Point of Sale Powered by Coalition

Transcription

1 Point of Sale Powered by Coalition Cash Management July 8, 2004 Version

2 2004 NSB Retail Systems, plc The contents of this manual and the software it describes are the property of NSB and are copyrighted. Any reproduction in whole or in part is strictly prohibited. For additional copies of the manual, contact NSB, plc. NSB, plc. 400 Venture Drive Lewis Center, Ohio Tel.: (614) Fax: (614) July 8, 2004 Version

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4 Contents CONTENTS... I INTRODUCTION... 1 Key Functions... 3 Key Terms... 3 UNDERSTANDING CASHMAN... 6 Physical and Electronic Cash Flow... 6 CashMan Overview... 7 CashMan in the Trading Day... 9 CashMan Function-by-Function APPEARANCE AND TOOLS Appearance Counting and Calculation Tools CASHMAN DAILY TASKS Associating Till(s) Association + Count...25 Adjusting the Safe Float Performing Pickup Declarations Adjusting Till Floats Transferring Money from the Safe to a Till Performing Safe Receipts Performing a Final Pickup Declaration Banking CASH MANAGEMENT OCCASIONAL TASKS Adding a Till Maintaining the Safe Float Maintaining a Till Float Performing a Till Reconciliation Page: i -

5 Performing a Till Reconciliation Summary Performing a Safe Reconciliation Performing a Final Banking Viewing the Weekly Banking Summary Resetting a Till CASHMAN CONFIGURATION Setting Up a Store with CMSetup Changing the Configuration After Setting Up the Store Changing the Appearance of CashMan APPENDIX A: CASHMAN PARAMETERS APPENDIX B: CASHMAN PICKUP FLOWS APPENDIX C: COMMAND LINE PARAMETERS AND FUNCTION DESCRIPTIONS APPENDIX D: CASHMAN.INI DEFAULT FILE APPENDIX E: CASHMAN.INI NOTATED DEFAULT FILE Page: ii -

6 Introduction The Cash Management (CashMan, hereafter) program is a robust tool for creating and maintaining your store s cash management system. Like most of the Point of Sale, CashMan is a highly configurable, flexible application, the use of which can be customized to the specific needs of an implementation with a setup program and by the setting of parameters in an initialization file (in this case, the CashMan.ini file). A list of these parameters appears in the appendix to this document. The purpose of this document is to provide a comprehensive look at CashMan, from a high-level overview down to its setup and daily use. While this document will cover many different aspects of CashMan, because of the configurable nature of the application, it will not precisely represent how the application can be used in every different implementation. Additionally, the appearance of CashMan s graphical user interface is highly configurable. Therefore, the screen prints in this document may not represent the appearance of the CashMan application in your implementation. This document includes a section detailing how to configure the appearance of the application to your specifications. Sections in this document include: The Understanding CashMan section provides a high-level overview of the application and a look at the conceptual foundation on which the application is built. The Using CashMan section is subdivided into day-to-day tasks and occasional tasks. Day-to-Day Use of Cash Management, which provides information on the following: Associating tills Association + count Adjusting the safe float Performing pickup declarations Adjusting till floats Transferring money from the safe to a till Performing safe receipts Performing a final pickup declaration Banking Occasional Use of Cash Management, which provides information on the following: Adding tills Resetting tills Maintaining the safe float Maintaining a till float Performing a till reconciliation Performing a till reconciliation summary Performing a safe reconciliation Performing a safe reconciliation summary Performing a final banking The Configuring CashMan section details the various methods by which this application can be customized to the specific requirements of your implementation. Sections detail the use of CMSetup and the configuration of the appearance of the CashMan application. Appendix A contains a comprehensive table of the relevant CashMan parameters and *.ini files used in the configuration of this application. - Page: 1 -

7 Appendix B contains visual representations of base CashMan flows. Appendices C and D contain CashMan.ini file samples with all parameters set to default settings. Appendix C contains all sections and parameters. Appendix D represents a heavily notated version of the file, with comments indicating the use of each section and in many cases, of specific parameters. - Page: 2 -

8 Key Functions The functions accomplished by CashMan can be grouped into five main areas. They are Tray Tracking Adding trays (the money and holder placed within a physical Cash Drawer), tracking money floated to a tray as a base amount, associating a tray with a specific POS register or cashier, and logging trays in and out of the system. Adjustments Tracks and provides summaries for adjustments made to floats for trays or the store safes, reconciliations made for trays or the store safe, and the transfer of funds. Declarations Tracks the flow of money from trays to the back office and final tray settlements. Banking Start of Day/ End of Day Tracks the flow of money to the bank, provides summary and detail reports, and allows for corrections. Indicates beginning of trading and performs necessary clean up at the end of trading day. Each of these areas is detailed in this document. It is important to note that CashMan terminology varies greatly among implementations for a wide range of business, corporate, cultural and linguistic reasons. This document draws upon a core set of carefully defined terms and references some of their synonyms in different implementations. Key Terms Term Accountability Associate Trays Definition Accountability refers to the way Coalition tracks trays and cashiers. There are three main types of accountability: Lane Accountability: cashier can take funds to any register; in some implementations, this is called Workstation Cashier Accountability: till cashier restricted to workstation/register Either: CashMan allows accountability types to be mixed within a single store. Associating a tray (also known as a till) with a POS register allows Coalition to track where each tray is assigned. It is possible to assign multiple trays to one POS register. - Page: 3 -

