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Xenial Product Documentation

Cash Management

Site managers use the Cash Management application to manage and reconcile money at a site, including employee cash drawers, deposits, and safes.

Assign a Drawer

The following instructions assume the employee is Clocked In and that no other drawers are assigned.

To assign a drawer:

  1. While on the main menu screen, select Order Entry for assignment of a drawer.

  2. Once the Order Entry menu loads, the POS will display "Drawer Unassigned". Type the Employee ID and Password.

  3. Select Yes on the cash drawer message to continue.

  4. Select Yes on the cash drawer message to assign sales to the drawer.

  5. Insert the physical cash drawer and close the till. The cashier can begin to take orders.

Float a Drawer

To suspend a drawer and move it and its current employee assignment to another terminal:

  1. in the upper-left of the Order Entry screen, select Return.

    • A cash drawer message displays “Are you moving your drawer?”

  2. Select Yes.

Final Close a Drawer

Perform a drawer close to finalize all activity on a drawer and stop all cash accountability. The final drawer close slip includes the manual drawer count and the expected count.

To close and finalize a drawer:

  1. in the upper-left of the Order Entry screen, select Return.

    • A cash drawer message displays “Are you moving your drawer?”

  2. Select Final Close.

Count or Recount a Closed Drawer

This function is to be completed after the physical drawer has been counted and the cash amount noted in order to compare the count amount to the expected amount for the drawer.

  1. Open the Cash MGMT application on the IRIS Shell

  2. If this is the first count, select the Count a Drawer option. If not, select Recount Drawer. Only those drawers which have been counted will appear within the Recount Drawer utility.

  3. Locate and select the drawer to be counted and select Next.

  4. In the Envelope number field, enter the envelope or bag number for the deposited cash.

  5. In the Amount field, enter the cash counted amount and select Next.

    Note: the F2 key will open an itemized currency counter window which allows individual denominations to be entered by quantity on hand.

  6. The Cash Management utility displays a message indicating that the starting drawer amount is being subtracted from the count. Select Ok.

  7. The drawer variance page appears displaying the expected system count amount, drawer count amount, and the variance. Review and select Next.

  8. The completion confirmation window appears. Select Finish.

Note: Drawer counts can be validated in the Cash Drawer History Report located in the Reports application found on the Back Office Shell toolbar.

Deposit a Drawer

The Deposit Drawer utility is used to submit an initial cash drawer deposit.

  1. Open the Cash MGMT application on the IRIS Shell.

  2. Select Deposit Drawer.

    • The New or Existing Deposit Select Page appears.

  3. Choose the Create a new deposit option and select Next.

    • The Itemized Deposit Selection Page appears.

  4. In the left pane, select the drawer to be deposited and select Add to move it to the items selected to be deposited list on the right. Then select Next.

  5. Fill in the Enter Deposit Amounts Page with the information required and select Next

    Note: See table below for an explanation of the fields on the Deposit Creation Page

  6. Select Finish on the confirmation page.

Field Name

Description

Deposit Number

This field contains the assigned deposit number.

Enter the bag number in which the deposit was placed

Type the bag number for the deposit in this field.

Comments

Type any comments about the deposit in this field.

Pay Type

This column lists the pay types included in the deposit.

Total Close Amount

This column contains the system count of each pay type.

Expected Deposit

This column contains the manual count of each pay type.

Actual Deposit

Type the dollar amount of each pay type you are actually depositing in this field.

Variance

This field contains the variance between the Expected Deposit and the Actual Deposit amounts for each pay type.

Verify Deposit

Type the dollar amount of each pay type you are depositing. This field is used to confirm the deposit amounts you entered in the Actual Deposit field.

Add Other Deposit

Use Add Other Deposit (or Add to Deposit) to enter deposits not associated with a cash drawer.

  1. Select Add Other Deposit.

    • The Deposit Type Select Page appears.

  2. Select the applicable deposit type, then select Next.

    • The Deposit Data Display Page appears.

  3. Fill in the required information and select Next.

    Note: See table below for an explanation of the fields on the Deposit Creation Page

  4. In the Deposit confirmation page, select Finish to complete the deposit or Cancel to abort.

Field Name

Description

Enter the bag number in which the deposit was placed

Type the bag number for the deposit in this field.

Pay Type

This column lists the pay types included in the deposit.

Amount

Type the dollar amount of each pay type in the Amount column.

Edit Deposit

The Edit Deposit utility is used to make changes to previously submitted deposits.

Note

Only the person who originally entered the deposit can edit its values.

  1. If the deposit is for a previous business date:

    • From the Cash Management browser, select Select Business Date.

    • From the dropdown calendar, select the business date, and then select OK.

