Deposits Report

Deposits Report

Deposits Report Overview

"Deposits Report" lets you view the deposit records.

The store experiences significant traffic on weekends, holidays, and during festivals. Many customers tend to pay in cash during these times, which can lead to the cash drawer overflowing or exceeding its limits. In such instances, the cashier must deposit the excess money into the safe after informing the store manager. These amounts are recorded as deposits. The "Deposits Report" helps track the instances when cashiers deposit cash into the safe. 

This article includes information about: 
  1. How to generate a "Deposits Report."
  2. How to apply the filter options to filter the report data.
  3. How to automate (schedule) or print a report.
  4. How to mark the report as a favorite report.

1. Reaching the "Deposits Report"

  1. Step 1: Log into Control Center
  2. Step 2: Choose Point of Sale
  3. Step 3: Choose Reports
  4. Step 4: Choose Sales Reports
  5. Step 5: Choose Deposits
Figure 1.1 below will help you understand the navigation better.

Figure 1.1

When you click "Deposits," the Deposits Report screen will open with relevant filtering and sorting options, as Figure 1.2 shows.


 Figure 1.2

The report data will be empty initially. You must choose a date range, select the appropriate filters, and click "Generate Report" to generate a report. 

2. Generating the "Deposits Report"

Please follow the steps below to generate the "Deposits Report" that meets your requirements: 
  1. Navigate to the Deposits Report screen.
  2. Select a date range and click "Generate Report" to view the Deposits Report for that date range.
    1. You can use the Report Type, Date Range & Presets, Group By Location, and Stores and Location Groups filters to create a report that meets your requirements. You can use multiple filters to make the report more specific. Please refer to 3. Report Filter Options to learn more about these filters.
    2. Click "Generate Report" whenever you change your selection in any field to view the updated report. 
  3. When you click the "Generate Report" button after selecting the date range, the system will display the deposit records location-wise, as Figure 2.1 shows.

 Figure 2.1

Report Fields:
  1. Location Name: This column represents the location (store) where the physical cash was deposited in the safe on the shift reconciliation record.
  2. Register #: This column represents the register of the POS system where the transaction occurred.
  3. Deposit Amount: This column represents the dollar amount value deposited into the safe in the summary.

3. Report Filter Options 

FTx Cloud POS lets you view the Deposits Report records according to your preferences using various filter options. You can configure the report with any single or combination of multiple filters. The filters are highlighted in Figure 3.1.


Figure 3.1
1: Report Filters: 
  1. Report Type: This filter lets you view the report records based on three parameters: Summary Report, Shift Recons, and Daily Recons. 3.1 Report Type explains the further details. 
  2. Date Range & Presets: This filter lets you select the report's time interval. 3.2 Date Range & Presets explains further details.  
2: Store and Location Filter: This filter lets you view the report for the selected stores (locations) or location groups. 3.3 Filter Store and Location Groups explains further details. 

3.1 Report Type 

The Report Type filter has three options: Summary Report, Shift Recons, and Daily Recons. The system selects "Summary Report" by default. 


Figure 3.1.1
  1. Summary Report: This report type lets you view the summary of deposits. 
  2. Shift Recons: This report type lets you view the deposits based on shift reconciliations. 
  3. Daily Recons: This report type lets you view the deposits based on daily reconciliations.  

3.1.1 Summary Report

"Summary Report" shows you the summary of deposits for the selected timeframe.
  1. Please refer to Figure 2.1 and the descriptions of the report fields to understand the "Summary Report."

3.1.2 Shift Recons

"Shift Recons" lets you view the deposited physical cash based on shift reconciliation.  
What is shift reconciliation?

At the end of their shift, the cashier is required to carry out shift reconciliation via the POS device, also referred to as Register Z. It is the process of closing out a shift and recording the physical number (amount) of tenders on hand against the tender amounts recorded by the system. This allows for tracking of any discrepancies between system totals and on-hand tenders.

How does the Register Z track deposits? 

When the cashier deposits physical cash into the safe under the store manager's supervision, it can be recorded when Register Z is performed. 

Please follow the steps below to view the deposits based on shift reconciliation:    
  1. Choose "Shift Recons" in the Report Type drop-down. The Group By drop-down will appear, allowing you to view the report records by location or location groups. 
  2. Click "Generate Report." The system will display the report, as Figure 3.1.2.1 shows. 

