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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Dynamics AX POS Operations

RETAIL/POS Operations


Typically, at the beginning of the day, a cashier enters a starting amount, performs sales transactions during the day, and at the end of the day, enters an ending amount. The cashier performs a tender declaration, closes the shift, and runs a Z report to see whether there is an overage or shortage. These transactions are stored in the POS database and copied to HQ with the Distribution schedule “P-0001 POS Transactions”. This job ends up in Retail store transactions in Dynamics AX 2012. When these store transactions are transferred, calculated into statements transactions are created for:

  • Sales transactions
  • Payment transactions
  • Income and Expense transactions
  • Reason code transactions
  • Tender declaration transactions
  • Banked ledger transactions
  • Safe tender transactions
  • Loyalty point transactions
  • Order and invoice transactions

This could be the outcome of today’s activities (example):

The created statement journal (example):

The ledger transactions (example):


After posting the statements all transactions are processed into several procedures in Dynamics AX 2012. This blog explains some scenario’s mentioned above about the daily drawer and shift operations in the Dynamics AX 2012 R2 POS in relation to the statement postings in the Retail Headquarter (HQ) environment. The examples are used from the Dynamics AX R2 VM (drop 1). The procedures are explained with the usage of the following activities:

  • Create shift
  • Declare starting amount
  • Float entry
  • Tender removal
  • Income / expense accounts
  • Safe drop
  • Bank drop
  • Tender declaration
  • Suspend and resume shift
  • Blind close
  • Close shift
  • Print x/z: shift reports

Create new shift

When starting a new day it is advised to create a new swift, what means that the previous shift is closed. A shift records all drawer procedures during the day and holds the daily totals. A shift is the record of one register’s activity from the close of the previous shift to the close of the current shift. A shift typically includes the opening amount, the sales transactions, and the closing amount.

Often, each cashier works at only one register. In this case, the cashier opens a shift at the start of the day or work shift and closing the shift at the end. However, cashiers can also log on to and log off from multiple registers during the day. In this case, consider the following points about shifts:

  • If a cashier logs on to two registers, the cashier logs on to two shifts.
  • Multiple cashiers who share the same register share the same shift.
  • When one cashier logs off, and another cashier logs on, a new shift is not created. You can close one shift and open a new shift only by performing a close shift operation.
  • When a cashier moves, together with his or her till, to work at more than one register the till is “Floating”. The cashier suspends the current shift on the first register, and then resumes the shift on the second register.

Step 1: create a new swift.

Step 2: retrieve the POS transactions, a store transaction is created for the type “Logon”.

Step 3: create and post the statement. No further transactions are created in Dynamic AX 2012.

Declare starting amount

Declare the amount that is in the cash drawer when the day or shift starts.

Step 1: select the drawer option “Declare starting amount”.

Step 2: declare the starting amount in POS currency and press ok.

Step 3: retrieve the POS transactions, a store transaction is created for the type “Starting amount”. The starting Amount Receipt is printed.

Step 4: open the linked payment transactions and you will notice that two transaction lines are created. One positive amount with the payment method 1 (Cash, operation name “Pay cash”) and one negative amount with payment method 9 (Tender Remove / Float, operation name “”).

Step 5: create and post the statement.

Step 6: review the posted statement. You will mention that the amount added to the drawer is posted.

Step 7: review the ledger transactions. You will notice that no ledger transactions are created.

Float entry

Register a float entry to the cash drawer, such as an addition or a change.

Step 1: select the drawer option “Float entry”.

Step 2: declare the amount in POS currency and press ok. The Float Entry Receipt is printed.

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Step 3: retrieve the POS transactions, a store transaction is created for the type “Float entry”.

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Step 4: open the linked payment transactions and you will notice that two transaction lines are created. One positive amount with the payment method 1 (Cash, operation name “Pay cash”) and one negative amount with payment method 9 (Tender Remove / Float, operation name “”).

Step 5: create and post the statement.

Step 6: review the posted statement. You will mention that the amount added to the drawer is posted.

Step 7: review the ledger transactions. You will notice that no ledger transactions are created.
This should be part of future improvements.

Tender removal

Record the removal of money from the cash drawer.

Step 1: select the drawer option “Tender removal”.

Step 2: declare the amount in POS currency and press ok. The Removal Receipt is printed.

Step 3: retrieve the POS transactions, a store transaction is created for the type “Tender removal”.

Step 4: open the linked payment transactions and you will notice that two transaction lines are created. One positive amount with the payment method 1 (Cash, operation name “Pay cash”) and one negative amount with payment method 9 (Tender Remove / Float, operation name “”).

Step 5: create and post the statement.

Step 6: review the posted statement. You will mention that the amount added to the drawer is posted.

Step 7: review the ledger transactions. You will notice that no ledger transactions are created.
This should be part of future improvements.

Expense accounts

Record money that is removed from the cash drawer for occasional expenses.

Step 1: select the drawer option “Expense accounts”.

Step 2: declare the starting amount in POS currency and press ok. The Expense Account is printed.

Step 3: the expense amount is created and needs to be taken from cash.

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Step 4: retrieve the POS transactions, a store transaction is created for the type “Income expense”.

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Step 5: open the linked payment transactions and you will notice that one transaction line is created with a negative amount with payment method 1 (Cash, operation name “Pay cash”).

Step 6: open the linked income / expense transactions and you will notice that one transaction line is created with a positive amount with expensive type “Expense” and related account sequel number.

Step 7: create and post the statement.

Step 8: review the posted statement. You will mention that the amount retrieved from the drawer is posted.