  2. From the Deposit Wizard Menu Selections, select Edit Deposit.

    • The Existing Deposit Select Page appears.

  3. Select the deposit to edit and select Next.

    • The Deposit Data Display Page appears.

  4. Edit the pay type amounts included in the deposit in the Amount column and select Next.

  5. In the Deposit Wizard Finish Page, select Finish to complete the edits or Cancel to abort.

Drawer Status

The Drawer status utility displays the status of all drawers used during the current or selected business date.

  1. Open the Cash MGMT application on the IRIS Shell.

  2. Select the Drawer Status utility.

  3. The utility defaults to the current business date. To change to a previous business date, use the drop down calendar in the upper-left of the utility and select Go to Date to view the data.

  4. Use the utility to view the following information for the day's drawers:

    Column Header

    Description

    Status

    Current drawer status, including Counted, Ready to Count, and Suspended.

    Employee Name

    The name of the employee assigned to the drawer.

    Register Number

    The register to which the drawer was assigned. If the drawer was moved between multiple registers during the day, this number will be 0.

    Drawer Number

    The number for the drawer. The first digit of this number indicates the register number where the drawer was first assigned.

    Start Amount

    The starting amount of cash in the drawer when it was first assigned.

    Open Time

    The date and time the drawer was first assigned on the register.

    Close Time

    The date and time the drawer was closed on the register. If the drawer has not yet been closed, this will read DRAWER OPEN.

  5. When finished reviewing, select Ok.

View Expected Deposit Subtotal

This function displays the expected deposit for each counted drawer and the total deposit for all drawers.

  1. Select View Expected Subtotal.

  2. View the following information:

    Field Name

    Description

    Expected Deposit Subtotal by Pay Type

    This field lists the pay types included in the deposit and the totals for each.

    Breakdown of Expected Deposits

    Counted drawers and cash skims which have not yet been deposited will be listed here. Use the plus sign (+) next to each drawer and/or cash skim to view the respective deposit totals.

  3. Select Ok when done.

Send to Bank

Use this utility to record the deliveries of deposits to the bank.

  1. Select Send to Bank.

    • The Deposit Delivery Method Selection Page appears.

  2. Select the delivery method for the deposit, then select Next.

    • The Existing Deposit Select Page appears.

  3. Select the deposit to send to the bank, then select Next.

    • The Deposit Data Display Page appears.

  4. Reference the table below when reviewing. Select Next when complete.

  5. Select Finish to complete the deposit or Cancel to abort.

Field name

Description

Bag number in which the deposit was placed

This field contains the number of the bag in which the deposit was placed.

Pay Type

This column lists the pay types included in the deposit.

Amount

This column contains the dollar amounts of each pay type included in the deposit.

Reconcile All Safes

This utility balances all safes and indicates the exchange of employee accountability for the safe.

  1. Open the Safe Wizard and select Reconcile all Safes.

    • The Safe Reconcile Page opens

  2. Select the New Owner and enter Current Amount, referencing the field descriptions in the table below.

  3. Select Finish.

    • If any discrepancy exists between the previous and current safe amount, a warning appears. Select Yes to adjust the system amounts or select No to abort changes.

Field Name

Description

Current Owner

This field contains the name of the employee currently responsible for the safes

New Owner

Select the name of the employee responsible for the safes from the drop-down listbox

Comments

Type any comments in this field

Safe

This column lists your safes

Pay Type

This column lists the pay types included in each safe

Previous Amount

This column lists the previous dollar amounts of each pay type in each safe

Current Amount

Type the current dollar amount of each pay type in each safe in this field

View Safe History

This utility displays all safe transactions on an indicated business date.

  1. Open the Safe Wizard and select the desired safe from the list of safes, using the plus (+) sign to expand the list and find the cash value of the safe.

  2. Choose the View Safe Historyoption, then select Next.

    • The Safe History Page appears.

  3. To view the Currency Counter calculations used for a particular transaction, select the transaction and press F2.

  4. Select Finish when done.

Cash Management Reports

This section describes the Cash Management reports.

Cash Drawer History Report

The Cash Drawer History Report includes cash drawer details for a selected business date. The drawer details include:

  • Closed Time

  • Counted Time

  • Cashier

  • Drawer Totals

To open the report:

  1. From the Back Office Shell, select Reports.

  2. Select Cash Drawer History.

  3. Select the Business Date to view.

  4. Select View Report.

Sales Detail Report by Drawer

The Sales Detail Report by Drawer breaks down sales information, grouped by respective drawer. This report includes all the details that are included on the closed drawer slip.

To open the report:

  1. From the Back Office Shell, select Reports.

  2. Select Sales Detail Report.

  3. Select the Business Date to view.

  4. From the Grouping dropdown, select Drawer.

  5. Select View Report.