How To Configure Cash Management Income and Expenses

Introduction

This guide outlines the configuration of the Cash Management Income and Expense functions. These are cash management functions that represent the movement of cash in and out of the cash drawer or safe without a corresponding retail transaction.

Overview

The following configuration is required to enable the Income and Expense functions:

Menus - Adding the Income and Expense functions to the POS and Back Office Menus.
Roles - Ensuring POS and Back Office users have the appropriate privileges to carry out Income and Expense.
Reasons - Business rules for both functions can be defined in Reason codes.

Menus

Navigate to or use the path:

Main Menu > Configuration > System > Menus

The Terminal Cash Management menu defines the POS cash management functions available from the POS device. There is availability for eight button items on the menu; the last button item should be configured as a back button to exit the menu.

Search by Menu ID of TERMINAL_CASH_MANAGEMENT and select the pencil icon to edit the menu. If Income and Expense are already defined in the menu, this step can be skipped. Otherwise, the following configuration is required.

Select TERMINAL_CASH_MANAGEMENT (the text will go bold), then select Add > Add a new Button.

Add New Button — Selecting Add a new Button.

Select Expense from the Event drop-down. All other data is pre-populated once it is selected. Select the Save icon - the Expense function is added to the menu.

Expense Added — Expense function added to the menu.

Repeat this process and select Income from the Event drop-down. Both functions are now configured in the Terminal Cash Management menu. Select Save to save the menu.

Income Added — Both Expense and Income functions added to the menu.

This completes the Terminal Cash Management Menu configuration.

The Safe Cash Management menu defines the Safe cash management functions available from the POS device.

Repeating the process above, add the Expense and Income functions to the Safe Cash Management menu.

Safe Menu Updated — Expense and Income added to the Safe Cash Management menu.

This completes the Safe Cash Management Menu configuration.

Edit the appropriate Back Office menu(s).

Select Default (the text will bold), then select Add > Add a new Execute Process Item.

The following Application Processes can be configured for Income and Expense functions. In each case, selecting them from the Application Process to Run drop-down will automatically populate all other fields in the button configuration:

Safe Expense (BO)
Safe Income (BO)
Terminal Expense (BO)
Terminal Income (BO)

Back Office Processes Added — Income and Expense processes added to the Back Office menu.

Once all required functions have been added, save the Back Office menu.

This completes the Back Office Menu configuration.

Roles

Navigate to or use the path:

Main Menu > Configuration > HR > User Roles

Authorisation to run the Income and Expense functions is controlled with privileges maintained in Roles.

User Roles List — The User Roles Maintenance page.

Select the appropriate Role to be edited. The role in the screenshots is CASHMAN_UK.

Editing Role — Editing the CASHMAN_UK role.

Select Enactor POS from the Application Package drop-down and configure the following privileges as desired. These privileges control access to the functions on the POS and the Store Server.

Process - Terminal Expense (POS)

Application Package	Function ID	Description
Enactor POS	`enactor.terminalExpense.Auth`	Allows the POS User to complete recording a Terminal Expense.
Enactor POS	`enactor.terminalExpense.Run`	Allows the POS User to run Terminal Expense.

Process - Terminal Income (POS)

Application Package	Function ID	Description
Enactor POS	`enactor.terminalIncome.Auth`	Allows the POS User to complete recording a Terminal Income.
Enactor POS	`enactor.terminalIncome.Run`	Allows the POS User to run Terminal Income.

Process - Terminal History (POS)

Application Package	Function ID	Description
Enactor POS	`enactor.terminalExpense.Correct`	Allows the POS User to correct any discrepancies in Terminal Expenses recorded.
Enactor POS	`enactor.terminalIncome.Correct`	Allows the POS User to correct any discrepancies in Terminal Income recorded.

Process - Safe Expense (POS)

Application Package	Function ID	Description
Enactor POS	`enactor.safeExpense.Auth`	Allows the POS User to complete recording a Safe Expense.
Enactor POS	`enactor.safeExpense.Run`	Allows the POS User to run Safe Expense.

Process - Safe Income (POS)

Application Package	Function ID	Description
Enactor POS	`enactor.safeIncome.Auth`	Allows the POS User to complete recording a Safe Income.
Enactor POS	`enactor.safeIncome.Run`	Allows the POS User to run Safe Income.

Process - Safe History (POS)

Application Package	Function ID	Description
Enactor POS	`enactor.safeExpense.Correct`	Allows the POS User to correct an Expense operation in the Safe history maintenance.
Enactor POS	`enactor.safeIncome.Correct`	Allows the POS User to correct an Income operation in the Safe history maintenance.

This completes the Roles configuration.

Reasons

Navigate to or use the path:

Main Menu > Configuration > Organisation > Reasons

Reasons control the business rules that are applied for the Income and Expense functions. Multiple Reason codes can be configured for both functions.

Expense Reasons

In Reason Maintenance, select the Create a new Reason button. Select the appropriate Region, select a Reason Type of Expense, and enter a Reason ID.

Create Expense Reason — Creating a new Expense Reason.

Select Create.

On the General tab, the following options are available:

Expense Reason General Tab — The Expense Reason General tab.

