Register Management

In Orders, select LOCATION > My Registers to display the My Registers view.

The list of registers shown is based on whether you have Manage Registers permission. If you have this permission, you can see all registers in all Locations where you are assigned as a User (based on Locations configuration in IDI Desktop Client POS Back Office). Without this permission you can only see registers that match your Username.

You can filter the list to show only registers for a specific Location by selecting one from the drop-down menu, and/or by Username by making an entry in that field and then clicking Search. You can also sort the list on Location or Description by clicking the respective column headers.

The kebob (vertical dots) in each row provides access to register functions based on the register’s status and other permissions, settings, and conditions as indicated below.

Example:

Making Yourself the Current User on a Register

You must be the current user on a register to use it for transactions that require a register. The Current Register field indicates the register (if any) where you are the current user.

Note:

You can have multiple registers with your username at the same time; however, you can only be the current user on one register at a time, and a register can only have one current user at a time.

There are two ways to make yourself the current user on a register:

• Use the Set Current Register option in the register’s kebob menu. This option is available on any register that matches your Username

• Or click the Assign Register button.

Assign Register Dialog

The Assign Register dialog lets you select a location where you are an authorized user, and then select an available register in that location.

Note:

The registers presented in the selector depend on the Enforce Register Management setting:

• When disabled, all registers you are authorized for will be presented.

• When enabled, only registers that match your Username or have no Username and Machine Name are presented.

  Note:

  Managers can use the Edit Registers dialog to clear a register’s Username and Machine Name to make it available in the selector.

On selecting a register, you’ll see that register in the Current Register field. You can use the Clear link to remove yourself as the current user.

Edit Register

Users with Manage Register permission can use the Edit Register option in a register’s kebob menu to remove the current user and make it available for a different user.

• To make it exclusively available for a specific user, clear the Username and Machine Name fields, and enter the new Username. Leave the Machine Name blank. An example use case would be if a manager wants to reserve a certain register for a new trainee coming in later that day, they would put the trainee’s username on it so no other employees would see that register as available and thus could not be assigned without manager intervention.

• To make the register available for any authorized user, simply clear the Username and Machine Name.

Note:

When a user makes a register their current register, the Machine Name will be set to Web Browser, which is a generic Machine Name that works for all web users. If the field shows an actual Machine Name as set in IDI Desktop Client Back Office Management > Locations, and Enforce Register Management is enabled, the actual Machine Name must be cleared before you make the register available for a different user.

Opening a Register at the Start of a Shift or Day

At the start of a business day or shift you open the register by floating an initial amount of cash. The system will not let you perform any other register-related transactions without first performing a float.

Note:

The Auto Float Register Policy setting lets you set up your system to automatically perform floats; however, you can still perform manual floats as needed using the kebab menu option for any register with a status of Reconciled.

To open a register for business:

• Choose a register where Status = Reconciled (or not already Open).

• Choose Float from the kebob menu to initiate a Float transaction.

• Select a reason as configured in POS Back Office > Setup > Transaction Reasons. This may also default to a reason set via Order Field Configuration.

• Confirm the amount to float. This defaults to the amount specified by the Register Policy. You can adjust the amount if necessary.

• As an option, you can enter a Note and/or choose to view a receipt for the float transaction.

• Click Submit. Once the float transaction is completed and the float is confirmed, the register status changes to Open and the register is ready for business.

Viewing Tender Amounts

The View Tender Summary kebob option displays the amount of each tender type taken on this register since the last reconcile. This option is always available for users with Manage Registers permission and is available for other users when Show System Totals is enabled in the Register Policy.

Note:

Only Tender Types that have a non-zero (0) amount will display. If no tenders taken on the register since the last reconciliation, the dialog will be empty.

Reconciling a Register

At the end of a business day or shift, or as needed, the Reconcile function lets you compare actual tender amounts in the register with expected amounts as entered through register transactions. This involves counting the actual amounts for each tender type and entering those amounts in the Reconcile dialog. The counted amounts you enter are compared with the expected amounts, taking into account the starting (float) amount, and all sales and return transactions. The dialog presents you with counted, expected, and over/short amounts for each tender type as well as the respective totals.

Note:

The same conditions that govern showing current tender amounts (above) apply here for expected totals and over/short amounts. This lets you hide these amounts from sales associates to prevent them from adjusting counted amounts to match expected amounts. In this case, expected amounts are masked (******) and over/short is indicated as Exact, Within Variance, or Outside Variance rather than as actual amounts.

Note:

You can also use the Register Policy to specify:

• whether to require exact amounts or allow reconciliation to be completed when overages or shortages are within the specified variance.

• the allowed variance for overage and shortage if variance is allowed.

• force daily reconcile transactions. Whether you force or not, you can always perform a manual reconciliation as needed.

• Auto-reconcile via a scheduled job. This is used by locations that take no physical form of payment.

To reconcile a register:

• Choose Reconcile from the kebob menu. This displays the Reconcile dialog.

The tender types that need to be entered are listed on the left as numbered steps.

Note:

The tender types listed here depend on Register Policy setup for the location. On the Register Policy Tender tab you can specify whether to Require Count for each accepted tender type. Totals, shown on the right side, are automatically entered and listed for tender types that do not require a count. These totals cannot be edited. Below shows totals auto-entered for BTA, Coupon, Gift Card, and Gift Certificate.

• Enter a total for each tender type listed and then click Next to proceed to the next one.

For the Cash tender type, as an option you can choose to enter totals by individual bill and coin values. To do this click Show Bills and Coins to display this alternate view. As you enter amounts in the respective fields you’ll see the amount reflected in the Cash field and on the right side total for Cash.

When you’re done, clicking Next returns you to the original reconcile dialog with the cash amount entered and the next tender type queued up.

• Clicking Next after entering the total for the last tender type displays the following summary for you to confirm the results. The summary shows you the expected total, counted total, and variance (over/short).

  Note:

  As previously mentioned, Register Policy configuration lets you hide expected totals and variance amounts to prevent users from adjusting Counted Totals to match Expected Totals.

See Handling a Variance Between Expected and Counted Totals when a variance is indicated.

• When you’re ready you can choose to Submit or Save For Later.

Save For Later creates a snapshot of the totals you’ve entered to this point. You can view the saved result using the View Reconcile Summary kebob option. To make corrections, the saved reconcile must first be deleted as described in Handling Save For Later Results.

Handling a Variance Between Expected and Counted Totals

How this is indicated and how you’re permitted to proceed depends on the Manage Registers permission.

• If the variance is within the allowed range, the summary’s Over/Short Total will show the variance amount (or Within Variance text if amounts are masked) with a yellow caution indicator. Within variance totals may be submitted as desired by managers or sales associates.

  

• If the variance exceeds the allowed range, the summary’s Over/Short Total will show the variance amount (or Outside Variance text if amounts are masked) with a red warning indicator. In this case users with Manage Registers permission can choose to override the register policy and submit outside variance totals despite the discrepancy.

  

Handling Save For Later Scenarios

If a reconcile total has been saved for later rather than submitted, you have two options:

• A view only option is available by choosing View Reconcile Summary from the kebob menu. This lets you see the current totals and who entered them (or variance status in text if actual amounts are masked).

  

• Or you can choose the Reconcile option. This view shows the same information and lets you either submit or delete the reconcile.