9 Term Banking Cash Drawer Float ISP Money Pickup Declaration POS Register Definition Banking is the function that accounts for moving tenders from the safe to the bank during the trading day. On a Standard Banking schedule, CashMan s End of Day is conducted on the same day as the Store End of Day. On a Day-by-Day Banking schedule, the banking is performed subsequent to the store End of Day. Final Banking occurs after the close of trading. The physical part of the POS register that holds the money tray. Most POS registers have one cash drawer, but some have more. The float represents money allocated from the safe to the trays (Tray Float), or from an outside source to the safe (Safe Float), when necessary to maintain a pre-defined buffer amount. The Safe Float in Coalition is auto-replenishing in that monies received in the safe are designated as part of the float until it reaches its defined amount. The remainder of monies becomes part of the safe floor. Both the safe float and floor are accounting concepts. Money does not physically move between them. The store server that maintains the SQL database. Also known as the In-Store Processor, Server. This document uses Money to refer to any tenders used in transactions. The use of Money in this document is not limited to cash, but includes all types of tenders used in transactions. The function that accounts for money moving from a tray to the safe during the trading day. Prior to the declaration, someone with proper security authorization physically moves the money from the till to the safe. This is the pickup. CashMan supports a variety of ways to account for pickups. The Final Pickup Declaration occurs at the end of the trading day. The POS Register is the machine running the Point of Sale application and conducting transactions. It includes a cash drawer, in which the tray is found. Also Known As: Workstation, POS Workstation - Page: 4 -

10 Term Safe Floor Safe Reconciliation Safe Reconciliation Summary Store Tray Tray Reconciliation Tray Reconciliation Summary Trading Day Definition The Safe Floor is part of the safe that holds monies in excess of the predefined safe float amount - any money in the safe that is not part of the safe float. All money in the safe floor is available for banking. Cash management activities that require movement of money from the safe to a tray, such as a tray adjustment or a cash transfer, first attempt to pull the money from the safe floor. If the money is not available from the safe floor, the system pulls the money from the safe float. Both the safe float and floor are accounting concepts. Money does not physically move between them. A comparison of the expected amount in the safe and the actual amount. A report of all safe reconciliations performed on a selected day. The combination of servers and POS registers assigned to the same store number in the Coalition database. The tray is the money, and often the money holder, that is physically put in or removed from a cash drawer. Tray movements, associations adjustments and reconciliations are tracked by CashMan. Also Known As: Till, Money Holder, drawer A comparison of the expected amounts from the actual totals of the various tenders. A report of all tray reconciliations performed on a selected day. The period of the day during which active trading occurs at the POS register. - Page: 5 -

11 Understanding CashMan CashMan tracks all money within the store. Understanding the CashMan application requires an understanding of the movement of cash within your enterprise in both physical and electronic flows. CashMan is highly configurable, and as such, can be customized to dovetail the specific flows of your enterprise. On a very high level, CashMan helps track and account for the physical flow of cash to and from the trays and the store safe. CashMan is a separate application from the POS, and therefore allows staff to manage the store s funds on the server, a manager s workstation or any of the registers. Physical and Electronic Cash Flow CashMan moves money in an accounting sense only, not in a physical sense. When, for example, someone performs a pickup and a pickup declaration, there are both physical and electronic tasks to do. Picking up the money is physical, but telling Coalition through the workstation (POS register) that you are taking the money is electronic. Putting the picked-up money in the safe is physical, but telling Coalition through a back office workstation (using the Cash Management program) is electronic. Physical Cash Flow Cash is floated to the trays from the safe. $ Tray Tenders are picked up from the trays and added to the floor. Float Floor Safe Receipt Banking Workstation Store Safe Bank Sales Back Office - Page: 6 -

12 Electronic Cash Flow POS Pickup CashOffice DLL RPC Cash Office Service Expected Pickup Record Coalition Database CashMan App CashOffice DLL RPC Note: Dotted lines represent possible machine boundaries. Note2: Detailed CashMan flows appear in the Appendix A. CashMan Overview The following is an overview of the main areas CashMan covers. This section provides a high-level look at these groupings, while the following section provides a more in-depth function-by-function look at CashMan. The key areas covered by CashMan are Start and End of Day Tray Tracking Declarations Adjustments Banking The descriptions below apply to a scenario in which a standard banking schedule is in use. Cash Management Start of Day/End of Day The Cash Management Start of Day functionality indicates the beginning of information gathering on a Cash Management day. The Cash Management End of Day functionality cleans up the Cash Managementrelated system files for a given day, preparing the system to process the next day's Cash Management functionality. Tray Tracking The Add a Tray functionality allows an additional tray to be created so it can be associated to a cashier or workstation (if applicable to your configuration). - Page: 7 -

