Safe management (Enterprise)

Note
The feature is available in cooperation with Comarch ERP Enterprise.

The Safe Management feature is available in the shift work mode on the POS workstation. The solution is directed to stores where sales revenues are withdrawn by the manager at the end of day and stored in an appropriate place in a back room. To support that, when a shift is being closed, excessive cash (understood as a difference between cash received on a given day and a minimum amount which is to be kept in the drawer for the next day), external vouchers, and checks are automatically deposited into the safe, while their value is deducted from the operator’s cash register balance.

Note
The feature is turned on by activating a relevant parameter in the ERP system.
Note
Permissions related to the possibility to display the safe’s balance may be adjusted in the ERP system.
Note
In the ERP system, it is possible to set a value and time limit for the safe’s balance, making the application remind the user about the need to withdraw funds from the safe and deposit them into a bank.

If a defined amount limit is reached in POS, the application displays the following notification: “The maximum limit of the safe’s balance has been reached. The maximum limit of the safe’s balance is set as: [specified amount]. The current safe’s balance is: [current safe balance].Withdraw cash from the safe and transfer it to the bank”.

Safe

The Safe feature is available after selecting [Reports and Payments] → [Safe].

[Safe] tile
The Safe window presents the summary of safe-related transactions. As of version 2021.1, the beginning balance of the safe is presented with regard to each payment form used in transactions completed the previous day. In this place, it is possible to perform a manual safe deposit or withdrawal and open the list of all transactions.

Note
Changing the method of safe balance presentation requires withdrawing all funds from the safe before updating Comarch Retail POS to version 2021.1. Clients who have already used the safe feature must make a withdrawal of all payment forms, so that the safe balance at the end of day equals 0.00.

The Safe window is composed of the following columns:

  • Payment Form – payment forms available on the POS workstation, taking into account each of the available currencies
  • Number of Transactions – the number of safe deposits and withdrawals
  • Beginning Balance – it displays the beginning balance of each payment form in the shop
  • Deposits – the combined total amount paid manually and related to cash sales
  • Withdrawals – the combined total amount withdrawn manually and related to shift-beginning withdrawals
  • Total – the difference between deposits and withdrawals given in each currency
  • Ending Balance – it displays the summary of a beginning amount and all incomings in the shop registered for a given payment form, on a given work day. The ending balance of each payment form is that form’s beginning balance the following day.
Safe window

The Safe window contains the following buttons:

  • [Transactions] – it opens the list of all safe-related transactions carried out in the store
  • [Safe Withdrawal] – it opens a window enabling the user to make a safe withdrawal
  • [Safe Deposit] – it opens a window enabling the user to make a safe deposit
  • [Refresh] – it updates data through the POS Agent service
  • [Close] – it closes the safe window

Transaction list

The list of transactions may be opened by selecting the button [Transactions] in the Safe window.

List of safe transactions

The Transactions list presents a beginning safe balance and a current safe balance, together with the following columns:

  • Number
  • Type – with the available values Deposit and Withdrawal
  • Payment Form
  • Value
  • Date
  • Cashier
  • Attribute (hidden by default)

The upper part of the window contains the text filter field, making it possible to browse the list on the basis of any part of a transaction’s system number.

Search results may also be narrowed down with the use of expandable filters:

  • Type
  • Value
  • Date
  • Payment Form
  • Cashier
  • Attribute

The Transactions window contains the following buttons:

  • [Refresh] – it updates data with the use of the POS Agent
  • [Safe Withdrawal] – it opens the safe withdrawal window
  • [Safe Deposit] – it opens the safe deposit window

Safe deposit/withdrawal

The user can initiate a safe deposit/withdrawal:

  • Directly in the Safe window
[Safe Withdrawal] and [Safe Deposit] buttons in Safe window
  • On the Transactions list
[Safe Withdrawal] and [Safe Deposit] buttons on transaction list
Safe deposit

The deposit/withdrawal form contains the following fields (particular points correspond to the places marked in the figure above):

1. Amount and Currency – they allow the user to enter an amount in a currency available on the POS workstation

2. Payment Form

3. Payer – it makes it possible to specify a customer or employee. Once the button [Customer]/[Employee] is selected, the application displays the customer/employee selection list.

Note
If the payer is set as Customer, deposits/withdrawals affect only the safe’s balance. On the other hand, if the payer is set as Employee, deposits/withdrawals affect both the safe’s balance and the drawer’s balance of the logged-in operator.

Example
During a cashier’s shift, sales amounted to 1200 EUR. On the POS workstation, the cashier received a notification that the maximum cash register balance is 1000 EUR. The cashier adds and confirms a safe deposit document for 200 EUR. The system creates two documents:

  • The safe deposit document for 200 EUR
  • A CW document generated automatically and presented on the list of CD/CW documents, deducting the cash register balance (the withdrawal presented in the document amounts to -200 EUR)

4. Description – it allows the user to enter information on the purpose of a deposit/withdrawal

The deposit/withdrawal form contains the following buttons:

  • [Safe Deposit]/[Safe Withdrawal] – it switches between deposit/withdrawal documents without the need for the user to enter data again
  • [Confirm] – it confirms the document
  • [Count Cash Register] – it opens the window Cash Register Counting (as in the case of the window opened at the end of day) presenting a payment form and currency selected in a given deposit/withdrawal document

Configuration of payment forms to be stored in the safe

Note
This feature is only available in cooperation with Comarch ERP Enterprise.

Comarch ERP Enterprise makes it possible to handle and configure payment forms which are to be stored in the safe. Since the system supports a large number of external vouchers, such as social vouchers, restaurant vouchers, or Sodexo cards, it is possible to define which vouchers should be kept in the safe for the purpose of passing them on to an external company and cashing them in.

To enable the storage of a given payment form in the safe, it is necessary to activate for that form the parameter Included in the vault available in the ERP system. The parameter is active by default for the following payment forms: Cash, Check, External Vouchers.

Note
Before changing the settings of the Included in the vault parameter, it is necessary to make safe withdrawals in order to start the new work day with the beginning balance of 0.00 for relevant payment forms. Otherwise, safe balance differences will occur.
Example
A customer in the ERP system has three defined sorts of external vouchers: Sodexo, restaurant, and social vouchers. The safe should only store restaurant and social vouchers, as they should be passed on to a distribution company once a month. Therefore, the new parameter Included in the vault should be deactivated for Sodexo vouchers, while the Sodexo voucher sort should not be presented and calculated in the summary of the safe feature.

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