index AccuPOS Accounting Guide
This guide was written for Version 11 of AccuPOS
 
Sage 50 Accounts End-of-Day Shift
 

Step-by-step instructions

At the end of every shift (when the funds are taken out of the till), a Z end of shift report must be performed. The Z report will reset the till back to the pre defined ‘Starting Cash’ amount, and at the same time will update Sage 50 with sales information and tendering totals.

Before you can Z out…

Close all suspended transactionsYou must complete all suspended transactions that are assigned to this till. If you need to keep these tickets open, you may load them using a different till and save them back. Doing so will assign the transaction to the new till.

Log the till outIf you click on the Z button and the till is not available for reset, it means that it is still logged in at the Point Of Sale. Before you can Z out, you must log the till out by either closing the Point Of Sale program or logging a different till in.

The Z end of Shift report is done using AccuPOS management:

  1. Click on the Z button.




  2. From the pop up screen, select the Cash Till number you used to process transactions.




  3. Count the total cash and cheques in your till (including starting cash) and enter the total in the Ending Cash field.

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  4. Click on Z-out button.

Once you click on the Z-out button, a Reset report will appear. This report will contain tendering totals, sales and returns by type, VAT total and Total ex.VAT for this shift.

At the same time, the AccuLINK Sage Adapter will update the Sage 50 company file, check the adapter and make sure that Sales have been imported into Sage 50 and no errors occurred.

The update will contain sales information for that shift and will post as follows:

  • Update customers in the Sage 50 customer job list that were changed at the Point Of Sale.
  • Create individual Sales Invoices for all Point Of Sale transactions that had customers assigned to, just the way they happened at the Point Of Sale.
  • Create one summarized Sales Invoice for all transactions processed during this shift that had no customers assigned to the POS customer in Sage 50.
  • Create individual Invoices for all Point Of Sale transactions that where tendered using the Customer Account tender type.
  • Create Tendering Totals by type to user defined account.

The Z for that shift will get a sequence number assigned. It can be used to view transaction detail reports, regenerate Z reports and resend sales information to accounting using this sequence number.

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 Sage 50. To adjust the cash amount before you deposit, create an Over/Short account in Sage 50 and manually transfer the over or sort amount into this account by creating a Journal Entry.

At the end of each day, it is necessary to POST/UPDATE invoices and credit notes created. This in turn will transfer the funds from Tender Summary to the accounts you have specified in your AccuPOS Retail. Please check the Tender Summary account in Sage 50, as it is used as an additional audit trail account.

The account balance should remain Zero (£0.00). Every day after Sage 50 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 support team immediately.



Copyright 2011 AccuPOS Point of Sale