Field	Description
Description	Description of the Expense, e.g. Stationery.
User Defined Privilege	Allows use of this Expense Reason to be restricted to users with a specific Functional Authorisation Code.
Capture Reference Number?	The POS will prompt for a reference number when this Expense Reason is used.
Allow No Cash Management Tenders	Allows the expense to proceed with a zero value.
Parent Reason ID	Parent Reasons can be used to reduce the size of reason lists by grouping Reasons under Parents.
Reason Start Date	Defines the start date of when the Expense Reason can be used.
Reason End Date	Defines the end date of when the Expense Reason can be used.
Number Of Copy Receipts	Controls the number of copies of the Expense slip that are printed.
Maximum Expense Amount	Defines the maximum amount that can be declared as an Expense using this reason code.
Enable Document Capture?	Allows one or more receipts to be captured. On a fixed POS, the document needs to be on the file system. On a mobile POS, it can be captured via the device's camera.
Prompt for Document Capture?	Controls whether the operator is prompted to capture a receipt.
Min Captured Documents	If document capture is enabled, defines the minimum number of receipts to be captured.
Max Captured Documents	If document capture is enabled, defines the maximum number of receipts to be captured.
Prompt for Capture Reference User	Prompts the operator to capture a reference user for the expense (usually the staff member who incurred the Expense).
Force Capture Reference User	Forces capture of a reference user.
Allow Capture Reference User Same as Operator	Allows the POS operator to also be the reference user.
Force Notes Entry	Forces the operator to enter notes related to the Expense.

On the Print tab:

Expense Reason Print Tab — The Expense Reason Print tab.

Field	Description
Number of Copy Receipts	Controls the number of copies of the Expense slip that are printed.

On the Tax tab:

Expense Reason Tax Tab — The Expense Reason Tax tab.

Field	Description
Prompt for Tax Amount	The operator will be prompted to declare the tax amount for the expense.
Tax Group	Defines the Tax Group that will be recorded in the Expense.
Tax Details by Region and Scheme	Defines the Tax Region and Tax Scheme that will be recorded in the Expense.

On the Applicable Tenders tab, the tenders applicable to this Expense reason can be defined. If none are selected, any tender may be used. Usually, but not always, Cash is the tender used to fund expenses.

Expense Reason Applicable Tenders Tab — The Expense Reason Applicable Tenders tab.

On the Transaction Types tab, it is not necessary to select anything.

Expense Reason Transaction Types Tab — The Expense Reason Transaction Types tab.

On the Witness tab, if a Witness is required for the Expense, the Capture Witness option can be selected. The following additional configuration then becomes available:

Expense Reason Witness Tab — The Expense Reason Witness tab.

Field	Description
Witness User Function Authorisation Code	Allows restricting the Witness to a user with a specific Function Authorisation Code defined against one of their roles.
Witness Skip Function Authorisation Code	Allows a user with a specific Function Authorisation Code to skip the witness capture process.
Capture Witness Rate	Defines the probability that the user will be prompted for a witness when selecting this reason code.

Once the configuration for the Expense Reason is complete, select the Save button.

This completes the Expense Reason configuration.

Income Reasons

In Reason Maintenance, select the Create a new Reason button. Select the appropriate Region, select a Reason Type of Income, and enter a Reason ID.

Create Income Reason — Creating a new Income Reason.

Select Create.

On the General tab, the following options are available:

Income Reason General Tab — The Income Reason General tab.

Field	Description
Description	Description of the Income, e.g. Charity Box.
User Defined Privilege	Allows use of this Income Reason to be restricted to users with a specific Functional Authorisation Code.
Capture Reference Number?	The POS will prompt for a reference number when this Income Reason is used.
Allow No Cash Management Tenders	Allows the Income to proceed with a zero value.
Parent Reason ID	Parent Reasons can be used to reduce the size of reason lists by grouping Reasons under Parents.
Reason Start Date	Defines the start date of when the Income Reason can be used.
Reason End Date	Defines the end date of when the Income Reason can be used.
Number Of Copy Receipts	Controls the number of copies of the Income slip that are printed.
Maximum Income Amount	Defines the maximum amount that can be declared as an Income using this reason code.
Enable Document Capture?	Allows one or more receipts to be captured. On a fixed POS, the document needs to be on the file system. On a mobile POS, it can be captured via the device's camera.
Prompt for Document Capture?	Controls whether the operator is prompted to capture a receipt.
Min Captured Documents	If document capture is enabled, defines the minimum number of receipts to be captured.
Max Captured Documents	If document capture is enabled, defines the maximum number of receipts to be captured.
Prompt for Capture Reference User	Prompts the operator to capture a reference user for the Income (usually the staff member who received the Income).
Force Capture Reference User	Forces capture of a reference user.
Allow Capture Reference User Same as Operator	Allows the POS operator to also be the reference user.
Force Notes Entry	Forces the operator to enter notes related to the Income.

On the Print tab:

Income Reason Print Tab — The Income Reason Print tab.

Field	Description
Number of Copy Receipts	Controls the number of copies of the Income slip that are printed.

