POS End of Day Guide
The Point of Sale module is a retail Point of Sale system that supports the sale of inventoried and non-inventoried items from your Ships Store, Parts Counter and Fuel Dock. This module interfaces with the Inventory Control, Special Order Processing, General Ledger and Accounts Receivable modules.
DockMaster Point of Sale
Transactions entered can consist of all of the following:
Sales transactions that are paid for at the time of Sale.
Sales transactions that are charged at the time of Sale.
Received on Account transactions – where a customer comes in an makes a payment towards what is owed to the company. Functions – Received on Account.
Part returns from previously sold items. Functions – Refund Items
Refunds to customers account. Functions - Debit Customer Account.
Cash Paid out – Functions – Paid Out
Create a Special Order for a part that is not in stock and needs to be ordered. Functions – Special Oder.
1. Click Functions
When the day is finished or when you change clerks during the day – The END OF DAY process should be run to balance out the till. This process should be run at least once a day (usually at the end of the day) in order to keep the accounting for that day’s transactions separate from another day.
2. Click Daily Procedures
3. Click End of Day
4. The Register is Automatically Selected. If closing multiple tills (see below) select the Register to close by checking the All Registers box.
Normally the End of Day will be run for the Register that the clerk is working on. Each clerk would have their own register and own cash drawer.
This is not the best practice, but is an option if necessary: IF THERE ARE MULTIPLE REGISTERS - select All Registers and then select the register you would like to close. For example, if there are three registers on site, you could bring the three cash drawers to a central location and close out each drawer individually by using one computer. In another case, a marina may use a designated computer to ring up card only transactions for fuel. Both registers can be closed at the same time since there is only one cash drawer to count, but two registers with card receipts.
5. Verify the Start Date and End Date and click Select.
This will display the recap of the tickets completed on that date. It is EXTREMELY important that the POSTING DATE is the same date as what you are closing out. If the end of day is being run for a prior date you MUST remember to change the POSTING date as well. This is important for the following reasons:
When a POS ticket is completed, it will update the Universal Sales tax report as of the day it is completed.
If the End of Day process is not run in a timely manner, you will need to go back and run the process for a prior date. If the date falls in the previous month, make sure that the Journal Transactions created are on the correct complete date to avoid issues with reconciling Accounts Receivable, Cash Clearing and your Bank Account.
6. Enter the Counted amount for the cash drawer
Once the tickets are selected and your grid is displayed recapping the various pay type used, it is Extremely important that the “COUNTED” amount be entered correctly for each pay type.
7. If the incorrect amount is entered for the Cash count, the amounts entered will result in a cash/over short journal transaction being created for Cash.
8. A warning will display regarding this Over/Short issue so you can verify that the amounts you entered are correct.
9. Click Post
When everything is entered correctly and you click Post/Print or Post – a display will come up giving you the Batch that this process is creating and the Journal Transactions that will be created for this process. It is our recommendation that this information be written down and turned in along with the Monies and Credit card receipts for the day.
Audit Point of Sale Batches
10. Click Inventory Management
11. Click Point of Sale Reports
12. Click Reports
13. Right click Report ID
14. Click List DM Reports or click F6 in the text box
15. Double click to select DM.POS.UNBATCHED.TKT or click to highlight the report and select the report
16. Select the report
17. Select Report Main
18. Add Status to the Selected List if it is not already included
19. Click the paper icon to generate the report
20. Click the magnifying glass to preview
21. Review transactions
The report example below indicates that for Register 950, the end of day needs to be run for each day that there is a Completed (Status = C) ticket listed. The tickets with the Status “O” should be reviewed to see if they can be completed or if they should be voided.
Review Journal Entries
This journal transaction is the transaction that recaps ALL Sales type transactions. Any Received on Account type transaction will not be included as an ROA transaction will write a separate journal transaction when that ticket is completed. The amount posting to the “CASH CLEARING” account represents the amount of Cash, Checks and Credit Card transactions taken at the time of the Sale.
22. Click General Ledger
23. Click Journal Transactions
24. Click Journal Transaction Inquiry
25. Right Click and list Posted
Select the batch you would like to review.
26. Review the G/L Entries
If the drawer had a Cash over/short indicated when the End of Day Process was run, a separate entry may be made. If the journal transaction was created in error and there truly was no Cash over/short then the Journal transaction should be posted individually and then reversed OR the transaction could be deleted. DockMaster does not recommend ever deleting journal transactions as it corrupts the Audit Trail created from the End of Day Process.
