Working with Cashier Sessions | Knowledge Base

In order to receive payments in Enlite, there must be a cashier session open. This means that someone is responsible for the amount of cash entering and leaving the register. Once a cashier opens the session, any employee can take payments. However, the cashier that opens the session will be responsible for counting the money in the register at open and will be responsible for reconciling the register versus sales at the end of the cashier period. Enlite provides helpful tools to assist the cashier in closing correctly.

This module is optional. If you don’t need to open and close your register daily, you may simply open one cashier session and never close it. The system does not impose a way of operating, rather these tools are available if your business requires them.

To open/close a cashier session you must click on the cashier module in the Main Menu
You will immediately be prompted for a Cashier PIN. Only employee with the Cashier or Cashier (Login) can enter the cashier module. If you are a Store Owner, do NOT change your role. Create another employee with the Cashier or Cashier (Login) role. Use this PIN to access the Cashier module.
Upon entering, you will see the Register Open screen. It has 3 main screen elements necessary for you to open the register successfully.
1. Encompassed by the red box, you will see the area for entering the coins and notes that are in the register at the time of opening. In our example below you can see that a number is entered to the right of several denominations, that is the count of coins or notes for each. For example, there is 1 $20.00 bill in the register, so it has a 1, next to the $20.00 note. The cashier simply counts their coins and notes and enters the quantity for each, next to the respective coin or note. The coins and notes, as well as the currency symbol, are configurable. If you do not see the currency, notes, or coins you require, please contact [email protected] for assistance.
2. In the blue box, as the cashier enters their coins and notes, the Cashier Starting Amount will immediately update with the sum of all coins and notes that have been added. Just above that, is the Previous Recorded Close, this shows the amount with which the register was closed in the previous session. Finally, the Difference field shows any discrepancy between the Previous Recorded Close and the Cashier Starting Amount. In our example, the Previous Recorded Close was $100 and the Cashier Starting Amount with the total of all the coins and notes we’ve counted in our register, also shows $100. So, the Difference field at the bottom is showing $0.00 and has a green check to show that it matches. If it did not match, the a red “X” would appear instead of the green check.
  
  A difference will NOT prevent you from opening a new session. It is just indicator for the cashier that there is a mistake between the previous close and the current opening and if necessary should be reported to a manager or discussed with the previous Cashier.
Finally, the green box shows the Login button. Once you have entered your coins and notes in the register, you can press the Login button to open the session, which is what we will do right now.
Once logged in, you will be taken back to the Main Menu and you will receive a green confirmation message in the bottom-left corner, indicating that the cashier has logged in.
To simulate a full day, I’ve taken payments for various transactions. Now we are going to return to the Cashier Module, again, by clicking the Cashier button in the Main Menu and enter your Cashier PIN as we did in steps 1 and 2 previously.
The first step is similar to opening the register. The cashier must enter the count of coins and notes in the register at the time of close. As the cashier enters these numbers, several fields are updated on the screen. First, the Cashier End amount reflects the sum of the coins and notes in the register. In our example, we ended with $163.19 in the register. The Difference field is now calculating any discrepancy between the Cashier End field, displaying the sum of the coins and notes in the register and the Register End field, directly above it. The Register End field displays the sum of the cash transactions the system has recorded during while this cashier session has been open.

Finally, in the Orders and Sales section on the lower portion of the screen, the system is displaying the Cash received from Sales during the cashier session. The Actual column is derived from the number of coins and notes the cashier enters, minus the starting cash. So, in our register, we have $163.19. We started with $100.00, the system is subtracting that starting amount, so we have received $63.19 from cash sales during this period. On the Recorded column, the system is showing $63.19 in cash sales received during the period. This is the amount calculated from the transactions that were processed from by the system. Last, the Difference is showing $0.00 because we have $63.19 in cash from sales during the period and the system recorded the same amount. So we have no difference.
To view the sales that make up the Recorded numbers the system is displaying, simply click on the View button for the corresponding payment method. In this case, let’s view the transactions that make up the $63.19 in recorded cash sales. In the Transaction Details pop-up, you can see each of the transactions that make up the Recorded total. From this window it is easy to audit. If I was off by any amount, I can review the transactions and determine if I have made any mistakes.
A similar process is repeated for other payment methods. The payment methods that are displayed are configurable. Your store may or may not have all of these fields. If you need changes made to your payment methods, please contact[email protected]. In our example below, the cashier would open their drawer and review the checks to enter the number of sales received byCheck and similarly, review the credit card vouchers in the drawer to enter the amount of Credit Card Manual sales. If your payment processor is integrated with Enlite, the Credit Card sales don’t need to be verified because all your credit card transactions will be processed through the system. So, in our example below, we have entered the Check and Credit Car Manual amounts, they match the Recorded amounts and therefore show a $0.00 Difference.

We can also add notes if necessary, in this case, we have noted where the checks and credit card vouchers were left. This would be the place for cashiers to record explanations for any discrepancies, exceptions to processes or anything else of note related to closing the cash register that your operation requires.
Next, we are going to record the amount of cash we are taking out of the drawer. If your operation, by policy, only leaves $100 in the drawer after close and the remainder is moved to a safe or an envelope, the amount of money removed from the drawer can be recorded in the Cash Outfield. In our example, we are removing $63.19 from the drawer, as reflected by the $63.19 in the Cash Out field. This leaves a final Recorded Close of $100.00. This is the amount of money that the next person who opens the register will see.
Finally, having recorded all our coins and notes, entered our amounts for the different payment methods, verified that there are no differences, or explained them and recorded the amount that will be removed from the drawer, we are ready to close the register. To do this, we simply click on the orange Close Register button. The system will allow closing the register with differences. Only a Cashier End amount is required, and it can be 0. All the totals on this screen are reportable.
Upon logging out two things will happen. First, you will receive a green confirmation message on the bottom left, notifying you that the cashier has logged out. Secondly, a report will be printed on your receipt printer, summarizing the cashier period that was just closed.
The Cashier Period Summary report gives you a quick glance at key metrics during the cashier period. Most of the information we saw on the Cashier closing screen. The first section shows the amount of funds received by payment method as recorded by the Cashier, the Enlite System, and any differences. Beneath that are the notes entered by the cashier. If you as a store manager or owner receive this report and see a difference that is not explained by the notes you can address the issue with the cashier responsible for the period. The remaining fields will vary slightly versus what you might see depending on configured payment methods and whether or not your store collects taxes and/or environmental taxes. If you have any questions regarding what you see please contact [email protected]