TABLE OF CONTENTS
- Introduction
- Cashing Up
- Variances between Z-Read and Cashup Amounts
- Cashing Up Reconciliation Report
Introduction
This article explains how to ‘Cashup’ using the Merac back office software. This process requires you to enter the actual takings you counted, then the difference between these figures you entered and the till's expected figures (the ‘Z Read’) is calculated. This calculated difference is known as the “Variance”. Although this process is not mandatory, it would be required if you want to have and audit trail of these figures in the Merac software, and for the related reports for cashing up and variance tracking to be used.
Cashing Up
Login to the ‘Merac’ back office software and click on the ‘Tills’ main menu button.
Select the required date that you wish to cash up the till on using the date selector.
Double click on the cash drawer you want to cash up.
Please note you can only cash-up a cash drawer that is closed, i.e. the ‘Z read’ has been done at the till for that cash drawer. The column will show in a red colour for any cash drawer that is closed, i.e. a 'Z read' has been done at the till.
You will see the screen as shown below.
Next click the ‘Cash Up’ Button
You will see the screen as shown below - click the ‘Yes’ button.
You will now see the following screen.
Figures from the ‘Z-read’ and any 'Variances' will automatically appear in the relevant (middle and right hand) columns.
Now enter the actual amounts counted for each payment method in the left hand section called 'Money in Cash Drawer'. There are 2 columns to allow for the entry of quantity and value for payments methods. This is because variance on both quantity and value is required, calculated and is reported on.
For any payment method where a quantity is also required, enter this information as well.
Please note when entering the 'Cash in Till:' amount this can be entered in the relevant box, just by typing in the required value for the cash counted (which would include any float amount if the float was entered on the Merac PoS when opening this cash drawer). Alternatively if the 'Calc' button is clicked then below screen will appear, to enable you to enter the quantity of each denomination of note and the total value of coinage counted.
Once all the required data has been entered, on clicking 'Ok' the total cash value entered will populate the ''Cash in Till:' field on the 'Cashing Up' screen.
Once the required data has been entered, click the ‘Cash Up’ button again (at the bottom of the screen).
At the following screen click the ‘Yes’ button.
Variances between Z-Read and Cashup Amounts
Any variance between the ‘Z read’ and amounts you just entered will now show in the 'Variances' column.
If there is any variance at all (positive or negative) you must enter a reason for this variance. To do this simply click in the 'Reason' field and type the required reason for the variance reported, e.g. "Counting error". Once any variance reason has been entered or if there is no variance, then has been done, or there is no variance then click the ‘Finalise’ button.
Click the ‘Yes’ button at the screen shown below.
Cashing Up Reconciliation Report
You will now get an option to print the cashing up reconciliation report, click ‘Yes’ or ‘No’ as required.
If you click ‘Yes’, then you see the following screen.
The 'Report Parameters' default to the correct till and date and time, so these should not need to be changed.
If you wish to print a hard copy of the report:
- Select the required printer from the ‘Printer’ drop-down list (where indicated above).
- Select the required number of copies from the ‘Copies’ drop-down list to be as required.
- Click the ‘Print’ button (bottom right corner of the screen).
- Click the ‘Cancel’ button to exit the report screen.
If you wish to view a copy of the report on screen:
- Click the ‘Screen’ button (bottom right corner of the screen).
- Click the ‘Close’ button to exit the report.
- Click the ‘Cancel’ button to exit the report screen.
Alternatively, if you do not want to print or view the ‘Reconciliation Report’ click ‘No’.
You will be back at the following screen, click ‘Close’.
You have now finished the cashing up procedure.