End of Day & Shift Guide

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 QuickBooks 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 QuickBooks.

Before you Z-Out

Before you can reset the till, there are few things that need to be done in order to ensure that the information gets to QuickBooks 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.
  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. You may also press the Cash Till button and select a different cash till number to continue taking sales (24 hour operational business).
  1. Make sure the AccuPOS QuickBooks Adapter is up and running and QuickBooks is opened and logged in with administrative access. You must also be logged into the same company file in QuickBooks that the Adapter is pointing to.

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

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

Performing the Z-Out from Management

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 out button. The Reset Cash Tills Totals window appears. pos manage z-out
  1. Using the menu, select the cash till to be reset. pos end of day chooser
  1. Use the Cash Calculator to determine the total cash in the drawer, including the initial starting cash, and enter that figure in the Ending Cash field. 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. You can also just count the cash by hand and enter that figure into the total field on the bottom. pos cash calculator
  1. Click the Z out button on the bottom right. 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 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 QuickBooks Adapter will update the QuickBooks company file by sending the sales information and updating the appropriate GL Accounts as specified in the initial setup of the QuickBooks integration. Once everything is imported successfully, the Adapter will display Sales imported into QuickBooks.
    pos acculink adapter

Z-out from the Point of Sale (Platinum and Elite Versions only):

  1. Press the Shift tab and select the Z (reset) button.
    pos z-out button
  2. Use the Cash Calculator to determine the total cash in the drawer, including the initial starting cash, and enter that figure in the Ending Cash field. 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. You can also just count the cash by hand and enter that figure into the total field on the bottom. pos cash calculator
  3. Click the Z out button on the bottom right.

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 QuickBooks Adapter will update the QuickBooks company file by sending the sales information and updating the appropriate GL Accounts as specified in the initial setup of the QuickBooks integration. Once everything is imported successfully, the Adapter will display Sales imported into QuickBooks.