New to Microsoft RMS - What is proper procedure to close out regis

Posted by Dennis D on November 13, 2006, 3:03 am

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Hello, can someone please tell me how to close out register for the end of
day? I am opening in a week and I had some friends come to my store and they
bought some stuff using their credit card. When I closed my register, I
entered $0 for the cash transactions since I had no cash transactions but for
the Amex line, was I suppose to enter in my total sales in credit cards since
my friends used Amex? I thought that information was suppose to be populated
automatically by the software since the credit cards was processed by the
software. Reason why I ask is because I am showing a shortage in the amount
of the sale when I looked at the end of day reports. Also how do I resolve
that? Any help is greatly appreciated.

Posted by GregDxb on November 13, 2006, 5:49 am

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Hi Dennis D,

What happen to the people who have installed it for you ??? they just left
and run away with your money ?? without proper training on how to use the RMS
software??

closing out depends on your procedure.but normally,printing the z-report in
the end of day will closed that batch and that day sales (if it is generated
prior to 12 o'clock midnight) :)

currently..in our shops.the cashier needs to:

1) count the money on the till (drawer) then input it the opening amounts
(close/open - F5)

---do the normal sale---
2)in any given time of the day, you can generate/know the up-to-date sales
without
closing the batch by printing X- Report (open/close - F5)

3)Before closing the shops..again they have to count the money in the
till(drawer) and any other transaction made via card,check or any mode of
payment
--then--input it in the closing amounts (open/close - F5)

*Note: you can generate X- report , to check if transaction has been tallied
or not
before print the Z-report. In this way, you can still rectify your sales
without posting it.

4) Generate Z- reports to finally close the day sale.

Note: Asked whoever reseller have installed your RMS software for proper
training.

I hope in some way I'd help you..

"Dennis D" wrote:

> Hello, can someone please tell me how to close out register for the end of

> day? I am opening in a week and I had some friends come to my store and they

> bought some stuff using their credit card. When I closed my register, I

> entered $0 for the cash transactions since I had no cash transactions but for

> the Amex line, was I suppose to enter in my total sales in credit cards since

> my friends used Amex? I thought that information was suppose to be populated

> automatically by the software since the credit cards was processed by the

> software. Reason why I ask is because I am showing a shortage in the amount

> of the sale when I looked at the end of day reports. Also how do I resolve

> that? Any help is greatly appreciated.

Posted by Dennis D on November 13, 2006, 9:17 am

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Greg,
Thank you for your response and for answering my question in detail. It
definetly helps me.

Yes, we received some training but he did not mention having to manually
enter in the credit card sales when closing but thanks to you, now I know. I
can't reach him nor his partner regarding how to correct the shortage since
the z-report was already created. I am hoping this can easily be reversed.

Thanks again,
Dennis D.

"GregDxb" wrote:

> Hi Dennis D,

> What happen to the people who have installed it for you ??? they just left

> and run away with your money ?? without proper training on how to use the RMS

> software??

> closing out depends on your procedure.but normally,printing the z-report in

> the end of day will closed that batch and that day sales (if it is generated

> prior to 12 o'clock midnight) :)

> currently..in our shops.the cashier needs to:

> 1) count the money on the till (drawer) then input it the opening amounts

> (close/open - F5)

> ---do the normal sale---

> 2)in any given time of the day, you can generate/know the up-to-date sales

> without

> closing the batch by printing X- Report (open/close - F5)

> 3)Before closing the shops..again they have to count the money in the

> till(drawer) and any other transaction made via card,check or any mode of

> payment

> --then--input it in the closing amounts (open/close - F5)

> *Note: you can generate X- report , to check if transaction has been tallied

> or not

> before print the Z-report. In this way, you can still rectify your sales

> without posting it.

> 4) Generate Z- reports to finally close the day sale.

> Note: Asked whoever reseller have installed your RMS software for proper

> training.

> I hope in some way I'd help you..

> "Dennis D" wrote:

> > Hello, can someone please tell me how to close out register for the end of

> > day? I am opening in a week and I had some friends come to my store and they

> > bought some stuff using their credit card. When I closed my register, I

> > entered $0 for the cash transactions since I had no cash transactions but

for

> > the Amex line, was I suppose to enter in my total sales in credit cards

since

> > my friends used Amex? I thought that information was suppose to be populated

> > automatically by the software since the credit cards was processed by the

> > software. Reason why I ask is because I am showing a shortage in the amount

> > of the sale when I looked at the end of day reports. Also how do I resolve

> > that? Any help is greatly appreciated.

