1. Ringout your register by pressing F5 Open/Close.
a. Enter Opening amount (starting till) if you have not already done so.
Optional - Generate a pre-close X report if you'd like to view register totals before counting -- or click on the TenderView button. TenderView is provided with our add-in suites or available separately by request. Contact our sales office for details.
b. Enter Closing amounts.
- Use Calculator to count cash by denomination (pennies, nickels, dimes, etc)
- Verify check total using the Calculator or X report or TenderView
- Verify credit card total(s) using the Calculator or simply enter the total by card tender from the X report if you are using integrated card processing or a terminal-based system that prints totals by card type; or you can compare your credit card slips with transaction list in TenderView.
c. Generate an X report or compare your closing totals with TenderView.
If the figures match, remove the cash amount indicated from the drawer. If short/over, review the X report (or TenderView screen) for problems, then F4 Journal to locate any offending transactions. Use F11 Recall to Void a Transaction if needed (then re-enter the corrected transaction).
d. Generate a Z report to close the batch for the register.
Repeat steps for all active registers.
If you select the Blind Closeout option, you can count your tills from in the back office using Manager | Journal | Update Batch Info | double click on Batch # marked Blind Closed. "Blind" in this case refers to a register batch where the open/close amounts have not been reconciled. A Z report must be run to close the accounting batch for that register. Otherwise, the amounts won't be included in a summary GL report.
2. If you are using the integrated credit card processing in RMS your EDC (electronic draft capture) reports will be available online when you login to your merchant processor account.
3. Run whichever reports you prefer from the following 3 groups (Crystal, Active, Custom).
Crystal Reports:
- Utilities | Crystal Reports | Register Analysis Report
This report will default to today's date and provide you with figures for your bank deposit or manually posted accounting entries. It summarizes the activity from your Z reports.
Note: To include Tender Types by register, enable Show Individual Batches on the Additional Details tab.
- Utilities | Crystal Reports | DRS EOD Report
Everything in the Register Analysis report plus summarized sales activity by dept and category, along with a PDF of accounting entry definitions (Utilities, Add-ins. G/L Account Setup).
Note: To include Tender Types by register, enable Show Individual Batches on the Additional Details tab.
A monthly version of the DRS EOD Report is included in the Bicycle Bundle and RMSToolkit. This report, called DRS Sales Summary, defaults to last month's data, but may be set for any date range by using the Date Closed/Between filter option.
Note: To include Tender Types by register, enable Show Individual Batches on the Additional Details tab.
Active Reports:
- Reports | Sales | Summary Sales | Daily
- Reports | Custom | Profit Report(Item Sales)
Custom or Memorized Reports:
Custom reports can be created by MS Dynamics per your specs. Memorized reports are report templates you have modified and saved yourself. They then appear under Reports | Memorized.
One of the most valuable Custom reports we've included with custom reports bundle is the Profit Report (Item Sales). This will list your COGS by item, by category or dept. You can drag whichever column you'd like to sort by to the left-most column. Use the Grouping icon in the toolbar to summarize up to 3 columns of data. Right-click and select Show/Hide to add/subtract additional data to your report. When you have it looking the way you want, click on the Diskette icon in the toolbar to save your settings in a Memorized report.
4. Optionally post your closed batches (accounting activity) to the General Ledger package of your choice. There are 3 methods to choose from.
- Manual posting based on selected reports above
- Semi-automated posting using the export/import option and the Accounting package selected under File | Configuration | Accounting
- Automated posting using XML integration with QuickBooks 2003 Pro (or higher) selected
Please review the accounting sectionc in the Store Ops manual or search onscreen Help for more information on "accounting". You should also consult with your accountant before activating any accounting link with Store Operations.
5. Backup your RMS database (!!!) as you exit Manager on the server (if backup reminder is not disabled) or by selecting Utilities, Backup. We suggest you backup to an external drive or thumb drive. If thumb drives use rotating drives such as one labeled Mon-Wed-Fri and another Tue-Thu-Sat. This way the backup file name can be the same (ex. RMSbackup). Backup manually even if you use a cloud backup service that runs automatically at night. Better safe than sorry.
6. End of Month: Don't forget to run an end-of-month inventory value report (Reports, Items, Value List) to post your change in inventory dollars to your accounting package. The RMS database is in constant flux. If you fail to run an EOM/BOM report for inventory valuation, you will need to run an Inventory Movement report by date range and tally up changes in inventory due to: sales/refunds, transfers in/out, adjustments in/out, purchase orders/transfers out to supplier.
Sales Tax Reporting: To run a sales tax report, see Store Operations Manager, Reports, Sales, Sales Tax Analysis, enter date range required (example, first and last day of month), OK to run report. This report is used to tally sales for your state's dept of revenue tax report. This report relies on the transaction tables not closed batches (EOD/EOM reports). There can be a discrepancy between the two report types since a closed batch may not occur on the same date as the transactions. However, as long as you run same report each month to report sales tax the values are correct for reporting purposes.
WARNING: You should create an archive backup at the end of every month in case you need to run historical reports in the future. Example: 12-31-2017.bck This backup should be stored in safe place such as a CD-R or thumb drive that is kept off-premises. This also protects you in case of system crashes or fire/theft.
IMPORTANT: Setup your gift cards/vouchers as non-taxable items assigned to their own dept. Exclude this dept from sales revenue reporting for tax purposes. Gift cards should be booked to a liability/deposit account, not revenue.
Note: If you are running RMS 2.0.0150 or higher, voucher sales are assigned to a voucher account during Z out. However, web based gift card systems like Mercury/Vantiv, or voucher sales in earlier versions of RMS, require separate booking by dept as noted.
Notes: Refer to the Store Operations manual and online Help for details on setting up your G/L entries and posting your closed batches. Attached below is a definition spreadsheet listing the G/L account entries and posting types for QuickBooks.
TIPS:
- Do not co-mingle cash between drawers
- Perform cash drops as necessary to remove excess cash from the drawer
- Make sure credit card vouchers are placed in the drawer where they were tendered (unless using signature capture/no stub)
- If your credit card settlement requires manual batch processing, you should verify the total batch matches the Register Analysis Report.
- If you credit card settlement supports station summaries, you can match the register total from each X/Z report.
The Z report also contains the daily COGS for each register. However, the combined totals are also available in the Register Analysis Report, so you do not have to add up your Z reports. - If you have a supported accounting package, you can set up General Ledger entries and export data to a file for import into your accounting package. See Manager | Journal | Post Closed Batches | Help.
- If balancing the drawer becomes an issue, we suggest implementing this rule: "No one leaves for the day until the drawer is balanced." This will quickly remedy short/over problems and ensure your registers balance properly each day. Employees who use cash drawers during the day should be made responsible for balancing them.
- Leave your cash drawers open at night with till removed (or empty). If you have a break-in, theives will inevitably take a closed cash drawer even if there is no money in it, because they can't tell that until they crack it open later.
Dave J
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