Simply Accounting End of Day/Shift Guide

 

Table of Contents

Step 1:  Before you Z-Out

Step 2:  Performing the Z-Out

Step 3:  Checking the Sales Information

Step 4:  Check Tender Summary Account

 

SIMPLY ACCOUNTING END OF DAY/SHIFT GUIDE:

 

This guide was written for Platinum Version 9 of AccuPOS Retail Management.  If you are running an earlier version of AccuPOS or not running Platinum, you will notice differences in the look of the Retail Management program.  Also, the Simply Accounting images and setup steps were written with Simply Accounting Enterprise 08.  If you are running a different version of Simply Accounting, there will also be slight differences in the look but the setup is not that different.

 

At the end of every shift (when the funds are taken out of the till), a Z-out (reset) end of shift report must be performed. The Z report will reset the till back to the predefined “Starting Cash” amount (which is set through AccuPOS Management), and at the same time will update Simply Accounting with sales information and tendering totals for that shift.  AccuPOS recommends running a Z-out report at the end of every shift (or day, depending on the company setup), even if there had only been one transaction.  It is much easier to keep sales information organized for one day rather than over multiple days.  It’s also more organized for the accounting end with Simply Accounting.

 

Step 1:  Before you Z-Out: (top)

 

Before you can reset the till, there are few things that need to be done in order to ensure that the information gets to Simply Accounting safely on the initial reset.

 

  1. Tender all suspended transactions on the till to be reset.  If there are any open sales, the till will not be allowed to reset.  You must load all saved orders and tender them out or cancel the transactions.  If you need to keep those suspended sales open, load them with a different till number and save them again.  That will move the suspended transaction to the new till.  To load a saved order, hit the Find/Save Order button on the Point of Sale.  (Figure 1-1)

 

Figure 1-1

 

  1. Log the till out.  As well as having no sales pending, the till in question needs to be logged out completely.  This means that no one can be logged in, even if there are no new transactions being rung in for that till.  To log out of a till, hit the Quit POS button on the bottom left of the Point of Sale screen (Figure 1-2). You may also press the Cash Till button and select a different cash till number to continue taking sales (24 hour operational business).

 

Figure 1-2

 

  1. Make sure the AccuPOS Simply Accounting Adapter is up and running and Simply Accounting is opened and logged in with administrative access and in multi-user mode.  You must also be logged into the same company file in Simply Accounting that the Adapter is pointing to.

 

*For more information on setting the Adapter path, please refer to the Simply Accounting Initial Setup Guide.

**For more information on making sure the network paths are set correctly, please refer to the AccuPOS Network setup guide.

 

Step 2:  Performing the Z-Out: (top)

 

Now that all sales are cleared for that till and the till is logged out, it can be reset.  If you are running a version other than Platinum or Elite, the till must be reset using AccuPOS Retail Management.  If you have Platinum or Elite, you may reset the till from AccuPOS Retail Management or the Point of Sale itself.

 

To perform a reset using AccuPOS Retail Management:

 

  1. Click the Z button (Figure 2-1).  The Reset Cash Tills Totals window appears.

 

Figure 2-1

 

  1. Using the drop-down arrow, select the cash till to be reset.  (Figure 2-2)

 

Figure 2-2

 

  1. Determine the total cash in the drawer, including the initial starting cash, and enter that figure in the Ending Cash field (Figure 2-3).  This includes all starting cash and all tendering codes set up as cash, such as checks.  Check the tendering codes in AccuPOS Management to determine what tendering codes are marked as Cash.

 

Figure 2-3

 

  1. Click Reset.  (Figure 2-4)

 

Figure 2-4

 

Once you click the Reset button, a Z end of shift report will appear. This report contains sales information for that particular sequence, including all tendering totals, customer payments, and a breakdown of items sold and voids by type as well as tax information.  This report can then be printed out to a printer of your choice.  This report can then be printed out to a printer of your choice.  This report is generated based on the default printer set up in windows.  Pressing Print will print the report on the selected printer.  While this is happening, the Simply Accounting Adapter will update the Simply Accounting company file by sending the sales information and updating the appropriate GL Accounts as specified in the initial setup of the Simply Accounting integration.  Once everything is imported successfully, the Adapter will display Sales imported into Simply Accounting (Figure 2-5).