Figure 3.1.2.1

Report Fields:
  1. Location Name: This column represents the location (store) where the physical cash was deposited in the safe on the shift reconciliation record.
  2. Register #: This column represents the register number of the POS system where the transaction occurred.
  3. Reg Z #: This column represents the number of shift reconciliations when an employee has completed the shift for the day.
  4. Timestamp: This column represents the timestamp when the shift reconciliation occurred.
  5. Deposit Amount: This column represents the value of the dollar amount deposited into the safe during the specific shift recon.
  6. Action (to view Shift Recon): Clicking the View icon opens a new browser tab to check the shift reconciliation data, as Figure 3.1.2.2 shows. 

Figure 3.1.2.2
Group By

The Group By filter lets you view the report records sorted by Locations or Location Groups. By default, the system selects "None." Click the Group By drop-down highlighted in Figure 3.1.2.3 to change it.

Figure 3.1.2.3

1. Location: If you select "Location" when generating the report, the system will display records grouped according to Locations, as Figure 3.1.2.4 shows.

Figure 3.1.2.4
2. Location Group: If you select "Location Group" when generating the report, the system will display records grouped according to location groups, as Figure 3.1.2.5 shows.

Figure 3.1.2.5

3.1.3 Daily Recons 

"Daily Reconciliation" lets you view the deposited physical cash based on daily reconciliation.  
What is "Daily Reconciliation?"
  1. After the cashiers complete and finalize the Shift Reconciliation, the store manager or administrator will carry out the daily reconciliation by consolidating all the shifts via the POS device. Once executed, the daily reconciliation is designated as "Reconcile Is Final."
  2. A store manager typically oversees the daily reconciliation. The store manager must verify the shift amounts, which you will see under the "Show Manager Values" tab, compare them with different tenders, and manually input the values for each shift.
  3. Once the daily reconciliation from the POS device is verified and finalized, a corporate employee from Control Center will audit it.
Please follow the steps below to view the deposits based on daily reconciliation:   
  1. Choose "Daily Recons" in the Report Type drop-down.
    1. The Group By drop-down will appear. For information about this drop-down, please refer to the point Group By, explained in 3.1.2 Shift Recons. 
    2. The Deduct Change Bank from Deposit checkbox will also appear. Tick this checkbox to deduct the Change Bank from the deposit. However, you must follow the proper practice for managing the Change Bank to use this checkbox. Otherwise, the report may contain errors. 
  2. Click "Generate Report." The system will display the report as Figure 3.1.3.1 shows. 

Figure 3.1.3.1

Report Fields:
  1. Location Name: This column represents the location (store) where the physical cash was deposited in the safe on the shift reconciliation record.
  2. Day: This column represents the date when the daily reconciliation occurred.
  3. Finalized: This column represents whether the store manager verified and finalized the daily reconciliation from the POS panel.
  4. Audited: This column indicates whether Control Center (corporate) audited the daily reconciliation.
  5. Deposit Amount: This column represents the value of the dollar amount deposited in physical cash into the safe for the specific daily recon.
  6. Action (View | Print | Audit): 
    1. View: By clicking the View icon, a new browser tab will open to check the daily reconciliation data.

Figure 3.1.3.2
    1. Print: By clicking the Print icon, a PDF will be downloaded for the specific daily recon data.
    2. Audit: The Audit icon will be available if the daily reconciliation has not been audited yet. Click it to open the Daily Reconciliation Audit screen and confirm the daily reconciliation. The point "Auditing the Daily Reconciliation" explains the further details.
Auditing the Daily Reconciliation

The Audit Reconciliation icon becomes available in the Action column once a daily reconciliation is finalized but not yet audited, as Figure 3.1.3.1 shows. Please follow the steps below to audit a daily reconciliation. 
  1. Click on the respective Audit Reconciliation icon, which is located in the Action column and highlighted in Figure 3.1.3.3.

Figure 3.1.3.3
  1. The Daily Reconciliation Audit screen will appear, as Figure 3.1.3.4 shows. 

Figure 3.1.3.4
  1. Update the values, check the Audit Finalized checkbox, and click the "Save" button.

3.2 Date Range & Presets 

Date Range

Please follow the steps below to select the report's required date range and time interval:
  1. Click inside the Start Date field. The drop-down calendar will appear as shown in Figure 3.2.1.
  2. Select the specific date and time. You can also manually enter the date in the MM/DD/YYYY format.
  3. Click inside the End Date field and follow the same process. 
  4. After making the appropriate selections for other filters, click on "Generate Report."

Figure 3.2.1
Presets

Use the Presets drop-down to select the specific duration/interval, i.e., Today, Yesterday, This Week, Last Week, etc., to generate the report as shown in Figure 3.2.2.
  1. Please click on the required timeframe and click "Generate Report." The system will generate and show the report based on your selection. 