13 The Tray Float is the base amount of cash maintained in a Tray for cash transactions minus the Tray Floor. The Tray Floor is defined as the net amount of cash from cash transactions minus the Tray Float. The Tray Association functionality allows a tray to be associated to a workstation or cashier (applicable to your configuration). The system assumes that the preassigned amount for the Tray will be the Tray Float associated in this case. This function is a two-part, real-time process initiated in Cash Management and received at POS using the Tray In function. The Log On or Tray In/Log Off or Tray Out functionality, used if Tray Association is part of your configuration, allows a tray to be placed in or removed from a workstation cash drawer. Declarations The Tender Pickup functionality is used to remove the money in excess of the Tray Float from the trays and take it to the back office. This function is not required for Cash Management to operate in Coalition. The Tender Pickup can be a two-part, real-time process initiated at POS and received in Cash Management using the Pickup Declaration function. When this function is used, the value entered will be the amount expected by the Pickup Declaration, if so configured. This function can be used multiple times throughout the day. In the back office, the Pickup Declaration functionality is used to enter that money into the Safe Floor (all money in the Safe that is in excess of the Safe Float). The Pickup Declaration can be a two-part, real-time process initiated at POS using the Tender Pickup function, and then accepted in the Back Office in Cash Management. When this function is used in conjunction with Tender Pickup, the system expects the value entered during the Tender Pickup to be accepted in the Back Office. The Tender Pickup and Pickup Declaration functions can happen throughout the day. The Tray Settlement/Final Pickup Declaration functionality is used to perform the day's final pickup declaration for a given tray (and to disassociate the tray from its assigned workstation or cashier if applicable to your configuration). Note: Pickup flows are represented in Appendix A. Adjustments The Safe Float is the base amount of cash maintained in the Safe for Tray Adjustments and Funds Transfers minus the Safe Floor. The Safe Floor is the amount of cash received from Pickup Declarations, Final Pickup Declarations and, if applicable, Safe Receipts minus the Safe Float. When Cash Management is setup initially, a Safe Float can be assigned. Whenever a Safe Float is assigned during Cash Management Set-up, and if that amount is later reduced, Cash Management will always replenish the missing amount from the Safe Floor when possible. The Safe Float Adjustment functionality allows the Safe Float amount to be increased or decreased (the money would be moved from or to the Safe Floor, respectively). The Safe Reconciliation functionality allows the money in the Safe to be reset according to an entered actual count, overriding the system's expected amount. A Safe Reconciliation Summary is available. - Page: 8 -

14 The Safe Receipt functionality allows money from a source outside the store to be added to the Safe Floor or Float (depending upon your configuration). Banking The Banking functionality is used to remove the money from the Safe Floor so that it can be taken to the bank. This function can be used as needed throughout the day. The Banking Correction functionality allows changes to existing completed bankings. This may be necessary when the bank discovers a previous deposit did not contain the funds indicated. Daily and Weekly Banking Summary and Detail reports are available. The Final Banking functionality is used to remove the Safe Floor funds remaining since the last Banking was performed. This function is used once during the CashMan day. The above is generally how the money within a given store stays at equilibrium and the revenues for the day are banked. CashMan in the Trading Day The extent to which CashMan plays a role in your trading day varies greatly from enterprise to enterprise. Briefly, CashMan is used for the following daily tasks: Associating trays Association + count Adjusting the safe float Performing pickup declarations Adjusting tray floats Transferring money from the safe to a tray Performing safe receipts Performing a final pickup declaration Banking CashMan is also used for the following occasional tasks: Adding trays Resetting trays Maintaining the safe float Maintaining a tray float Performing a tray reconciliation Performing a tray reconciliation summary Performing a safe reconciliation Performing a safe reconciliation summary Performing a final banking Represented graphically, daily tasks appear thus: - Page: 9 -

15 CashMan Daily Tasks Start Associate Trays The Trading Day Pickup Declaration (if needed) Tray float adjustment (if needed) Trading takes place Add money to safe (safe receipt) (if needed) Add money to tray (if needed) Banking Final Pickup Declaration Final Banking End - Page: 10 -

16 CashMan Function-by-Function Add a Float The Add a Float function allows the operator to add a float to the store float. This functionality is required if a store adds registers and/or realizes that the current number of floats is insufficient to meet the store s needs. This function supports the ability to automatically print a document detailing the transaction at the completion of the function. The Add a Float function is not a required cash management function. Banking Banking functionality allows the operator to bank or deposit money from the stores sales to the bank. The system can be configured to have the following options: Automatically declare specific tenders as banked at time of declaration Configurable list of banking tenders (i.e. cash, check, travel check, foreign currency) Print banking slips Collect a configurable bank slip tracking number Allow for blind banking by tender Allow or disallow of expected data by tender type Allow or disallow of variances by tender type Allow for tenders to have actual counts and amounts auto populated with expected counts and amounts Bank account limit Allow of disallow banking greater than the safe floor Enter reason for variance Collect reason after a threshold variance has been met or exceeded Ability to automatically print a document detailing the transaction at the completion of the function The banking function is not a required function of CashMan, however it is highly recommended. Some clients automatically bank all tenders and do not access this function. Banking Correction Banking Correction functionality allows the operator to correct or modify a banking that has occurred in the past. The system displays and allows the operator to modify the total banking amounts by tender. Specific tender denominations are not maintained in the - Page: 11 -

