Point of Sale Transaction Report

To reconcile all funds received since the Point of Sale Transaction Report was last closed, complete the following steps:

Select the following menu path: Reports > Point of Sale Transaction Report
The Point of Sale Transaction Report window appears with Cash and A/R selected, similar to the figure below. Click [Next] to continue with the Cash and A/R reconciliation (or change the selection to Cash Only or Accounts Receivable Only).
A window showing all the workstations selected (checked) appears. The example shown below only has one terminal or station. All your computers that have SystemFive™ installed appear on this page. With the stations selected that you wish to close, click [Next].

Note: If you choose to close each station separately, make sure that all stations are synchronized to the same transaction number.

The next transaction number is generated and displayed with a Start and End date that shows the date range the report covers. Click [Next].

Note: Once you complete this report, clicking [Close File] at the top of the screen causes this transaction number to advance. Previous transaction numbers can be recalled at any time to view history.

The list of reports that are available appears. Select the reports you wish to print now or later, after reconciling all funds. Click [Next].
The Tendered page appears. The amounts shown are a summary of all monies received for each type of tender, as well as the different methods of payment i.e. whether it was a Cash Sale or a Payment on Account taken against an A/R invoice. The information shown in this screen is for information only and can be optionally printed later.
Click on the Checks tab to view all checks received. Optionally you may confirm each check by clicking on the red X next to the check which turns it into a green check. Doing this re-adds the check total at the bottom of the Amount column.
Click on the Credit Cards tab. A list of all credit card transactions appears. Optionally you may confirm each credit card transaction by clicking on the red X next to the check which turns it into a green check. Doing this re-adds the credit card transaction total at the bottom of the Amount column.
Click on the Cash Count tab. Enter the total amount of each denomination of cash in the till. Enter the amount of the float that was in the drawer at the beginning of the period. The system calculates the Total Cash for deposit.
Click the Paid Outs tab. Check each Paid Out and verify that the receipts are present.

Click the Cash Out tab. See the Table 1: Cash Out Tab below for a detailed explanation of this page.

Summary: The Cash Out page reports all accumulated data from the previous pages of the Point of Sale Transaction Report and compares this data to what the computer has recorded. If the Computer Total Over/(under) is within an acceptable level continue with the other reports on the other tabs (Transactions, Returns, Profitability, Unposted, Payments, etc.), otherwise you should investigate and correct the discrepancy before clicking [Close File].

Left Side Row Heading
Cash in Till	The total Cash in Till transferred from the Cash Count page.
Float	The total Float transferred from the Cash Count page.
Total Cash	The total Cash tender transferred from the Cash Count page.
Total of each Tender Type	The total checks, Amex, Visa, Gift Cards, etc. transferred from the Checks and Credit Cards page.
Total for Deposit	The Total Cash plus the totals of each tender type produces a value that is considered the Total for Deposit. If you do not enter values in the Cash Count page this box is blank.
Computer Total	The total receipts from all transactions the computer has recorded.
Computer Total Over/(under)	The comparison of the Computer Total minus the Total for Deposit equals the *Computer Total* Over/(under). If the *Computer Total Over/(under)* is not zero it indicates that something was not accounted for in the report, or maybe a transaction was not entered into SystemFive™ but it was accounted for in this report. In this case a review of the transactions should be performed.
Right Side Row Headings
Total Paid Out	The total cash removed from the till as recorded with the P-Paid Out invoice type.
Cash Clearing Account	The balance of the Cash Clearing (1020) ledger account is shown here. Note that all money received automatically posts to this account.
Computer Total	The difference of the Cash Clearing Account minus Computer Total (*Left Side*). The example above shows 5,359.24 - 4,207.50 = 1,151.74. This indicates that the journal entry to clear out the cash clearing account total from a previous period was not completed.
Float	The total Float transferred from the Cash Count page.
Computer Total Over/(under)	The difference of the Computer Total (*Right Side*) minus the Float. The example above shows 1,151.74 - 200.00 = 951.74.

Table 1: Cash Out Tab

The Transactions tab provides a listing of all transactions for the period of the Point of Sale Transaction Report. Each transaction is separated by a heavier dark line, and lists details such as the date, invoice number, the type of transaction, customer, and amounts. This process also acts as an audit trail listing all changes to invoices. For example, if an invoice was edited and the amount changed, the transaction report shows the initial invoice being created as well as another transaction line showing the adjustment of the invoice total. This listing is for information and does not require anything to be done aside from optionally printing it.

Note: If you see an invoice line highlighted in Red it means that there was a problem and the system could not post the total value of the invoice to the POS transaction file. In other words the total Point of Sale Transaction Report ENTRY does not match the total of the INVOICE. The Point of Sale Transaction Report is simply a log, and only records changes to invoices, not the current total of the invoice. Editing the invoice does not correct the Point of Sale Transaction Report once it has been closed. If the Point of Sale Transaction Report has been closed and you edit an invoice that took place during that report's date range, your current Point of Sale Transaction file will be out by the amount of the correction, and the amount should be recognized when reconciling the Computer Total Over/(under).

The Returns tab reports all invoices and items with negative quantities as shown in the example below.

The Profitability tab shows a listing of invoices for the period and the profitability of each invoice along with averages for the various totals calculated. This is an excellent daily report for management to review the profitability of all transactions with daily comparisons.
The Unposted tab shows a listing of all invoices that do not post to the Revenue, Cost of Goods Sold, and the Inventory account in the general ledger along with averages for the various totals calculated. The example below shows T - Transfer, N - Voided, E - Estimate, and W - Work Order type invoices.
The Payments tab shows a listing of all payments on account and deposits on Work Orders. It provides a tool to keep track of changes made to outstanding receivables on a daily basis.
The Finance Payments tab shows a listing of all payments made by customers for the finance company.
The Gift Cards tab shows a listing of all gift certificates and gift card transactions including when they are sold (issued) and when they are redeemed (sale).
Click [Print Selected Reports] to print the previously selected reports, or click the small arrow next to this command button for a menu of print options shown below. The reports can be printed as often as desired after editing the invoices, allowing changes to be made until you balance.
Click [Close File].

Note: After the Transaction File is closed any further changes to an invoice that occurred during the date range of the report will appear in the next Point of Sale Transaction Report.