How-to Guide - 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.

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

The purpose of this guide is to demonstrate the steps required to configure Outlay and Outlay Return functions in the Enactor Estate Manager, including reason codes, menu buttons, and user role privileges.

Overview

Configuration in the following areas is required:

Reasons - Business rules and behaviours are controlled through Reasons. Outlay and Outlay Return reasons must be defined, along with supporting Income and Expense reasons for Outlay Return balance handling.
Menu - Adding Outlay and Outlay Return functions to the Terminal and Safe Cash Management menus.
Roles - Ensuring POS and Back Office users have the appropriate privileges to carry out the Outlay and Outlay Return functions.

Prerequisites

Before starting, you should have the following resources in place:

Enactor Estate Manager
Enactor POS (configured within the appropriate region, connected to the Estate Manager)
Standard Configuration, including base configuration and regionally appropriate data

You should be familiar with the following:

Estate Manager configuration
Cash Management Reason configuration
Menu configuration
User Role and Privilege configuration
Data broadcasting

Configuration Steps - Reasons

Reasons control the business rules and behaviour of the Outlay and Outlay Return functions. At minimum, one Outlay reason and one Outlay Return reason must be defined, along with several supporting reasons for Outlay Return balance handling.

Accessing Reason Configuration

Navigate to Reason configuration using the Search or the path:

Main Menu > Configuration > Organisation > Reasons

Outlay Reasons

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

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, the following supporting reason configuration is required:

Supporting Reason	Type	Purpose
Positive Balance Parent Reason	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).
Positive Balance Child Reason	Income	Must be a child of the Positive Balance Parent Reason.
Negative Balance Parent Reason	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).
Negative Balance Child Reason	Expense	Must be a child of the Negative Balance Parent Reason.
Change Parent Reason	Expense	Used to account for Change being returned to the POS.
Change Child Reason	Expense	Must be a child of the Change Parent Reason.
Expense Parent Reason	Expense	The single parent reason that all Expense Child Reasons share.
Expense Child Reasons	Expense	The only Expense Reasons presented to the operator when completing an Outlay Return. All must share a relationship with the Expense Parent Reason.

note

A parent/child relationship must exist between each pair of parent and child reasons. The Expense Child Reasons configured here are the only Expense Reasons presented to the operator when completing an Outlay Return.

This completes the Outlay Return Reason configuration.

The Outlay and Outlay Return functions must be added as buttons to both the Terminal Cash Management menu and the Safe Cash Management menu.

Navigate to Menu configuration using the Search or the path:

Main Menu > Configuration > System > Menus

Search for and select the TERMINAL_CASH_MANAGEMENT menu.

Menu Maintenance search results showing TERMINAL_CASH_MANAGEMENT menu entries for different menu groups. The United Kingdom entry is highlighted. — Search for **TERMINAL_CASH_MANAGEMENT** in Menu Maintenance and select the entry for the appropriate menu group.

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.

Menu Maintenance editing TERMINAL_CASH_MANAGEMENT. The tree view shows 8 existing items. The Add dropdown is open with 'Add a new Button' highlighted. — The Terminal Cash Management menu tree shows the existing button items. Select **Add** and then **Add a new Button** to create the Outlay and Outlay Return buttons.

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. Use the same field values as the Terminal menu, substituting the Safe equivalents for the Event, ID, Image URL, and Visibility Expression.

Menu Maintenance editing SAFE_CASH_MANAGEMENT. The tree view shows items including CurrencyPurchase, SpotCheck, Cashup, Banking, MORE, and Back. — The **SAFE_CASH_MANAGEMENT** menu with Outlay and Outlay Return buttons configured. Add the Outlay and Outlay Return buttons following the same pattern as the Terminal Cash Management menu.

This completes the Menu configuration.

Configuration Steps - Roles

Authorisation to run the Outlay and Outlay Return functions is controlled with privileges maintained in User Roles. Part of the Outlay Return process involves completing Expense and Income functions, so the necessary privileges for those functions are also required.