Figure 3.2.2

3.3 Filter Stores & Locations

The Store and Location Group filter lets you view the report for selected stores (Locations) and Location Groups. Please follow the steps below to apply the Store & Location Group filter.
  1. Click the "No Filter Selected" button in the top-right corner, highlighted in Figure 3.3.1.

Figure 3.3.1
  1. The Manage Filters screen will appear, as Figure 3.3.2 shows. 

Figure 3.3.2
  1. 1: Manage Filters Drop-Down: The drop-down shows the list of saved custom filters, if there are any. Select the required filter from the drop-down and click the "Apply" button to apply it. The "Manage Filters" button next to this drop-down helps you open the Manage Saved Filters screen. Point 3.3.1 Save and Manage Location Filters explains more details.
  2. 2: Parameter Tabs: You will see two tabs: "Store" and "Location Group." Select the required tab, e.g., "Store," to create or apply a custom filter specific to the selected stores. 
  3. 3: Use this Search box to search for a specific location. 
  4. 4: Use this drop-down to view the results (stores or location groups) based on pricebook zone. 
  5. 5: Use this drop-down to view the results (stores or location groups) based on three parameters: All Locations, Only Active, and Only Deleted. 
  6. 6: Results: This section shows the list of selected parameters. For example, if you have chosen the "Store" tab, it will show a list of stores.  
  7. 7: Selection Checkboxes: You must select the required stores by ticking the checkbox. 
  8. 8: Arrow: Click the green Arrow button to move the selected stores to Selected List. 
  1. The Manage Filters screen will look like the one in Figure 3.3.3.

Figure 3.3.3
  1. 1: Click the "Clear Selection" button to remove the whole selection. To remove any record from the list, click the Remove (x) icon.
  2. 2: Click "Apply" to apply the selection. You can click the "Save Filters" button to save the custom filter for future use. Point 3.3.1 Save and Manage Location Filters explains the details.

3.3.1 Save and Manage Location Filters

You can also save the configured custom filters for future use.
  1. Click the "Save Filters" button shown in Figure 3.3.3.
  2. The Name screen will appear as shown in Figure 3.3.1.1. 
  3. Enter the name of the custom filter and click "OK." A success message will appear, and the custom filter will be saved. 
    1. You can see this custom filter listed in the Manage Filters drop-down.

Figure 3.3.1.1
  1. You can use the saved custom filter from the Manage Filters drop-down whenever needed and delete it when you no longer need it. Open the Manage Filters screen again and use the steps shown in Figure 3.3.1.2 according to your requirements.

Figure 3.3.1.2
  1. 1: Saved Filter Drop-Down: All saved custom filters will appear in the Saved Filter drop-down. You can select the required custom filter and click "Apply." 
  2. 2: Manage Filters: Use the "Manage Filters" button to view and manage the saved filters. The "Manage Saved Filters" pop-up screen will appear when you click the "Manage Filters" button. 
  3. 3: Filter Name: The list shows all saved custom filters. Click on a filter's name to select it.     
  4. 4: Click "Select Filter" or "Delete."
    1. "Select Filter": Click on the filter's name, then click the "Select Filter" button to select any filter from the list.
    2. "Delete": Use the "Delete" button to remove the filter no longer required from the list. Click on the filter's name and then the "Delete" button. A warning message will appear. Click "OK."
  1. Similarly, you can filter the records by selecting the location group(s). When you set up the filters for locations (stores) and location groups, you can see the details chosen by hovering the mouse cursor over the Selected Stores button, as shown in Figure 3.3.1.3.

Figure 3.3.1.3

4. Scheduling a Report

FTx Cloud POS supports report automation. You can configure a report and schedule it. The system will send the scheduled report to the indicated email IDs at the defined frequencies (daily, weekly, bi-weekly, monthly, quarterly, etc.). 

Please refer to Scheduling a Report to learn how to schedule a report.

5. Printing/Exporting a Report 

You can print or export any report according to your requirements. When you use the Print function, the system creates and opens the report's PDF file in a new tab. You can download the soft copy or print the paper copy according to your requirements. 

Please refer to Printing a Report to learn how to print or export a report. 

6. Manage Favorites 

FTx Cloud POS allows quick access to the reports you need to view frequently through "Favorite Reports." You can save a report as a favorite and manage all your favorite reports from any of the report screens using the "Manage Favorites" button. 

Please refer to Managing the Favorite Reports to learn how to manage or export a report. 

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