17 database, and therefore are not available for modification. The Banking Correction function has the following configurable options: Enter reason for variance Expected variance visible Expected amount visible Ability to enter a reason for a variance Collect reason after a threshold variance has been met or exceeded Ability to automatically print a document detailing the transaction at the completion of the function The Banking Correction function is not a required function. Banking Summary Banking Summary allows a report to be printed either to the screen and/or to the printer that provides banking summary information for a specific day or for a specific week to date. The system displays all bankings that occurred for the specified time frame and allows the operator to view the details for each banking. Details include the following: Tender name Tender amounts Slip number Operator number Total deposit amount Ability to automatically print a document detailing the transaction at the completion of the function The Banking Summary function is not a required function. Float Association The Float Association function allows the operator to associate a float with either a register (Lane Accountability) or an operator (Cashier Accountability). The system can be configured to force either lane accountability or cashier accountability, or provide the option for both within the same store. Lane Accountability allows many operators to use the same float over a period of time and tracks the associate to the specific transactions he or she performed (also known as Workstation Accountability). Cashier Accountability allows only one Operator to use the assigned float on any Register in the store. The system prevents other Operators from being able to sign onto the register. The system keeps track of all monies collected at each register in the store. - Page: 12 -

18 The Float Association function automatically assumes that the last amount on file for the float is the current float amount and does not allow the operator the ability to count the funds to reset the float amount. This function supports the ability to automatically print a document detailing the transaction at the completion of the function. Float Association is not a required function for cash management; however, some type of float association is required. Float Association with Count Float Association with Count allows the operator to associate a float with either a register (Lane Accountability, sometimes called Workstation Accountability) or an operator (Cashier Accountability). The system can be configured to force either lane accountability or cashier accountability, or provide the option for both within the same lane. Lane Accountability allows many operators to use the same float over a period of time and tracks the associate to the specific transactions he/she performed. Cashier Accountability allows only one operator to use the assigned float on any register in the store. The system prevents other Operators from being able to sign onto the register. The system keeps track of all monies collected at each register in the store. The Float Association with Count function forces the operator to count the funds to ensure the total amount on file is correct. If a variance is determined, the system issues the float at the recounted amount, but allows the operator to re-set the amount to the original specified amount at final declaration. Any variance is taken from or given to the banking amount, however it is not considered part of this cashier s shortage or overage. This function supports the ability to automatically print a document detailing the transaction at the completion of the function. Float Association with Count is not a required function for cash management, however some type of float association is required. Float Maintenance Float Maintenance allows the operator to modify the amount of the float, either up or down as required. This function allows the operator to manually increase a float amount and track the increase. This function supports the ability to automatically print a document detailing the transaction at the completion of the function. The Float Maintenance function is not required for cash management. Float Reconciliation Float Reconciliation allows the operator to perform a count or an audit on floats not assigned. The count is used as the new float amount, until the amount has been adjusted through the Float Maintenance function, or through the float reconciliation function. This function supports the ability to automatically print a document detailing the transaction at the completion of the function. - Page: 13 -

19 The Float Reconciliation function is not required for cash management. Float Transfer The Float Transfer is a point of sale function that allows the operator to receive money into the float that has been transferred from the safe. The operator has the ability to recount and verify the amount transferred to ensure the amount matches the transfer from safe function. The Float Transfer function is the second step in the ability to transfer money from the safe to the float. The first step is the Transfer from Safe detailed in this section of this document. The Float Transfer function is not a required function for cash management. Pickup A Pickup is a point of sale function that allows the operator to pickup monies from the register for loss prevention purposes. The Pickup function has the following configurable options: Define which tenders are valid for pickup declaration (i.e. cash, check, foreign tenders) Allow auto pickup all funds or enter funds to be picked up Display message to ISP that pickup is needed Display message to point of sale that pickup is needed. This message will appear at the end of every transaction until the pickup has been performed. The message is configurable Print pick up form(s) to accompany pickup to safe Open drawer prior to completion of pickup Ability to automatically print a document detailing the transaction at the completion of the function The pickup function on point of sale is not required for cash management. Pickup Declaration The Pickup Declaration function allows the operator to take the funds that have been removed from the register either through a pickup function or through a log off function, verify the funds against the expected amount and remove accountability for the funds. There are two types of Pickup Declaration functions: Pickup and Final Pickup. Pickup Declaration is an interim pickup where the operator has taken funds out of the register prior to the end of shift or end of day processing. Final Pickup Declaration is the final pickup after a log off has occurred on the register. The Final Pickup Declaration allows the float to be reset to the starting amount, and disassociates the float from the operator or the register. Pickup Declaration and Final Pickup Declaration can be configured to function similarly or to follow different procedures, based upon user requirements. The following options can be configured for both Pickup Declaration and Final Pickup Declaration: - Page: 14 -