Accessing User Role Configuration

Navigate to User Role configuration using the Search or the path:

Main Menu > Configuration > HR > User Roles

User Role Maintenance list filtered by 'CASH'. Roles shown include CASHMAN_RI, CASHMAN_SK, CASHMAN_UK (highlighted), CASHMAN_US, CASHMAN_RS, and CASH_OFFICE_SUP. — The **User Role Maintenance** list shows all configured roles matching the filter. Select the appropriate role to edit its privileges.

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

User Role Maintenance editing CASHMAN_UK on the Authorised Functions tab. Application Package is Enactor POS, filtered by Function ID containing enactor.admin.terminalCashManagement. — The **Authorised Functions** tab controls the privileges for the role. Select **Enactor POS** as the Application Package and enable the required privileges listed below.

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.

Configuration Steps - Broadcasting

To deliver the configuration changes to the POS, broadcast the following entities:

Menus
User Roles
Reasons

info

All three entity types must be broadcast to the POS terminals and store server devices for the Outlay and Outlay Return functions to become available.

This completes the Broadcasting configuration.

POS Functionality

Once the configuration has been broadcast, the Outlay and Outlay Return functions are available on the POS from the Terminal Cash Management menu (and Safe Cash Management menu if configured).

Outlay

Select the Outlay function from the Terminal Cash Management menu.

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

Enactor POS notes entry screen. A text input area is displayed with the instruction 'Please enter any notes'. — Enter any notes for the Outlay, then select OK to continue.

Enter any notes then select OK.

Enactor POS Reference User selection screen showing two users: 000101 Hertford Manager and 000102 Hertford Sales Asst. — Select the **Reference User** - the person the Outlay cash is being given to - then select OK.

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

Printed Terminal Outlay slip showing Terminal 4, Reference User 000102, Cash 100.00, and the note 'Stationery purchase'. — The printed Outlay slip confirms the transaction details including the amount, Reference User, and any notes entered.

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 select OK.

Enactor POS Outlay Return detail showing the selected Outlay with value 100.00 and balance 100.00. Buttons show Complete, Add Expense, and Add Change. — The selected Outlay is displayed with the original amount. Select **Add Expense** to record expenses against the Outlay, or **Add Change** to return change.

The Outlay is now shown. Select Add Expense.

Enactor POS Store Expense reason selection screen showing 'Cleaning Materials' as an available reason. — Select an Expense reason code from the list and select OK. Only the Expense Child Reasons configured on the Outlay Return button data parameters are shown.

Select a reason code for the expense and select OK.

Enactor POS Expense amount entry screen. Cash tender is displayed with 0.00 and the instruction 'Please enter the amount for the tender'. — Enter the Expense amount using the keypad, then select OK and **Complete**.

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

Enactor POS Outlay Return showing the Outlay Return (100.00) and Expense (Store Expense, 75.00) with an outstanding balance of 25.00. — The Expense is added to the Outlay Return. The outstanding balance shows the difference between the Outlay and the Expense. Select **Add Change** to return the remaining balance.

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

Enactor POS Change amount entry screen. Cash tender is displayed with 0.00 and the instruction 'Please enter the amount for the tender'. — Enter the change amount using the keypad, then select OK and **Complete**.

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

Enactor POS Outlay Return showing Outlay Return (100.00), Expense (75.00), and Change (25.00) with balance 0.00. — The Expense and Change amounts are added. The balance is now zero. Select **Complete** to finish the Outlay Return.

Select Complete to finish the Outlay Return.

Enactor POS confirmation dialog showing 'Outlay is balanced' with OK and Cancel buttons. — The POS confirms the Outlay is balanced. Select OK to complete the Outlay Return and print the slip.

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.

Printed Terminal Outlay Balance slip showing Outlay Return 100.00, Store Expense 75.00, Change 25.00. — The printed Outlay Return slip confirms the balanced Outlay with the breakdown of Expense and Change amounts.

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.

Document Context

This document is part of the Enactor Product Documentation Series. All Enactor products include a comprehensive documentation set designed to improve understanding of the product and facilitate ease of use.

Document Inquiries

If you find that a document is inaccurate or deficient in any way, please contact:

Email: documentation@enactor.co.uk

How-to Guide - Configure Cash Management Outlays

Introduction