How To Configure Cash Management Outlays

Introduction

The Outlay function allows the user to pay out cash prior to an Expense being incurred - for example, a member of staff is given money out of the cash drawer or safe so they can make an Expense purchase.

The Outlay Return function allows the receipt and any change from the original Outlay to be returned to the cash drawer or safe.

This function can be executed either at the POS or at the Store Server, against a Cash Drawer or a Safe.

Overview

Configuration in the following areas may be required:

Reasons - Business rules and behaviours are controlled through Reasons.
Menu - Adding Outlay and Outlay Return functions to the POS and Back Office cash management menus.
Roles - Ensuring POS and Back Office users have the appropriate privileges to carry out the Outlay and Outlay Return functions.

Reasons

Navigate to or use the path:

Main Menu > Configuration > Organisation > Reasons

Outlay

Reasons can be used to configure the behaviour of the Outlay function. At least one Outlay reason must be defined.

The following Outlay-specific options are available in the reason configuration:

Field	Description
Maximum Amount	Defines the maximum amount allowed for the Outlay.
Prompt for Capture Reference User	The POS user will be prompted to capture the Reference user (but a Skip button is available, so capture is not compulsory). The Reference User is the user the Outlay cash is being given to.
Force Capture Reference User	Used in conjunction with Prompt for Capture Reference User; removes the Skip button, forcing the operator to enter a Reference User.
Allow Capture Reference User Same as Operator	The default behaviour is to not allow the reference user to be the same as the POS operator. This option overrides that behaviour.

This completes the Outlay Reason configuration.

Outlay Return

Reasons can be used to configure the behaviour of the Outlay Return function. At least one Outlay Return reason must be defined.

The following Outlay Return-specific option is available in the reason configuration:

Field	Description
Print Summary Only	Prints a summary of the return outlay onto a single receipt.

Supporting Reason Configuration for Outlay Returns

In addition to at least one Outlay Return reason code, additional Reason configuration is required:

Positive Balance Parent Reason and Positive Balance Child Reason - These are reasons of type Income, used when an Outlay Return has a positive balance (the sum of the Expense and Change is greater than the value of the original Outlay). A parent/child relationship must exist between these two reasons.
Negative Balance Parent Reason and Negative Balance Child Reason - These are reasons of type Expense, used when an Outlay Return has a negative balance (the sum of the Expense and Change is less than the value of the original Outlay). A parent/child relationship must exist between these two reasons.
Change Parent Reason and Change Child Reason - These are reasons of type Expense, used to account for Change being returned to the POS. A parent/child relationship must exist between these two reasons.
Expense Parent Reason and one or more Expense Child Reasons - The Child Reasons configured here are the only Expense Reasons presented to the operator when completing an Outlay Return. A single Parent Expense Reason must exist, and all Child Expense Reasons must share a relationship with it.

This completes the Outlay Return Reason configuration.

Navigate to or use the path:

Main Menu > Configuration > System > Menus

The Terminal Cash Management Menu provides a list of configurable Cash Management events.

Edit the Terminal Cash Management Menu. If one does not exist for the Role/Menu Group, copy one from another Role/Menu Group. There is availability for eight (8) button items on the menu; the last button item should be configured as a back button to exit the menu.

Select TERMINAL_CASH_MANAGEMENT, then select Add > Add a new button.

Add New Button — Adding a new button to the Terminal Cash Management menu.

Two new menu buttons should be configured - one with the Outlay event, the other with the Outlay Return event.

Outlay Button - General tab

Field	Value
Event	Outlay
ID	Outlay
Image URL	`NextGen1024x768/Admin/terminaloutlay.png`
Visibility Expression	`#{priv:checkPrivilege('enactor.terminalOutlay.Run')}`
Position	Enter the position number as desired.

Outlay Return Button - General tab

Field	Value
Event	OutlayReturn
ID	OutlayReturn
Image URL	`NextGen1024x768/Admin/terminaloutlayreturn.png`
Visibility Expression	`#{priv:checkPrivilege('enactor.terminalOutlayReturn.Run')}`
Position	Enter the position number as desired.