20 Column for actual pickup amounts is shown, or not Column for expected pickup amounts is shown, or not Column for variance is shown or not Whether the float amounts are included in the totals or not included. If included the system will remove the starting float amount or adjusted float amount from the monies prior to submitting totals for banking Ability to display or hide expected amounts by tender Ability to display or hide expected counts by tender Ability to automatically adjust the float to the original expected amount if a variance was determined Ability to have the system prompt with the register number to perform the Pickup Declaration or Final Pickup Declaration on or allow the operator to key in the amount Allow a count threshold for variance in tender count Allow an amount threshold for variance in tender amount counts Disassociate float from operator or register at end of function, or not Display cash summary at end of processing, or not Enter a reason for variance if variance exists, or not Ability to interface with third party cash count machine Ability to hide expected tender counts by tender (blind by count) Ability to hide expected tender amounts by tender (blind by amount) Threshold amount to identify if the float balances or not Number of tries allowed before management security is needed to approve a float that does not balance Ability to define which tenders are used to calculate variances Ability to automatically print a document detailing the transaction at the completion of the function The Pickup Declaration function is a required function for cash management. Register Audit The Register Audit function is a point of sale function that allows the operator to count and reset all tender amounts for the particular float that is associated with the register at that moment. This function supports the ability to automatically print a document detailing the transaction at the completion of the function. - Page: 15 -

21 The Register Audit function is not a required function for cash management. Register Totals The Register Totals function is a point of sale function that allows the system to print a report if the register totals by tender to the receipt printer. The Register Totals function is not a required function for cash management. Reset Float The Reset Float function allows the operator to reset the float accountability (lane or cashier) and/or float status. This function supports the ability to automatically print a document detailing the transaction at the completion of the function. The Reset Float function is not a required function for cash management. Safe Maintenance The Safe Maintenance function allows the operator to modify the amount of the safe. The operator can increase the amount of the safe or decrease the amount of the safe as desired. Monies used to increase the safe amount are taken from the current outstanding deposit amount. Monies used to decrease the safe amount are given from the safe to the current outstanding deposit. This function supports the ability to automatically print a document detailing the transaction at the completion of the function. The Safe Maintenance function is not a required function for cash management. Safe Receipt The Safe Receipt function allows the operator to receive an increase in the amount of the safe from funds other than the current outstanding deposit. (i.e., a check from corporate). This function supports the ability to automatically print a document detailing the transaction at the completion of the function. The Safe Receipt function is not a required function for cash management. Safe Reconciliation The Safe Reconciliation function allows the operator to perform a safe count and update the funds in the safe to match the total counted amount. The following options are configurable for Safe Reconciliation: Display actual amount and count columns, or not Reported amount and count are visible, or not Ability to configure which tenders are valid for safe count (i.e. cash, foreign currency, etc.) Display variance amount and count columns, or not - Page: 16 -

22 Ability to automatically print a document detailing the transaction at the completion of the function The Safe Reconciliation function is not a required function for cash management. Safe Reconciliation Summary The Safe Reconciliation Summary allows a report to be printed either to the screen and/or to the printer that provides safe reconciliation information for a specific day. The system displays all safe counts that occurred for the specified time frame and allows the operator to view the details for each reconciliation. Details include the following: Date Time Operator Expected count amount Actual count amount Variance amount The Safe Reconciliation Summary function is not a required function for cash management. Transfer from Safe The Transfer from Safe function allows the operator to transfer money from the safe to a particular float that has already been associated. The Transfer from Safe function is the first step in the ability to transfer money from the safe to the float. The second step is the Float Transfer detailed previously in this section. This function supports the ability to automatically print a document detailing the transaction at the completion of the function. The Transfer from Safe function is not a required function for cash management - Page: 17 -

23 Appearance and Tools Appearance The appearance of CashMan s graphical user interface is highly configurable. Therefore, the screen prints in this document may not represent the appearance of the CashMan application in your implementation. See the Changing the Appearance of CashMan section of this document for more details. CashMan Menu - Sample Button captions, graphics, and titles are all configurable. CashMan Sub-Menu - Sample Tasks are accomplished on specific, simple dialog boxes. - Page: 18 -

24 CashMan Accountability Selection Sample Dialog Box Counting and Calculation Tools CashMan provides tools to assist the counting and calculation processes involved in the management of cash. These tools, CashCount and Calculator, also assist calculations in multiple-currency environments. The process of setting up a store for CashMan use is accomplished with the wizard-like CMSetup tool, which is also detailed in its own section of thiss document. Cash Count Tool The Cash Count is a tool within CashMan that assists in the tabulation of cash totals. Because it is accessible at several different points in the CashMan program, an overview of its use is presented here. Additionally, this document references the Cash Count tool when it is available for use in a specific CashMan procedure. The Cash Count tool is available for use when the Cash Count button appears on the active dialog box. Cash Count is available during procedures involving the physical movement of cash pickup declarations, banking, etc. To access the Cash Count tool, select the Cash Count button. The CASH COUNT dialog box appears. - Page: 19 -

25 Note: If the [Count] and [DenomX] sections are set up in the CashMan.ini file, the denominations are delineated in the dialog box, as seen in the following graphic. Denominations are set up in the [Count] and [Denomx] sections of the CashMan.ini file. The operator physically counts the numbers of each type of denomination and enters it in the Count column. The CASH COUNT dialog box calculates the amounts of each denomination and the total. When finished, select OK. In most cases, the cash column on the dialogue box from which you initiated the Cash Count will be populated with the totals. Note: If you are in a foreign or multiple currency environment, your Cash Counter may be preconfigured to show the applicable currencies and exchange rates, as seen in the following graphic. - Page: 20 -

