This tutorial will show a way to enter and remove a till float, and how to cash up and balance your till drawer at the end of the day so that your figures are balanced to zero and nothing is carried forward to the next work period except your shorts and overs.
This is my first tutorial so apologies if there are any small errors, and if anyone has a better way of doing this feel free to comment
Part 1 - Till Float Set Up
For this you will need the Following Automation Commands:
- Enter Float
- Balance Float
The following Account Settings:
- Account Type - Till Float
- Accounts - Float IN and Balance Float
- Account Screen - Floats
- Transaction Types - Float IN and Balance Float
- Document Types - Float IN and Balance Float
The Following Actions:
- Create Account Transaction Document - Enter Float
- Create Account Transaction Document - Balance Float
The Following Rules:
- Automation command Executed - Balance Float
- Work Period Started - Enter Float (automatically enter float value when opening work period)
- Automation Command Executed - Enter Float (optional if balancing and changing the drawer during a work period so you can replace the cash drawer with another and manually enter the float)
Automation Commands
-
Enter Float
Automation-> Automation Commands-> Add Automation Command and set up Enter Float as below (leave mapping blank)
-
Balance Float
Automation-> Automation Commands-> Add Automation Command and set up Balance Float as below (leave mapping blank)
Account Settings
- Account Type - Till Float
Create an account type and call it âTill Floatâ
- Accounts
Create two accounts, one called âFloat INâ and the other called âBalance Floatâ
Click Accounts-> Add Account, Enter account name as âFloat INâ and select account type as âTill Floatâ from account type we created in step 1
Repeat this step to set up the Balance Float account ensuring the account name is âBalance Floatâ and the account type is âTill Floatâ
- Account Screen
Select Account Screens-> Add Account Screen, enter name as Floats, select Work Period as the filter type, ensure you have ticked Display as tree AND ticked Display Details (otherwise the balance float button will not work). Click select next to account type and add the âTill Floatâ account set up in step 1 and finally click select next to Automation Command and select Balance Float and Enter Float (Enter Float is optional and only needed if you will remove a float and start another in the same work period) dont forget to click SAVE
- Transaction Types
Transaction Types-> Add Account Transaction Type and setup Float IN as below
Transaction Types-> Add Account Transaction Type and setup Balance Float as below
- Document Types
Document Types-> Add Document Type and set up Float IN as below, mappings can be left blank
Document Types-> Add Document Type and set up Balance Float as below, mappings can be left blank
Actions
-
Create Account Transaction Document - Enter Float
Automation-> Actions-> Add Action, set up Enter Float as below ensuring all account details are spelt exactly or it wont work, and that amount is set to [:Amount], this will allow you to enter an amount for you till float each time.
-
Create Account Transaction Document - Balance Float
Automation-> Actions-> Add Action, set up Balance Float as below ensuring all account details are spelt exactly or it wont work, and that amount is set to [:Amount], this will allow you to enter an amount for you till float each time. In this action ive also added [:Description], this will allow you to enter a reason for removing the float, you will see further in the tutorial i have mine set to âEOD Reconciliationâ which will show in the accounts. You can however set a keyboard to appear (when creating the rule) so you can type any reason you want, for example if you are changing the drawer during the work period you may want to type in the cashiers name so you know who was using that drawer
Rules
- Automation command Executed - Balance Float
Automation-> Rules-> Add Rule and set up balance float as below:
You can see i have Description set as âEOD Reconciliationâ you could instead set this allow you to show a keyboard to manually type in the reason
Amount is set as [?Enter Remove Float Value;(\d{1}.\d{2}|\d{1}\d{1}?.\d{2}|\d{1}\d{1}\d{1}?.\d{2}|\d{1}\d{1}\d{1}\d{1}?.\d{2})?|0;;CON;49,50,51|52,53,54|55,56,57|190,48,8] and this will show a keypad so you can type the value if the float being removed, or if you always use a set value in your float such as ÂŁ100, then type 100.00 here instead and it will balance 100.00 instead of having to type it in. (in this case ensure you enter float is always set to the same value)
- Work Period Started - Enter Float (automatically enter float value when opening work period)
Automation-> Rules-> Add Rule and set up enter float float as below, this step will automatically happen after opening a work period
Either enter you float value if it is always the same such as 100.00 in the Amount or enter the following to show the keypad to manually enter
[?Enter Float Value;(\d{1}.\d{2}|\d{1}\d{1}?.\d{2}|\d{1}\d{1}\d{1}?.\d{2}|\d{1}\d{1}\d{1}\d{1}?.\d{2})?|0;;CON;49,50,51|52,53,54|55,56,57|190,48,8]
- Automation Command Executed - Enter Float (optional if balancing and changing the drawer during a work period so you can replace the cash drawer with another and manually enter the float)
Automation-> Rules-> Add Rule and set up enter float float as below
Amount = [?Enter Float Value;(\d{1}.\d{2}|\d{1}\d{1}?.\d{2}|\d{1}\d{1}\d{1}?.\d{2}|\d{1}\d{1}\d{1}\d{1}?.\d{2})?|0;;CON;49,50,51|52,53,54|55,56,57|190,48,8]
This is the POS Flow after setting up the above
Open work period and prompted to enter float value (or if you have set this to a value eg ÂŁ100.00 the keypad wont show and the float will automatically be added)
Go to Accounts and you will see you have a cash figure of 50.00, the float value just entered
Press account details and change âdefaultâ to work period and you can see the record for Float In (ignore my balance brought forward figures im still testing my system)
click close to go back to the account screens
select the float account screen
you can see the 50.00 float value credited to the Float In account AND the two buttons (in my case red and green) for balance float and enter float.
Click on the float in line, then account details and it will display the log to view
to balance the float at end of work period OR when changing cash drawers select the Balance Float button and enter you float value to remove (should be the same value and float entered)
you will notice the float account screen doesnt refresh
simply click on the floats option at the top of the screen again and it will refresh and show that you have removed the float
Click on your sales account screen (ive called it sales you might have it as something else) and you can see the cash figure has now balanced at Zero as you have removed the 50.00 float that was previously entered
if you now click the cash line and click account details for the transaction log, the change âDefaultâ to âWork Periodâ in the top left you can see float in 50.00 AND EOD Reconciliation 50.00 (again ignore my balance brought forward details, system is still in test)
You have now successfully balanced and removed the till float and these figures will NOT carry over to the next work period so when you start a new work period you float values will be zero. Remember to filter any reports or transaction details from Default to Work Period to just see the details for the current open work period
Hope this helps, Ill add a database tools file soon
Next tutorials will including balancing cash, card and vouchers to zero, moving shorts and overs to a shrinkage account so each work period starts with nothing carried over and a petty cash setup