (see the Allow Email Address Entry During Close Out? field on your linked End of Shift Profile).
Enter the email address in which you want the close out reports to be sent when closing out a batch through this 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.