26 CashMan s Calculator Another tool available in various places in the CashMan program is the Calculator. The Calculator is used to add all the members of a particular type of tender. For example, you may want to add several gift certificates of different values together using the calculator to arrive at a single total for the Gift Certificate tender line. Select the Calculator button for the tender you want to calculate. The CALCULATOR appears. - Page: 21 -

27 The operator types a distinct description in the Description column and inputs an amount in the Amount column for each instance of the tender type you are counting. When the insertion point is moved from an Amount cell, the Calculator calculates the total and displays it in the Total text box. For example, you may type the name and amount for each personal check to arrive at a total for the Personal Checks tender line. When finished inputting the amounts, select OK. You return to the dialog box from which the calculator was launched. The line will be populated with the description and totals arrived at using the calculator. - Page: 22 -

28 CashMan Daily Tasks The following sections delineate daily tasks often completed using the CashMan application. Associating Till(s) A till must be associated with a workstation (POS register) before the till can be used, so that Point of Sale knows where each till is. You can associate more than one till to a workstation. To associate a till with a workstation (POS register), use the following procedure. 1. In the Cash Management menu, select Cash Man. Maintenance. The CASH MANAGEMENT MAINTENANCE menu appears. 2. Select Till Association. Depending upon the setting of the CashMan.ini file s Method parameter ([Accountability] section), one of the following dialog boxes will appear. The - Page: 23 -

29 WORKSTATION SELECTION dialog box appears if the Method parameter is set to 0 (Workstation accountability). The ASSISTANT SELECTION dialog box appears if the Method parameter is set to 1 (Cashier accountability). The ACCOUNTABILITY SELECTION dialog box appears if the Method parameter is set to 2 (Either). 3. Enter the appropriate and applicable information for Accountability type, Workstation Number and Assistant Number and select OK. The DRAWERS SELECTION dialog box appears. - Page: 24 -

30 Note: The title DRAWERS SELECTION is the default and can be changed by using the Locale Editor (LocaleEd.exe). Refer to the Changing the Appearance of CashMan section of this document, and to Locale Editor documentation for more information on this process. The dialog box lists the tills that are available for association. Tills already associated are not available. 4. Select the till to associate with the workstation (POS register). If more than one till is to be associated with a workstation, pick one till and select it in the dialog box. 5. Select OK. A message box appears with the message that the till has been added. 6. Select OK. You return to the CASH MANAGEMENT MAINTENANCE menu. 7. If there are additional tills to associate, return to step 2 of this procedure; otherwise, select Cancel. You return to the CASH MANAGEMENT application window and the main menu. Association + Count Association+Count is preset flow that allows you to not only associate a till with a drawer or assistant, but to send it to the floor with a float in it. 1. In the Cash Management menu, select Cash Man. Maintenance. - Page: 25 -

31 The CASH MANAGEMENT MAINTENANCE menu appears. 2. Select Association+Count. Depending upon the setting of the CashMan.ini file s Method parameter ([Accountability] section), one of the following dialog boxes will appear. The WORKSTATION SELECTION dialog box appears if the Method parameter is set to 0 (Workstation accountability). The ASSISTANT SELECTION dialog box appears if the Method parameter is set to 1 (Cashier accountability). - Page: 26 -

32 The ACCOUNTABILITY SELECTION dialog box appears if the Method parameter is set to 2 (Either). 3. Enter the appropriate and applicable information for Accountability type, Workstation Number and Assistant Number and select OK. Note: If you select Cashier Accountability, the ASSISTANT NUMBER dialog box appears. Enter the Assistant Number and select OK. The DRAWERS SELECTION dialog box appears. Note: The title DRAWERS SELECTION is the default and can be changed by using the Locale Editor (LocaleEd.exe). Refer to the Changing the Appearance of CashMan section of this document, and to Locale Editor documentation for more information on this process. - Page: 27 -

33 The dialog box lists the tills that are available for association. Tills already associated are not available. 4. Select the till to associate with the workstation (POS register). If more than one till is to be associated with a workstation, pick one till and select it in the dialog box. 5. Select OK. A message box appears with the message that the till has been added. Select OK The TILL RECONCILIATION dialog box appears. To use Cash Management s counting feature continue with the following step; otherwise, skip to step Select the Cash Count button. The CASH COUNT dialog box appears. - Page: 28 -

34 However, if the [Count] and [DenomX] sections are set up in the CashMan.ini file, the denominations are delineated in the dialog box. The CASH COUNT dialog box calculates the amounts of each denomination and the total. 7. When you finish, select OK. You return to the TILL RECONCILIATION dialog box. 8. In the TILL RECONCILIATION dialog box, input the amounts of the various tenders in the Amount column and the number of the tenders. Do not use the Count column for cash tenders. Alternatively, you can use the Calculator to add all the members of a particular type of tender. Select the Calculator button for the tender you want to calculate. - Page: 29 -

35 These are the Calculator buttons. The CALCULATOR appears. 9. Type a distinct description in the Description column and input an amount in the Amount column for each instance of the tender type you are counting. When you move the insertion point from an Amount cell, the Calculator calculates the total and displays it in the Total text box. 10. When you finish inputting the amounts, select OK. You return to the TILL RECONCILIATION dialog box. 11. If there are additional tender types to count, return to step 2. Otherwise, continue with this step. As you input the amounts for the tenders, Cash Management calculates the variance for each tender and the totals for the expected pickup, the actual pickup, and the total variance. - Page: 30 -

