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Opening and Closing Procedures

What are Opening and Closing Procedures?

This new feature will allow your staff to complete daily cash reconciliation for each TabletPOS location, and provide a closing report that can be printed or emailed to primary account email. The closing report can additionally be accessed on your eWinery or vinSUITE admin panel.

To take full advantage of this feature, you may need to make some changes to your MobilePOS setup. In this guide, we will walk you through these changes first and then take you step-by-step through the Opening and Closing processes.

Location Setup

Enable Open/Close Procedures

Open/Close Procedures

View the Closing Report

 

 

Location Setup

You can think of a location record as a cash drawer. For each physical cash drawer you use, you will want to set up a matching location in your Admin Panel settings. Follow the steps to configure the location and device setup for the scenario below:

Example: We have three cash drawers that are located in the following areas of our winery: Main Tasting Room, Reserve Room, and Outdoor Bar.

Main Tasting Room: we use two iPads on stands - each with their own cash drawer

Reserve room: we use a single iPad with a single cash drawer

Outdoor Bar: we use two iPads with a single cash drawer

 

1) In the vinSUITE admin panel, click the orange 'Settings'  button in the top right of your screen. From the drop-down menu, choose 'System Settings'. 

 

2) The System Settings will open in the work space. Click the 'Mobile POS' tab from the Settings sub-menu.

Mobile_POS_Sub-Menu.jpg

 

3) Navigate to the Manage Location section. Add 4 locations, one for each cash drawer. 

LocationSetup1.jpg

Tip: For additional instructions add a Mobile POS location, please visit the Mobile POS - Location Settings  page. 

 

4) Navigate to the Manage Devices section. Add 5 devices, one for each iPad available for use. 

LocationSetting_Device_.jpg

Tip: For additional instructions add a Mobile POS location, please visit the Mobile POS Settings  page. 

 

 

Enable Open/Close Procedures

This feature will need to be enabled per location, and each cashier will need to be given permission to perform the open/close procedure through their Sales Associate record.

Location Settings 

1) In the vinSUITE admin panel, click the orange 'Settings'  button in the top right of your screen. From the drop-down menu, choose 'System Settings'. 

 

2) The System Settings will open in the work space. Click the 'Mobile POS' tab from the Settings sub-menu.

Mobile_POS_Sub-Menu.jpg

 

3) Navigate to the Manage Location section. Click the Pencil icon to edit the appropriate cash drawer location.

 

4) Click to check the 'Open/Close Options' checkbox, and then click the 'Save' button at the bottom of the page. 

 

Grant a Sales Associate Open/Close Permissions

For security purposes, we have added a new permission that allows you to select which members of your staff can perform the open and closing counts. 

1) In the vinSUITE admin panel, click the orange 'Settings' button in the top right of your screen. From the drop-down menu, select 'User Management'.  

Dashboard_to_User_Management.jpg

 

2) The User Management will open in the work space. In the User Management sub-menu, select the Sales Associate tab. Click the Pencil icon to edit permissions for the appropriate Sales Associate. 

Note: Only those with administration permission will have access to edit Sales Associates. 

OC-SalesAssociate.jpg

 

3) Toggle the 'Can Open/Close?' switch to "YES' to allow the Sales Associate to open/close, and click the 'Save' button at the botton of the page. 

 

Once you have completed enabling the location and giving the sales associate the appropriate permissions, you are ready to Open the your first batch on the TabletPOS system.

 

 

Open/Close Procedures

Note: Before continuing, verify all the Open/Close Settings are configured and the appropriate Sales Associate has permission. For additional information, please visit the Enable Open/Close Procedures section. 

 

Opening Procedure

1) On your tablet or the web application, log in with the appropriate username and password. Select the appropriate device and enter your PIN. 

2) The first time you log into a particular location for the day, you will automatically be presented with the Opening Count screen. 

Note: If any other devices log into this location, they will share to this batch number.

 

3) Count the currency denominations from your cash drawer and enter the quantities into their respective lines. Our system will display the dollar total for each line and calculate the grand total at the bottom.

 

4) Once you have completed your count, hit the 'Open Batch' button to proceed. A batch will be opened for the selected location and the Batch number will display on-screen.

Note: All transactions from that particular location will belong to this batch number until the Closing Procedure is completed. 

 

Updating Opening Counts

Along with opening counts, we understand that there are situations where mistakes are made with the original count and there could be a need to update the opening count to reconcile that mistake.

1) To update your Opening Counts, navigate to your cashier menu.

2) Click the 'Open/Close' button.

OC_Menu1.png

 

3) Click the 'Update Opening Count' button. 

OCUpdate_CountButton.jpg

 

4) The Opening Count screen will open. Update the appropriate counted quantity and click the 'Update Batch' button. 

OCUpdate_CountButton2.jpg

 

5) You will receive a notification that the batch was updated and the screen will return to the home page.

 

 

Closing Procedure

After a busy day in the tasting room, time has come to count the cash and close out the system.

1) To initiate the Closing Procedure, navigate to your cashier menu.

2) Click the 'Open/Close' button.

OC_Menu1.png

 

3) Select the 'Enter Closing Amounts' button.

OCloseCountButton.jpg 

4) Once you hit the 'Enter Closing Amounts' button, your cash drawer should pop open and you can begin counting each currency denomination in your drawer.

 

5) Enter the counted quantity into the corresponding field on the Closing Count form.

 

6) At the bottom of Closing Count form, review the Difference field. The closing count should match the opening total plus all cash transaction totals for the day. The difference will display on-screen, and give you the opportunity to re-count your cash to confirm.

Closing_Difference2.png

 

7) When you are ready to close the location, tap the 'Close Location and Print' button. You will be directed to print your Closing Report or email the Closing Report to primary winery email.

Email_Print-scrn.PNG

 

 

 

View the Closing Report

You have a few options when it comes to the closing report. You can print the closing report to your configured printer, email the report to your primary account email, or view the report in your admin panel. 

Print or Email your Closing Report

1) Once you are ready to close the location, tap the 'Close Location and Print' button.

2) You will be presented to print your Closing Report to your local printer or email the Closing Report to the primary winery email.

Email_Print-scrn.PNG

 

View your Closing Report from your Admin Panel

Have you closed out your tablet system without printing a report? We have you covered. You can view your Closing Reports in the Reports module. 

1) In the vinSUITE admin panel, navigate to the 'Reports' section and click on 'Closing Report'.

Dashboard-ClosingReport.jpg

 

2) The Closing Reports page will open in the work space. Enter the appropriate search criteria and click the 'Search' button. 

ClosingReportSEARCH.jpg

A.png  Location Select the location of your device to refine the search results.   
B.png  Batch Number

Enter the Batch number to refine the search results.  

C.png  From Date Select the From Date, the beginning of the date range for the search parameters. 
D.png  To Date Select the To Date, the end of the date range for the search parameters. 

 

3) The search results will appear.

ClosingReport_FULLResults.jpg

The top of the Closing Report will detail:

  • Batch Number
  • Location 
  • Opening and Closing Dates/Times
  • Sales totals with refunds, discounts, tips, bottle deposits and the grand total from sales

ClosingReport_TOP.jpg

The bottom of the Closing Report will detail: 

  • Opening and Closing Cashier
  • Opening and Closing Devices
  • Sub-totals broken up by monetary denomination 
  • The grand totals when you opened and closed

 ClosingReport_BOTTOM.jpg

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