Shift Reconciliation
Shift Reconciliation
Point of Sale -> Reconciliation -> "Shift Reconciliation"
About Reconciliation under FTx POS
"Reconciliation" 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.
Reconciliation takes place in two phases:
- Shift Reconciliation: This reconciliation is performed by each cashier at the close of their shift. The cashier is an employee of the store.
- Daily Reconciliation: This reconciliation is performed by the store's manager at the end of the day (or beginning of the next day).
About Shift Reconciliation
Once the cashier ends the shift, they need to perform the shift reconciliation through the POS panel, which is also known as Register Z. Before the shift reconciliation, the Reg Z must be performed in order to perform the shift reconciliation.
In this KB article, we discuss how the store manager can perform the "Shift Reconciliation."
1. Performing the Shift Reconciliation from the POS
Once the cashier is about to complete the shift for the day, that cashier must generate the Reg. Z for performing the shift reconciliation.
Shift Reconciliation flow from POS:
-> Generate "Reg Z"
-> Perform the "Shift Reconciliation"
-> Verify $ amount values as per the sales
-> Finalize Shift
Figure 1.1
Once the Reg. Z is generated, the shift will be synced with Control Center, but it will not be finalized. When a cashier verifies the sales values, that cashier needs to tick the "Reconciliation Is Final" checkbox to finalize the shift reconciliation from the POS.
Once a cashier has finalized the shift reconciliation, it will be synced with Control Center and updated as finalized.
2. Reaching the Shift Reconciliation Module
To reach the Shift Reconciliation module, follow the below steps:
- Step 1: Log into Control Center
- Step 2: Choose Point of Sale
- Step 3: Choose Reconciliation
By clicking the "Reconciliation" menu, you can see "Shift Reconciliation" by default.
Figure 2.1
When the cashier has generated the Reg. Z (shift) from the POS, those shift records will be listed here. But, until the cashier finalizes the sales values as per the shift, the final reconciliation column is marked as "Unfinalized" (a cross in a red icon).
Figure 2.2
You can see the following data for the shift reconciliation in tabular format:
- Recon Date: It displays when the shift reconciliation was performed by the cashier.- Employee: It displays the name of the employee who performed the shift recon on the POS.- Employee #: It displays the employee number who performed the shift recon on the POS.- Location: It displays the name of the store (location) where the shift recon was performed.- Reg Num: It displays the register number (POS) at which the shift recon was performed.- Reg. Z Counter: It displays the shift reconciliation counter from that POS.- Reconciled: As per the highlighted record above (Figure 2.2), Reg Z (shift) has been generated from the POS, but it is still unfinalized. That's why the red-crossed icon can be seen in the "Reconciled" column. Filter the shift reconciliation: "Yes (Reconciled)" or "No (Pending to Reconciled)."- Deposit: It displays how much $ amount was deposited at the time of shift reconciliation.- Variance Amount: It displayed the difference in the $ amount of the system vs. the $ amount in the cash drawer.
- Actions: View | Print | Unlock | Audit
Until the cashier marks the shift reconciliation as finalized, the reconciliation can be seen as pending in Control Center. When the shift reconciliation is finalized by the cashier, only then will the "Unlock" and "Audit" icons appear.
Filter Date Range: You can also get the shift reconciliation data by filtering the date range.
2.1 View Shift Recon
You can check the sales values for the specific shift reconciliation. By clicking the "View" icon, you will be redirected to a new page where you can check the "Cashier" and "System Values" of the sales.
If there's a difference between the "Cashier" and "System" values, that can be seen in red-colored text until it's finalized by the cashier.
Figure 2.1.1
When the cashier has finalized the shift recon from the POS, only then will you get the "Audit Shift Reconciliation" button on the header.
Figure 2.1.2
So, you can start auditing for the specific shift recon data from the shift recon sales detail view.
2.2 Print Shift Recon
You can print the specific shift reconciliation record, including all the sales values that occurred during the shift. By clicking the "Print" icon, the sales values will be generated in PDF format, including all the sales values.
Figure 2.2.1
2.3 Audit Recon
When the cashier has finalized the shift reconciliation from the POS, you can see the "Reconciliation" column as finalized (a green tick marked). Once the shift reconciliation is finalized, you are able to "audit" that shift from Control Center.
Figure 2.3.1
By clicking the "Audit Recon" icon, you will get a "Shift Reconciliation Audit" pop-up. There will be three columns:
- Audit Details: You need to cross-check and verify.
- Cashier Details: Already verified and finalized by the cashier.
- Difference: The difference in the $ amount will be displayed in - a negative sign.
The $ values that you need to cross-check will display in orange.
Figure 2.3.2
Once you cross-verify and enter the values under "Audit Details," you will get the total summary at the end.
Figure 2.3.3
If everything's verified and matches the values, you need to tick the "Audit Finalized" checkbox to finalize the audit for the shift reconciliation.
Once the checkbox is ticked and the "Save" button is clicked, a "Success" message will be displayed.
Figure 2.3.4
2.4 Unlock Shift (POS)
If you have already audited any shift reconciliation and later get the query or miscalculation values, you can unlock that audited shift reconciliation.
Figure 2.4.1
Once you unlocked the audited shift reconciliation, the cashier will see the shift reconciliation (Z Reconciled) as "unfinalized" (the tick mark will be removed) on POS. So, the cashier can reverify the sales values and mark the shift as final once the values are cross-verified and updated.
As explained in "2.3 Audit Recon," you need to update the sales values if there are any changes; otherwise, tick "Audit Finalized" to audit that shift.
Once the shift reconciliation is performed from the POS, the sales manager will perform the "Daily Reconciliation" from the POS.
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