36 Totals row Total expected pickup Total actual pickup Total variance 12. Select OK. A dialog box asks whether you want to continue with the information you entered. 13. Select OK. Two things happen: In the database, the expected amounts are changed to match the actual amounts. You return to the WORKSTATION SELECTION, ASSISTANT SELECTION or ACCOUNTABILITY SELECTION (depending on the setting of the Method parameter in CashMan.ini) dialog box appears. - Page: 31 -

37 14. Select Cancel. You return to the FLOAT AND RECONCILIATION MAINTENANCE dialog box. 15. Select Cancel. You return to the CASH MANAGEMENT main menu. Adjusting the Safe Float The safe float in NSB Coalition is auto-replenishing. That is, whenever money is taken from or added to the safe, the system first allocates the money in the safe to the float (until the float equals its defined amount). Then the system allocates the remainder to the floor. Of course, cash does not physically move between the floor and the safe. The safe is a holding place for both the float and the floor, and the auto-replenishing of the float is only an accounting device. With time, however, the defined amount for the safe float can demonstrate that it is too high or too low for your operations. You may need a greater or less buffer of cash. For such cases, you can adjust the safe float. To adjust the safe float, use the following procedure. 1. Determine the amount of the safe float. 2. In the CASH MANAGEMENT main menu, select Float Maintenance. The FLOAT AND RECONCILIATION MAINTENANCE menu appears. - Page: 32 -

38 3. Select Safe Float Maintenance. The SAFE FLOAT MAINTENANCE dialog box appears. 4. Input the amount for the safe float in the New Float Amount text box and select OK. You return to the FLOAT AND RECONCILIATION MAINTENANCE menu. - Page: 33 -

39 5. Select Cancel. You return to the CASH MANAGEMENT application window and the main menu. Performing Pickup Declarations A pickup declaration is the function that accounts for tenders moving from a till to the safe during the trading day. Before a pickup declaration, someone with the proper security authorization physically moves the money from the till to the safe. (This is the pickup.) CashMan gives you several options in regard to pickups: The system can give you a warning when a pickup is desirable and when it is required. You can either do pickups throughout the day, or do one full pickup during till settlement. You can perform pickups from the till throughout the day without adjusting the totals in the back office. The back office sees the money as expected and expects it to be with the rest of the money upon the final pickup declaration. From the workstation (POS register) standpoint, however, the money is gone. You can perform pickups throughout the day while writing them to the back office. With this option, you can also prevent pickups until the existing pickups have been declared through the back office. You may want to choose to enter the pickup amount or to have the system assume the pickup amount (all cash minus float) automatically. Note: It is technically possible to have a negative amount in the till; however, the POS never prevents trading because of a negative till. Note2: A detailed look at a variety of Pickup flows can be seen in Appendix B: CashMan Pickup Flows This procedure assumes that the management functions of POS have been used to pick up tenders (and that Point of Sale therefore knows about the pickup). To perform a pickup declaration, use the following procedure. - Page: 34 -

40 1. On the Cash Management main menu, select Pickup Declaration. The WORKSTATION SELECTION dialog box appears. 2. Input the number of the workstation (POS register) associated with the till for which you are performing this pickup declaration, and select OK. 3. If more than one till is associated with the workstation, the DRAWERS SELECTION dialog box appears. (Otherwise, the PICKUP DECLARATION dialog box appears skip to step 5.) 4. Select the till for the pickup declaration, and select OK. - Page: 35 -

41 The PICKUP DECLARATION dialog box appears. 5. To use Cash Management s counting feature continue with this step; otherwise, skip this step. Select the Cash Count button. The CASH COUNT dialog box appears. However, if the [Count] and [DenomX] sections are set up in the CashMan.ini file, the denominations are delineated in the dialog box. A different interface appears in multiple currency environments. - Page: 36 -

42 The CASH COUNT dialog box calculates the amounts of each denomination and the total. 6. When you finish, select OK. You return to the PICKUP DECLARATION dialog box. 7. In the PICKUP DECLARATION dialog box, input the amounts of the various tenders in the Amount column and the number of the tenders. Do not use the Count column for cash tenders. Alternatively, you can use the Calculator to add all the members of a particular kind of tender. Select the Calculator button for the tender you want to calculate. These are the Calculator buttons. The CALCULATOR appears. - Page: 37 -

43 8. Type a distinct description in the Description column and input an amount in the Amount column for each instance of the tender type you are counting. For example, you may type the name and amount for each personal check to arrive at a total for the Personal Checks tender line. When you move the insertion point from an Amount cell, the Calculator calculates the total and displays it in the Total text box. 9. When you finish inputting the amounts, select OK. You return to the PICKUP DECLARATION dialog box. 10. If there are additional tender types to count, return to step 7. Otherwise, continue with the following step. As you input the amounts for the tenders, Cash Management calculates the variance for each tender and the totals for the expected pickup, the actual pickup, and the total variance. - Page: 38 -

