Example Scenario of Stores Daily Procedures

Purpose:

The intent of this scenario document is to assist you with discovering the basic daily procedures for a Cashier and Manager from the design point of view. This focuses more on the movement of funds that starts with the opening of the store at the beginning of the day to posting the retail transactions at the end of the day. While there are many combinations of daily procedures, this document will be stepping through only one of the very basic workflows of a stores day.

Workflow:

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 Setup Pre-requisites

This scenario assumes that you already have basic knowledge with AX and AX Retail functionality. This is needed to perform the steps in this scenario as not all details are outlined. This also assumes that all basic Retail functionality has already been configured and connected.

While there are many combinations of setup configurations, below are a few of the detailed configurations that you’ll need to set in order obtain the same results that the scenario concludes:

1. Configure the Stores Payment methods (Retail >> Common >> Retail channels >> Retail stores >> Seattle >> Set up menu tab >> Payment methods)

a. Cash payment method on the store needs to be configured with its own Posting Accounts (recommended to use its own Ledger account)

b. It should also be configured with the following:

 

  • POS count entries – checked
  • Counting required – checked
  • Allow float – checked
  • “Taken to bank” and “Taken to safe” options checked as well as configured to use Bank and Safe transaction accounts

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c. Credit card payment method must exist and be configured with a Posting Account (recommended to use its own Ledger account).

 

  • POS count entries – checked
  • No need to select the tender declaration options unless you want to count the credit card receipts.

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d. Tender Remove/Float must exist and be configured with a Posting Account (recommended to use the same Ledger account as Cash)

  • This payment method is only used for Tender removals/floats and Declare starting amounts, do not select POS count entries or the tender declaration options

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2. Store Configurations (Retail >> Common >> Retail channels >> Retail stores >> select your store >> Miscellaneous >> Payment method)

 

a. The Payment method should be configured to use the same one listed in 1.d for Tender Remove/Float. 

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3. Any changed data should be synced to the POS using the Distribution schedule

a. If the payment methods and the store form were the only changes made, run the 1070 – Channel configuration.

4. A General journal (General Ledger >> Journals >> General Journal) should be created to move any POS cash drawer amounts from a Bank account into the Cash payment methods Ledger Cash account.

110110-Bank Account                     Credit $200                             OFFSET 112100-Deposits Cash

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 Scenario

Cashier at the POS

1.As a cashier, you would start the day by obtaining your cash drawer from the back office safe containing $200 in cash/coin change.

2. Go to your assigned till and log into your POS station

3. Select Open a new shift and select a Drawer if prompted.

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4. Select “Declare starting amount” to enter the $200 already in the cash drawer.

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5. Perform multiple sales transactions, selling items totaling:

a. $3,000 in cash

NOTE: Use Price Override + Tax 0% = $3,000

  • Item 1 = $1,000
  • Item 2 = $1,000
  • Item 3 = $500
  • Item 4 = $500

b. $1,000 in credit cards

  • Item 5 = $1,000

6. Select “Safe drop” and enter $500 in “Cash-Cash” to remove money from the drawer and put it in the back office safe for security purposes.

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7. Select “Bank drop” and enter $1,000 in “Cash-Cash” to remove money from the drawer and put it in a numbered bank deposit bag which is taken to the bank for security purposes.   

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8. Enter the bag number in the prompt to track the bank drop. 

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9. Select “Float entry” and enter a value of $10 for the addition of a new roll of quarters to the drawer.   

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10. Select “Tender Removal” and enter a value of $150 to remove 15 $10 bills from the till for another register. 

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11. At the end of the shift, Select “Print X” to print the X-report to view the current shift amounts. This helps check and balance the tender declaration. Performing this operation has no effect on the balances, it is simply a till report.

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12. Select “Tender declaration” to enter in the drawer counted amounts under ‘Cash-Cash’. Normally the ‘Short’ amount from the X-Report would equal the counted amount in the cash drawer.

a. Entries

  • + 200 Start Amount
  • + 3,000 Cash Sales Transactions
  • – 500 Safe Drop
  • – 1,000 Bank Drop
  • +   10 Float Entry
  • – 150 Tender Removal
  • =$1,560 counted

b. The $1,000 in Credit card transactions is separate and not required for counting based on Step 1.c.ii.

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13. Select “Close Shift” to close out the shift on this till, this auto-prints a Z-Report.

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AX Client (manager in the back office)

1. Manager logs into the AX client

2. Run the P-job to sync the transactional data from POS to the AX database. (normally performed in batch, but in this scenario we will run it manually)

 

3. Create a new Statement for the store and configure the Setup settings on how the transactions are pulled into the statement (example: ‘Date and Time’ or ‘Shift’)

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4. Calculate statement and reconcile for posting.

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SUMMARY OF THE STATEMENT LINES CALCULATIONS:

a. Cash USD – Calculated:

  • + 200 Start Amount
  • + 3000 Cash Sales Transactions
  • +   10 Float Entry
  • –   150 Tender Removal
  • = 3060 Transaction amount
  • + 1000 Banked amount
  • + 500 Safe amount
  • = 1560 Total
  • – 1560 ‘Counted’ from Tender Declaration
  • = 0.00 Difference amount

b. Visa Card USD – Calculated:

  • + 1065 Sales Transaction
  • = 1065 Total
  • – 1065 Auto-Counted (Cards payment method is not marked for ‘Counting required’, so this is auto-counted)
  • = 0.00 Difference amount

c. Tender Remove/Float – Calculated: (this balances out the operations functions of start amounts, float entries, and tender removals)

  • –   200 Start Amount
  • –     10 Float Entry
  • +   150 Tender Removal
  • =    -60 Total
  • +     60 this is auto-Counted due to operation functions of start amounts, float entries, and tender removals.
  • = 0.00 Difference amount

5. Post the statement.

6. In General Ledger, perform one or more General Journal entries to move funds from the Cash ledger account and the Credit Card account to the Bank account for the funds deposited into the bank.

NOTE: Keep $200 purposely set aside as this was left in the cash drawer for “tomorrow’s opening”

112100-Deposits Cash                    Credit $1,300      OFFSET 110110-Bank Account

112000-Safe drop                             Credit $500         OFFSET 110110-Bank Account

112010-Bank drop                            Credit $1,000      OFFSET 110110-Bank Account

112120-Deposits-Credit Card      Credit $1,000      OFFSET 110110-Bank Account

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