On the Tax tab:

Income Reason Tax Tab — The Income Reason Tax tab.

Field	Description
Prompt for Tax Amount	The operator will be prompted to declare the tax amount for the Income.
Tax Group	Defines the Tax Group that will be recorded in the Income.
Tax Details by Region and Scheme	Defines the Tax Region and Tax Scheme that will be recorded in the Income.

On the Applicable Tenders tab, the tenders applicable to this Income reason can be defined. If none are selected, any tender may be used. Usually, but not always, Cash is the tender used to receive an Income.

Income Reason Applicable Tenders Tab — The Income Reason Applicable Tenders tab.

On the Transaction Types tab, it is not necessary to select anything.

Income Reason Transaction Types Tab — The Income Reason Transaction Types tab.

On the Witness tab, if a Witness is required for the Income, the Capture Witness option can be selected. The following additional configuration then becomes available:

Income Reason Witness Tab — The Income Reason Witness tab.

Field	Description
Witness User Function Authorisation Code	Allows restricting the Witness to a user with a specific Function Authorisation Code defined against one of their roles.
Witness Skip Function Authorisation Code	Allows a user with a specific Function Authorisation Code to skip the witness capture process.
Capture Witness Rate	Defines the probability that the user will be prompted for a witness when selecting this reason code.

Once the configuration for the Income Reason is complete, select the Save button.

This completes the Income Reason configuration.

Broadcasting Data

info

To deliver the configuration changes to the POS, broadcast the following entities: Menus, User Roles, Reasons.

POS Functionality

Expense

The Expense function records any money taken out from the till for an external use other than a sale or refund. The user can remove money from the Cash Drawer or Safe and record an Expense.

Select the Expense function from the Terminal Cash Management menu. The POS prompts for Reason Code selection.

POS Expense Reason Selection — Selecting an Expense reason at the POS.

Select the relevant Reason Code and select OK. In the example below, Cash is selected as the only tender relevant for the Expense.

POS Expense Tender — Selecting a tender for the Expense.

Enter the Expense amount, then select OK > Complete. The function completes, the user is logged off, and an Expense slip is printed.

Income

The Income function records any money added from an external source. The user can add money to the Cash Drawer or Safe and record an Income.

Select the Income function from the Terminal Cash Management menu. The POS prompts for Reason Code selection.

POS Income Reason Selection — Selecting an Income reason at the POS.

Select the relevant Reason Code and select OK. In the example below, Cash is selected as the only tender relevant for the Income.

POS Income Tender — Selecting a tender for the Income.

Enter the Income amount, then select OK > Complete. The function completes, the user is logged off, and an Income slip is printed.

Store Server Functionality

Expense

Select the Terminal Expense function from the Store Server menu. The Store Server prompts for the POS to be selected.

Select the Next button adjacent to the selected POS. The Store Server prompts the user to select the session the Expense is to be recorded against.

Store Server Expense Session Selection — Selecting the session for the Expense.

Select the Next button adjacent to the session details. The Store Server prompts for a Reason to be selected from the drop-down list.

Store Server Expense Reason — Selecting an Expense reason on the Store Server.

On selecting a Reason, the Tenders configured against that Reason are displayed.

Store Server Expense Tenders — Tenders displayed for the Expense.

Enter the amount of the Expense in the Cash field. Optionally, select the Next button or the General tab to enter Notes related to the Expense.

Store Server Expense Notes — Entering notes for the Expense.

After entering the amount and any notes, selecting Done completes the Expense process.

Income

Select the Terminal Income function from the Store Server menu. The Store Server prompts for the POS to be selected.

Select the Next button adjacent to the selected POS. The Store Server prompts the user to select the session the Income is to be recorded against.

Store Server Income Session Selection — Selecting the session for the Income.

Select the Next button adjacent to the session details. The Store Server prompts for a Reason to be selected from the drop-down list.

Store Server Income Reason — Selecting an Income reason on the Store Server.

On selecting a Reason, the Tenders configured against that Reason are displayed.

Store Server Income Tenders — Tenders displayed for the Income.

Enter the amount of the Income in the Cash field. Optionally, select the Next button or the General tab to enter Notes related to the Income.

Store Server Income Notes — Entering notes for the Income.

After entering the amount and any notes, selecting Done completes the Income process.

About This Document

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Current Document Version

Document Version 2.1 Product Version 2.7

Document Inquiries

For matters of document quality or any other inquiries regarding this document, please contact:

By Email: documentation@enactor.co.uk

Introduction​

Overview​

Menus​

Terminal Cash Management Menu​

Safe Cash Management Menu​

Back Office Menu​

Roles​

Reasons​

Expense Reasons​

Income Reasons​

Broadcasting Data​

POS Functionality​

Expense​

Income​

Store Server Functionality​

Expense​

Income​

About This Document​

Current Document Version​

Document Inquiries​

Introduction

Overview

Menus

Terminal Cash Management Menu

Safe Cash Management Menu

Back Office Menu

Roles

Reasons

Expense Reasons

Income Reasons

Broadcasting Data

POS Functionality

Expense

Income

Store Server Functionality

Expense

Income

About This Document

Current Document Version

Document Inquiries