 

Figure 2-5

 

To perform a reset using AccuPOS Retail Point of Sale (Platinum and Elite only):

 

  1. Determine the total amount of cash in the drawer, including the initial starting cash, and enter that figure in the Scan or Enter Item field at the Point of Sale.  (Figure 2-6)

 

Figure 2-6

 

  1. Hit the Z Out button.  (Figure 2-7)

 

Figure 2-7

 

After hitting the Z Out button, AccuPOS will automatically log the user out of the till and a reset report will print through the receipt printer.  This report is similar to the one generated when resetting a till from AccuPOS Retail Management but formatted to print through the receipt printer.  While this is happening, the Simply Accounting Adapter will update the Simply Accounting company file by sending the sales information and updating the appropriate GL Accounts as specified in the initial setup of the Simply Accounting integration.  Once everything is imported successfully, the Adapter will display Sales imported (Figure 2-5 above).

 

Step 3:  Checking the Sales Information: (top)

 

The sales update that was imported into Simply Accounting contains sales information for that particular shift/day and will post as follows:

 

  1. Add/Update customers in the Simply Accounting Customer Job list that were added or edited from the Point of Sale.
  2. Post individual Sales Receipts for all Point Of Sale transactions that had customers assigned to them with item by item information on what was purchased on that transaction.
  3. Post one summarized Sales Receipt to the CASHSALES customer in Simply Accounting for all transactions processed during that shift that had no customers assigned.  This Sales Receipt summarizes all items that were purchased through that shift for any transaction that wasn’t given a customer account attached to it.  The reference number for the particular invoice is formatted as the Cash Till number followed by the sequence number.  For example, sequence 2 of till 100 would post as 1002.
  4. Post individual invoices for all Point Of Sale transactions that were tendered using the Customer Account (AR) tendering type as well as the Payment on Account (PA) tendering type.
  5. Post Tendering Totals by type (cash, VI, MC, etc) to user defined accounts.

 

The Z report for that shift will be given a sequence number. Every time a till is reset, the sequence number increases by one.  This sequence number can be used to view transaction by transaction reports through the Point of Sale, as well as resending the sales information to Simply Accounting if, for example, the adapter wasn’t opened while the Z report was performed.  To resend a sequence that didn’t get imported yet:

 

  1. In AccuPOS Retail Management, go to File -> Export to Accounting.  (Figure 3-1)

 

Figure 3-1

 

  1. Enter the Sequence number and till number to be sent.  (Figure 3-2)

 

Figure 3-2

 

  1. Hit OK.  (Figure 3-3)

 

Figure 3-3

 

This will send the information into Simply Accounting just like it would normally when a till is reset (Step 2 above).

 

If the ending cash for the shift is either over or short, AccuPOS will still report the total cash that should have been collected. The Over/Short on the Z report does not transfer to Simply Accounting. To adjust the cash amount before you deposit, create an Over/Short account in Simply Accounting and manually transfer the over or sort amount into this account by creating a Journal Entry inside Simply Accounting.

 

Step 4:  Check Tender Summary Account: (top)

 

At the end of each day, it is necessary to check the Tender Summary account in Simply Accounting, as it is used as an additional audit trail account. The account balance should remain Zero ($0.00). Every day after Simply Accounting is updated by AccuPOS, you should check the balance of this account. If this account has a Zero balance that means that sales have posted correctly. If this account is either positive or negative, there was a problem with the update and you should contact the AccuPOS Retail Technical Support immediately.  Below is an example of how the information is imported into Simply Accounting:

 

  1. Once the till is reset, the Z Report is generated.  Notice at the top of the report is the breakdown of the sales for that sequence (Figure 4-1).

 

Figure 4-1

 

  1. Once the sales have been imported into Simply Accounting, Go to Reports -> Financials -> General Ledger and select the Tender Summary account.
  2. Note that reference number of the CASHSALES invoice is 1001 (Figure 4-2).  The 100 represents the till number and the ending 1 represents the sequence number.

 

Figure 4-2

 

  1. If you double click on AccuPOS Tendering, note the Journal Entry movements out of Tender Summary for all the sales.  These are broken down based off the tendering codes.  (Figure 4-3)

 

Figure 4-3

 

  1. In the end, after the sequence has been imported, the balance of the Tender Summary account is zero.  (Figure 4-4)

 

Figure 4-4