Outlay Return Button - Data tab

The following data parameters must be configured on the Outlay Return button, referencing the supporting reason IDs created in the Reasons section above:

Name	Java Type	Value
`enactor.cashManagement.PositiveBalanceReasonParentId`	String	ID of the Positive Balance Parent Reason
`enactor.cashManagement.NegativeBalanceReasonParentId`	String	ID of the Negative Balance Parent Reason
`enactor.cashManagement.ChangeReasonParentId`	String	ID of the Parent Change Reason
`enactor.cashManagement.ExpenseReasonParentId`	String	ID of the Parent Expense Reason

Similarly, separate menu items must be configured in the Safe Cash Management menu (SAFE_CASH_MANAGEMENT) for the Outlay and Outlay Return functions.

This completes the Menu configuration.

Roles

Navigate to or use the path:

Main Menu > Configuration > HR > User Roles

Authorisation to run the Outlay and Outlay Return functions is controlled with privileges maintained in Roles. Note that part of the Outlay Return process involves completing Expense and Income functions, so the necessary privileges for those functions are also listed here.

User Roles List — The User Roles Maintenance page.

Select the appropriate Role to be edited. The example given here is CASHMAN_UK.

Editing Role — Editing the CASHMAN_UK role.

Select the Enactor POS Application Package and configure the following privileges:

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 - Terminal Outlay (POS)

Application Package	Function ID	Description
Enactor POS	`enactor.terminalOutlay.Run`	Allows the POS User to run Terminal Outlay.

Process - Terminal Outlay Return (POS)

Application Package	Function ID	Description
Enactor POS	`enactor.terminalOutlayReturn.Run`	Allows the POS User to run Terminal Outlay Return.

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.

Process - Safe Outlay (POS)

Application Package	Function ID	Description
Enactor POS	`enactor.safeOutlay.Run`	Allows the POS User to run Safe Outlay.

Process - Safe Outlay Return (POS)

Application Package	Function ID	Description
Enactor POS	`enactor.safeOutlayReturn.Run`	Allows the POS User to run Safe Outlay Return.

This completes the Roles configuration.

Broadcasting Data

info

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

POS Functionality

Outlay

Select the Outlay function from the Terminal Cash Management menu.

Enter the Outlay amount, then hit OK and Complete. The POS prompts for notes to be entered (assuming the Outlay Reason is configured to prompt for notes).

Outlay Notes — Entering notes for the Outlay.

Enter any notes then select OK.

Outlay Reference User — Selecting the Reference User for the Outlay.

Select the Reference User, then select OK. The Outlay completes and the Outlay slip is printed.

Outlay Return

Select the Outlay Return function from the Terminal Cash Management menu.

The POS shows a list of all current Outlays. Select an Outlay from the list and hit OK.

Selected Outlay — The selected Outlay showing the original amount.

The Outlay is now shown. Select Add Expense.

Add Expense Reason — Selecting an Expense reason for the Outlay Return.

Select a reason code for the expense and select OK.

Expense Amount — Entering the Expense amount.

Enter an amount for the Expense, then select OK and Complete.

Outlay Balance — The Expense added to the Outlay showing the outstanding balance.

The Expense is now added to the Outlay and the Outlay has an outstanding balance. Select the Add Change button.

Enter an amount for the change, then select OK and Complete.

Complete Outlay — Completing the Outlay Return.

Select Complete to finish the Outlay.

Outlay Balanced — The Expense and Change amounts balance the original Outlay.

The Expense and Change amounts add up to the original Outlay amount, so the Outlay is balanced. Select OK. The Outlay Return slip is printed.

About This Document

All documents produced by Enactor Ltd are supplied to customers subject to Copyright, commercial confidentiality and contractual agreements and must not be copied or transferred without permission.

Current Document Version

Document Version 1.0 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​

Reasons​

Outlay​

Outlay Return​

Menu​

Roles​

Broadcasting Data​

POS Functionality​

Outlay​

Outlay Return​

About This Document​

Current Document Version​

Document Inquiries​

Introduction

Overview

Reasons

Outlay

Outlay Return

Menu

Roles

Broadcasting Data

POS Functionality

Outlay

Outlay Return

About This Document

Current Document Version

Document Inquiries