Posted by Terrible Tom on November 13, 2006, 11:59 am

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Reopening a closed batch to adjust closing amounts is probably not worth the
trouble unless that data goes directly to your accounting system - and even
then, it is already too late.

Our closing procedure is this:
1. Secure register with manager login - cashiers don't have sufficient
priveleges to enter opening/closing amounts or print X/Z/ZZ reports.

2. Print X Report.

3. Count.

4. Balance against X Report. If, for example, Debit is $50 short & MC/Visa
is $50 over, find the offending transaction(s) and correct them. Once
balanced...

5. Enter closing amount

6. Print Z Report.

The next day, whomever puts the cash in the drawer should enter the opening
amounts at that time.

Good luck,
Tom
--
Stop fishing for e-mail

"Dennis D" wrote:

> Greg,

> Thank you for your response and for answering my question in detail. It

> definetly helps me.

> Yes, we received some training but he did not mention having to manually

> enter in the credit card sales when closing but thanks to you, now I know. I

> can't reach him nor his partner regarding how to correct the shortage since

> the z-report was already created. I am hoping this can easily be reversed.

> Thanks again,

> Dennis D.

> "GregDxb" wrote:

> > Hi Dennis D,

> >

> > What happen to the people who have installed it for you ??? they just left

> > and run away with your money ?? without proper training on how to use the

RMS

> > software??

> >

> > closing out depends on your procedure.but normally,printing the z-report in

> > the end of day will closed that batch and that day sales (if it is generated

> > prior to 12 o'clock midnight) :)

> >

> > currently..in our shops.the cashier needs to:

> >

> > 1) count the money on the till (drawer) then input it the opening amounts

> > (close/open - F5)

> >

> > ---do the normal sale---

> > 2)in any given time of the day, you can generate/know the up-to-date sales

> > without

> > closing the batch by printing X- Report (open/close - F5)

> >

> > 3)Before closing the shops..again they have to count the money in the

> > till(drawer) and any other transaction made via card,check or any mode of

> > payment

> > --then--input it in the closing amounts (open/close - F5)

> >

> > *Note: you can generate X- report , to check if transaction has been tallied

> > or not

> > before print the Z-report. In this way, you can still rectify your sales

> > without posting it.

> >

> > 4) Generate Z- reports to finally close the day sale.

> >

> > Note: Asked whoever reseller have installed your RMS software for proper

> > training.

> >

> > I hope in some way I'd help you..

> >

> > "Dennis D" wrote:

> >

> > > Hello, can someone please tell me how to close out register for the end of

> > > day? I am opening in a week and I had some friends come to my store and

they

> > > bought some stuff using their credit card. When I closed my register, I

> > > entered $0 for the cash transactions since I had no cash transactions but

for

> > > the Amex line, was I suppose to enter in my total sales in credit cards

since

> > > my friends used Amex? I thought that information was suppose to be

populated

> > > automatically by the software since the credit cards was processed by the

> > > software. Reason why I ask is because I am showing a shortage in the

amount

> > > of the sale when I looked at the end of day reports. Also how do I resolve

> > > that? Any help is greatly appreciated.

Posted by ergie63 on November 13, 2006, 6:46 pm

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As you indicate, leaving the cc card box empty causes RMS to calculate a
"shortage" on the z-report and post the same amount to the accounting books.
You also correctly indicate that it seems redundant to sum the credit card
tickets and enter the total in the screen.

This is what I did and do:
1) Ignore the "shortage" for credit cards on the z-report.

If you are integrated with accounting:
2) Remap the RMS GL Accounts. In other words, the RMS transaction "Tender
Over/Short: Credit Card" should be posted to a GL "Tender Received: Credit
Card" account.
3) At the end of the day, $300 in charges will appear as a shortage on the
z-report but as a receipt in your GL. You have done no extra work, no extra
report printing, and no extra keystrokes.

Also consider...
4) At the end of the month you will want to have a methodology that
reconciles the amount deposited into your bank and the credit card receipts.
There is always a lag, just like the checks you write.
5) Also at month end, depending how you set up your tender accounts, you
may want to post a closing entry to zero out your various tender accounts,
otherwise they will keep accumulating into nonsensical numbers.

I have never had a discrepancy in RMS that would have been solved/prevented
by to summing up the credit card tickets daily. There are several different
ways to integrate RMS with your G/L package, depending on the level of
financial controls you wish to have. IMO this is beyond your reseller's
expertise.

-Eric
14mo RMS user and former accounting controller.

"Dennis D" wrote: