How To Configure Terminal Cashup and Empty

Introduction

This guide provides a full description of the Cash Management and Empty process in the Enactor Retail System from an operational perspective. It describes its purpose, its foundations, and the Cash Management Operations by which it is performed and recorded.

In the context of Cash Management, Cash is monetary value in potentially diverse physical forms, each separately identified as Tenders, stored in Repositories such as the Cash Drawer of a POS Terminal, a Safe, or a Cash Box maintained by a Cashier - individually tracked by Cash Management processing.

Cash Management maintains the orderly conduct of transfer of Cash through the business from the point of origin via Repositories to the point at which Banking is done, with accountability throughout. Cash storage Repositories are identified in the Cash Management process as Session Owners.

Retail Transactions involve the transfer of cash into or out of the business; these transfers are tracked by Enactor Retail as Expected Totals. All movement of Cash into, out of, and between Repositories not involving Retail Transactions is conducted using Cash Management Operations, each of which is recorded in a Cash Management Transaction.

note

Not all Cash Management Operations will be used by any given Retail Business. A selection is chosen to accommodate a Cash Management Policy suited to how the business is conducted.

The purpose of this guide is to demonstrate the steps to configure the POS to support Terminal Cash Up and Empty with Opening Float. This guide will focus on the POS configuration delivered from the Estate Manager.

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Overview

The following steps are required to enable Terminal Cash Up and Empty with Opening Float:

1. Location - Setting the cash management methods and safes
2. Cash Management Session Owners - Creating the terminal sessions
3. Menu - Adding Cash Up and Empty, including the Opening Float function
4. Roles - Ensuring POS users have appropriate privileges
5. Tenders - Enabling tenders for Terminal Cash Up and Empty with Opening Float
6. Reasons - Optional granular reason configuration
7. Currency - Configuring denominations
8. Broadcasting - Delivering configuration to the POS

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Configuration Steps

Location

Location determines a variety of aspects of software function. It is applied by POS Software to select other configuration such as Currency, Pricing, Tax, Menus, Language, and cash management functionality.

Navigate to Location configuration using the Search or the path:

Main Menu > Configuration > Organisation > Locations

Each store location where you will be configuring terminal cash management should be set as follows. This would normally be done using a Location Template linked to the store location.

The key tab in the Location configuration is Cash Management.

The Cash Management tab controls how your store handles cash sessions. Set Cash Management Method to Terminal for a one-till-one-session setup. Tick Perform Float Check After Sign On to prompt cashiers to confirm a float at the start of each shift.

Set the appropriate values on the Cash Management tab as follows:

Configuration	Description
Cash Management Method	Drop-down to select the cash management method: Terminal - One-to-one relation between the terminal and the cash session (method described in this guide) Pay Point - Allows multiple terminals (e.g. tablets) to record sales against a single shared cash session User - The user's sales are recorded against their own user cash session
Denomination Entry Method	Drop-down to configure the entry method for the count: Entry by value or quantity - Operator can enter by quantity or value Entry by value - Value entry only Entry by quantity - Quantity entry only (requires denominations to be configured)
Perform Float Check After Sign On	If set, when a float has not been recorded in the new cash session, the operator will be prompted to add a float at sign on. The prompt continues until the float is completed.
Auto Finalise Cashed Up Sessions	If set, the session will be auto-finalised after cash up is completed, with or without discrepancies.
Maximum Cash Up Recounts	Sets the maximum number of recounts before forcing the operator to accept the cashed-up count.

Cash Management > Safe Tab

note

If you wish for the Terminal Cash Up and Empty function to move counted totals from the terminal cash session to the safe session, a configured safe is required against the store location.

The Safe tab defines the store safe that cash is moved into when a terminal is cashed up and emptied. Enter a Safe ID and Name, then click Add to save. At least one safe must be configured for the empty function to work.

Entry	Example Value	Description
Safe ID	1	Unique ID recorded in transactions and displayed in the UI safe screens
Name	Store Safe	Safe name

This completes the Location configuration.

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Cash Management Session Owner

Session Owners are the fundamental elements of the Cash Management model. They are named Cash Repositories, which may be Safes, Cash Drawers, POS Terminals, or the person of responsibility for a User SignOn Account.

Navigate to Session Owner configuration using the Search or the path:

Main Menu > Configuration > Cash Management > Session Owners

tip

The POS session configuration should be created automatically if the device has been directly configured on the Estate Manager. If the device was imported into the Enactor solution, you may need to create the terminal Session Owner configuration manually.

Select "Create New Session Owner" and configure as follows:

When creating a new Session Owner, select Terminal as the Type, then pick the POS terminal from the Owner Name dropdown. Click Create to save - one session owner is needed per till.

Entry	Example Value	Description
Location	Enactor Store	Location the terminal is linked to
Type	Terminal	Session Owner type
Owner Name	POS 1 @ Enactor	If 'Terminal' is selected, provides a list of POS devices to link the terminal session to

This completes the Cash Management Session Owner configuration.

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Menu

Menus are constructed from a set of basic tasks selected from a Menu Set, specific to an Application, associated with a Menu Group and Role for access, and identified by a Menu ID.

Navigate to Menu configuration using the Search or the path:

Main Menu > Configuration > System > Menus

Finding the Terminal Cash Management Menu

Filter the menu list with the following values:

Filter	Description
Menu Set	Set to POS
Role	Whichever role your POS menus are assigned to (example: POS Cash Management)
Menu Group	Whichever Menu Group is configured for your POS Terminals (example: United Kingdom)
Locale	Appropriate locale for your region (example: English (UK))
Menu ID	Set to TERMINAL_CASH_MANAGEMENT

Use the filter to locate the TERMINAL_CASH_MANAGEMENT menu for your role and menu group. Click the edit (pencil) icon to open and configure it.

Edit the Terminal Cash Management menu. If one does not exist for your Role/Menu Group, copy one from another Role/Menu Group.

note

There is availability for 8 button items on the menu. The last button item should be configured as a Back button to exit the menu.

If the Terminal Cash Up And Empty function and the Opening Float function do not exist in the menu, add them by selecting Add > Add a new button.

If the Cash Up and Empty or Opening Float buttons are missing from the menu tree, click Add > Add a new Button to add each one.

Terminal Cash Up & Empty Button

Set the values on the General tab as follows:

Select Cash up and Empty from the Event dropdown - some fields will pre-populate on selection. Set an Image URL if you want an icon, otherwise configure a Button Label. Set the Position to control where the button appears on the menu.

Configuration	Description
Event	Select Cash up and Empty from the dropdown (some fields will pre-populate on selection)
ID	A unique ID of your choice
Button Label	Configure a label if you do not have an Image URL configured
Image URL	NextGen1024x768/Admin/cashupandempty.png
Position	Where you want the function to appear on the menu

Opening Float Button

Set the values on the General tab as follows:

Select Opening Float from the Event dropdown - the Visibility Expression pre-fills automatically, ensuring the button is only shown to operators who hold the Opening Float privilege. Set the Position to control where it appears.

Configuration	Description
Event	Select Opening Float from the dropdown (some fields will pre-populate on selection)
ID	A unique ID of your choice
Button Label	Configure a label if you do not have an Image URL configured
Image URL	NextGen1024x768/Admin/openingfloat.png
Visibility Expression	#{priv:checkPrivilege('enactor.terminalOpeningFloat.Run')} - the function will be visible only if the user holds the enactor.terminalOpeningFloat.Run privilege
Position	Where you want the function to appear on the menu

tip

The Terminal Cash Management menu can be linked to the SALE or ADMIN menu by adding the event Terminal Cash Management to those menus.

This completes the Menu configuration.

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Roles

User Roles specify required permissions by applying a discovery process to the Package resources of the Enactor Retail Software. Each Package represents a cluster of related Software Functions defined in terms of the Processes it includes and the Functions available within each.

Navigate to Roles configuration using the Search or the path:

Main Menu > Configuration > Security > Roles

Select the appropriate role to edit (example: CASHMAN_UK), then select the Enactor POS package and configure the following privileges:

On the Authorised Functions tab, filter by the Enactor POS package and search for each required function. Tick the checkbox to grant that privilege to this role. Use Enable All Displayed Functions to grant multiple privileges at once after filtering.

Package	Function ID	Description
Enactor POS	enactor.admin.Run	Required only if you link the Terminal Cash Management menu to the Admin menu
Enactor POS	enactor.admin.terminalCashManagement.Run	Required only if you link the Terminal Cash Management function to the Admin menu
Enactor POS	enactor.terminalCashupAndEmpty.Run	Allows the operator to run the Terminal Cash Up and Empty function
Enactor POS	enactor.cashManagement.CreateTerminalSession	Creates the terminal cash session if none exists - useful for new stores on first day of trading
Enactor POS	enactor.terminalOpeningFloat.Run	Allows the operator to run the Opening Float function

note

Roles and the privileges they contain are assigned to users to control the level of access they have to the applications.

This completes the Roles configuration.

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Tender

Tenders configuration provides the means to enable and control the conduct of payment options. Tender options are offered in a Menu and are associated with a specific type of tendering Process.

Navigate to Tender configuration using the Search or the path:

Main Menu > Configuration > Financial > Tenders

Edit the tenders that should be included in the Terminal Cash Up and Empty process (example: CASH_UK tender).

Set the values on the Cash Management tab as follows:

For a standard cash tender, tick Float Tender, Cash up Tender, and Enter by Denomination as a minimum. Leave Auto Picked Up unticked for tenders that require a manual count. Set a Terminal Discrepancy Threshold to trigger a recount when the count is too far off.