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Step 9: review the ledger transactions. You will notice that ledger transactions are created according the setup of the Store payment method.

Income accounts

Record money that is put into the cash drawer for a reason other than a sale, for example expense changes.

Step 1: select the drawer option “Income accounts”.

Step 2: declare the starting amount in POS currency and press ok.

Step 3: the income amount is created and needs to be taken into cash. The Income Account is printed.

Step 4: retrieve the POS transactions, a store transaction is created for the type “Income expense”.

Step 5: open the linked payment transactions and you will notice that one transaction line is created with a positive amount with payment method 1 (Cash, operation name “Pay cash”).

Step 6: open the linked income / expense transactions and you will notice that one transaction line is created with a positive amount with expensive type “Income” and related account sequel number.

Step 7: create and post the statement.

Step 8: review the posted statement. You will mention that the amount added to the drawer is posted.

Step 9: review the ledger transactions. You will notice that ledger transactions are created according the setup of the Store payment method.

Safe drop

Perform a safe drop to move money from the register to a (temporary) safe.

Step 1: select the drawer option “Safe drop” and answer the question “Are you sure you want to perform a safe drop?” to “Yes”.

Step 2: declare the amount in POS currency and press ok.

Step 3: answer the question “Are you sure that you want to write these amounts to the database?” with “Yes”.

Step 4: the transaction is created and needs to be taken from cash to the safe. The Safe Drop Receipt is printed.

Step 5: retrieve the POS transactions, a store transaction is created for the type “Safe drop”.

Step 6: open the linked safe tender transactions and you will notice that one transaction line is created with a positive amount with payment method 13 (Safe drop, operation name “Safe drop”).

Step 7: create and post the statement.

Step 8: review the posted statement. You will mention that the amount added to the safe box is posted.

Step 9: review the ledger transactions. You will notice that ledger transactions are created according the setup of the Store payment method.

Bank drop

Record the amount of money that is sent to the bank and other information, such as the number of the bank bag. Make a cash drop, which is also called a bank drop, to reduce the amount of money that is in the cash drawer.

Step 1: select the drawer option “Bank drop” and answer the question “Are you sure you want to perform a bank drop?” to “Yes”.

Step 2: declare the amount in POS currency and press ok.

Step 3: answer the question “Are you sure that you want to write these amounts to the database?” with “Yes” and enter a bank bag number.

Step 4: the transaction is created and needs to be taken from cash to the bank. The Bank Drop Receipt is printed.

Step 5: retrieve the POS transactions, a store transaction is created for the type “Bank drop”.

Step 6: open the linked banked tender transactions and you will notice that one transaction line is created with a positive amount with payment method 12 (Bank drop, operation name “Bank drop”).

Step 7: create and post the statement.

Step 8: review the posted statement. You will mention that the amount added to the safe box is posted.

Step 9: review the ledger transactions. You will notice that no ledger transactions are created.
This should be part of future improvements.

Suspend shift and resume shift

Step 1: Suspend the current shift, and log off the current cashier. The Shift Suspended document is printed.

When you logon again, the shift will continue.

Step 2: select the resumed shift.

Step 3: retrieve the POS transactions, a store transaction is created for the type “Suspend shift”. The logon is created as store transaction of type “Logon”.

Step 4: create and post the statement.

Step 5: review the posted statement. You will mention that no further transactions are created.

Blind close

Set the current shift to blind close, and log off the cashier. Reason could be that you don’t want to count your draw at the terminal.

Step 1: select the drawer option “Blind close” and answer the question “Do you want to blind close the shift?” to “Yes”. The Shift Blind Close document is printed.

Step 2: the operation is marked as “Completed” and the cashier is logged of.

Step 3: retrieve the POS transactions, a store transaction is created for the type “Blind close shift”. The logon is created as store transaction of type “Logon”.

Step 4: create and post the statement.

Step 5: review the posted statement. You will mention that no further transactions are created.

Step 6: logon again and select the procedure to “Perform a non-drawer operation”.

Step 7: select the option “View closed blind shifts”.

Step 8: select one of the next procedures to continue.

Step 9: optional: print the X-Report (overview of cumulative Shift transactions).

Tender declaration

This is a typically end of day scenario to release the cash drawer and put the amounts at a save place.

Step 1: select the drawer option “Tender declaration”.

Step 2: enter the amount from the POS in the tender declaration and press ok.

Step 3: answer the question “Are you sure that you want to write these amounts to the database?” with “Yes”. The Tender Declaration Receipt is printed.

Step 4: retrieve the POS transactions, a store transaction is created for the type “Tender declaration”.

Step 5: open the linked tender declaration transactions and you will notice that new transaction lines are created for each selected payment method.

Step 6: create and post the statement.

Step 7: review the posted statement.

Close shift

A cashier typically closes the register at the end of the day or work shift. This operation closes the current shift and opens a new shift. If both the store manager and the cashier count the drawer, they perform separate counts in step 2, and then type separate notes in the Tender Declaration form. If the store manager counts the cash drawer instead of the cashier, the manager first logs on to the register, and then completes the following steps.

Step 1: select Tender Declaration.

Step 2: count the contents of the cash drawer and enter the amounts in the Tender Declaration form. Answer the question “Do you want to close the shift?” with “Yes”, the retail POS closes the shift and prints a Z report. The operation is marked as “Completed”.

Step 3: verify that the counted amount in the cash drawer matches the expected amount on the Z report.

Step 4: retrieve the POS transactions, a store transaction is created for the type “Close shift”.

Step 5: create and post the statement.

NOTE : The content has been taken from Jurgen Wilbrink – Dynamics AX Blog.