Configuration	Description
Float Tender	Select this option to include the tender in the float count
Cash up Tender	Select this option to include the tender in the cash up count
Auto Picked Up	Select this option to have the tender included in the cash up and automatically counted (e.g. gift cards, payment cards)
Enter by Denomination	Select this option to enable counting by denomination (requires currency denominations to be configured)
Allow Negative Cash Up Value	Only required for electronic payments (e.g. cards, gift cards)
Terminal Discrepancy Threshold	Prompts the operator to recount if this threshold is breached during the cash up

This completes the Tender configuration.

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Reasons

Reason configuration provides the means to capture and record Reasons for accessing specific functions. Reasons are pre-defined based on a Reason Type and may include specific authorisation requirements and configuration options.

Navigate to Reasons configuration using the Search or the path:

Main Menu > Configuration > System > Reasons

note

Reasons are not mandatory for Terminal Cash Up or Terminal Float, but can be created to add more granular behaviour to the functions.

Edit an existing reason or create a new one using Reason Type Terminal Cash Up and/or Terminal Float. The example below shows an existing reason configured against the United Kingdom region.

Filter by Reason Type: Terminal Cashup to find existing reasons for your region. Click the edit icon to configure the reason's applicable tenders - or use Create New Reason if none exist yet.

1. Add the description on the General tab.
2. Select the Applicable Tenders tab and choose the applicable tender(s) to control which tenders are selectable, overriding the configuration on the Tender.

Tick the tenders that should be offered to the operator when this reason is selected at the POS. Only ticked tenders will appear during the cash up - unticked ones are suppressed regardless of their tender-level configuration.

tip

If a Reason is configured, it will be included in the Cash Management Transaction record.

This completes the Reasons configuration.

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Currency

Currencies, Currency Codes, Countries, and Country Codes are defined as ISO Standards and are built into Java as part of the Java install.

Navigate to Currency configuration using the Search or the path:

Main Menu > Configuration > Financial > Currencies

note

If the specified Tender's Cash Management option Enter by Denomination is configured, the currency linked to that Tender will require denominations to be configured.

Select the country's currency that requires denominations (example: GBP).

General Tab

Set both minimum denomination fields to 1 for GBP - this ensures the system can handle individual pence when operators count cash by denomination. In other currencies the minimum may be a higher value.

Configuration	Description
Minimum Accepted Denomination	Set to 1 for GBP (in other countries this may be a higher unit value)
Minimum Currency Denomination	Set to 1 for GBP (in other countries this may be a higher unit value)

Denomination Tab

Add one entry per coin and note denomination:

Add a Coin row for each coin denomination and a Note row for each note denomination. The Multiple Of Unit value is the denomination in the currency's minor units - for example, 50p = 50, £1 = 100, £5 = 500, £50 = 5000.

Type	Multiple Of Unit	Description	Comment
Coin	Denomination to unit value (e.g. 50 pence = 50)	Denomination description	Add a coin row for each coin denomination
Note	Denomination to unit value (e.g. £50 = 5000)	Denomination description	Add a note row for each note denomination

This completes the Currency configuration.

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Broadcasting

info

To deliver configuration changes to the POS, broadcast the following entities from the Estate Manager.

• Location
• Location Templates
• Cash Management Session Owners
• Menu
• Roles
• Tender
• Reasons
• Currencies

This completes the Broadcasting configuration.

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POS Functionality

This section demonstrates the Terminal Cash Up and Empty with Opening Float process at the POS.

Opening Float

Select the Opening Float function on the POS. If prompted, select the float reason and press OK to continue. The operator may press Void to exit and cancel the process.

The operator enters the opening float by selecting each tender and entering its amount. Press Complete when all float amounts have been entered.

Function	Outcome
OK	Select the highlighted tender
Notes	Free text notes field
Void	Void the event
Complete	Complete the event

Enter by Denomination

If the Enter by Denomination option is enabled on the tender, the operator can enter the float count by denomination.

When entering by denomination, the operator selects each denomination row and enters a quantity or value. Press Back to complete denomination entry and return to the tender list.

Function	Description
OK	Select the highlighted denomination
Up	Move to the next line up
Down	Move to the next line down
Enter by Quantity/Value	Toggle between entering the count by quantity or value
Back	Complete denomination entry

Cashup Entry

Select the Terminal Cash Up & Empty function on the POS. If prompted, select the reason and press OK to continue.

The operator enters the counted amount for each tender. Use Up and Down to navigate between tender lines. Press Complete when all counts have been entered to finalise the cash up.

Function	Description
OK	Select the highlighted tender
Up	Move to the next line up
Down	Move to the next line down
Notes	Free text notes field
Void	Void the event
Complete	Complete the event

Discrepancy Screen

If any discrepancies exceed the configured terminal discrepancy threshold, the POS will display the tenders with the discrepancy.

When a discrepancy threshold is breached, the POS presents the discrepancy screen. The operator can Recount the affected tenders or press OK to accept the discrepancy and complete the cash up.

Function	Outcome
OK	Continue and accept the discrepancy
Voids	Void the event
Recount	Recount the tenders

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