44 Totals row Total expected pickup Total actual pickup Total variance 11. Select OK. A dialog box asks whether you want to continue with the information you entered. 12. Select OK. You return to the WORKSTATION SELECTION dialog box. - Page: 39 -

45 Note: The actual dialog box that appears is determined by the value of the Method parameter in the [Accountability] section of the CashMan.ini file. 13. If there are additional tenders to be declared, return to step When you finish, select Cancel in the WORKSTATION SELECTION dialog box. Adjusting Till Floats To adjust till floats or transfer funds from the safe to tills, use the following procedure: 1. In the Cash Management menu, select Float Maintenance. The FLOAT AND RECONCILIATION MAINTENANCE menu appears. 2. Select Till Float Maintenance. The WORKSTATION SELECTION dialog box appears. - Page: 40 -

46 Workstation accountability is the default for Cash Management, and the above dialog box is the default appearance and behavior. Accountability is controlled by the Method parameter in the [Accountability] section of the CashMan.ini file. 3. Do one of the following: In the text box, input the number of the till you want to adjust, and select OK. Select Select All Tills. A workstation can have more than one till associated with it, but you can adjust only one till at a time or all tills in a store. 4. If you selected Select All Tills, the TILL FLOAT MAINTENANCE dialog box looks something like this by default: 5. Input the amount to set all the till floats to, and select OK. If more than one till is associated with the workstation, the DRAWERS SELECTION dialog box appears. (Otherwise, the TILL FLOAT MAINTENANCE dialog box appears skip to step 7.) - Page: 41 -

47 6. Select the till you want to adjust, and select OK. The TILL FLOAT MAINTENANCE dialog box appears. 7. Input the new amount for the float in the New Float Amount text box, and select OK. The ACTION CONFIRMATION dialog box appears for you to confirm the change. - Page: 42 -

48 8. Select OK. You return to the WORKSTATION SELECTION dialog box. 9. If there are additional till floats to adjust, return to step 3; otherwise, continue with the next step. 10. Select Cancel in the WORKSTATION SELECTION dialog box. You return to the FLOAT AND RECONCILIATION MAINTENANCE dialog box. 11. Select Cancel. You return to the Cash Management application window and the main menu. Transferring Money from the Safe to a Till Funds Transfer from Safe is a function for accounting for the movement of money from the safe directly to a till without affecting the till float. This function is a different function from Till Float Adjustment. The system allocates the money from the safe floor first, and then from the safe float. The cash transfer is initiated in the back office and completed at the POS. There is no option to change the data at POS; the associate can simply view and accept the cash transfer. After the transfer is accepted at the workstation (POS register), the money is physically added to the till. If the workstation is offline, you can still enter the amount added to the till. When the workstation goes back online, Point of Sale automatically writes the information to the server. - Page: 43 -

49 POS is configurable regarding which tenders are transferable. For example, you can transfer cash only, or cash and gift certificates. A cash transfer can be initiated in the back office and not immediately checked in at the workstation and physically placed in the till. In fact, if your system is set up to allow closing with outstanding transfers, the transfer remains in the system until it is checked in at the workstation. Follow the steps below to transfer cash from the safe to a till. 1. Determine the amount of each kind of tender to transfer to a till. 2. In the CASH MANAGEMENT main menu, select Funds Transfer from Safe. The CASH TRANSFER dialog box appears. To use Cash Management s counting feature continue with the following step; otherwise, skip this step. - Page: 44 -

50 3. Select the Cash Count button. The CASH COUNT dialog box appears. However, if the [Count] and [DenomX] sections are set up in the CashMan.ini file, the denominations are delineated in the dialog box. 4. In the Count column, input the number for each denomination of cash you want to transfer. When you change the focus in the dialog box, the CASH COUNT dialog box calculates the amounts of each denomination and the total. 5. When you finish, select OK. You return to the CASH TRANSFER dialog box. - Page: 45 -

51 6. In the CASH TRANSFER dialog box, in the Amount columns of the corresponding tender rows, key in the amounts of different tenders to transfer to the till. 7. In the Transfer funds to drop-down list, select the till to which to transfer the cash from the safe. 8. Select OK. A dialog box appears asking you to confirm the information you input. 9. Select OK. You return to the CASH MANAGEMENT main menu. The cash is transferred from the safe to the till and the system returns to the CASH MANAGEMENT menu. 10. At this point, take the specified tender(s) to the workstation (POS register) that contains the specified till, and do both of the following: Check the transfer into the workstation. (Coalition POS is beyond the scope of this document because each installation is different.) Physically put the transfer into the till. Performing Safe Receipts Occasionally, it is necessary during the trading day for the store to receive additional cash from the bank. A Safe Receipt is the function that accounts for the movement of money from the bank to the safe. To perform safe receipts (that is, after the money has been delivered), use the following procedure. 1. Determine the amount of cash to be receipted. 2. From the Cash Management main menu, select Float Maintenance. - Page: 46 -

52 The FLOAT AND RECONCILIATION MAINTENANCE dialog box appears. 3. Select Safe Receipt. The SAFE MAINTENANCE dialog box appears. - Page: 47 -

53 4. Input the amount to adjust in the Safe Adjustment text box. Also determine whether it is the safe floor or the safe float being adjusted, and select the corresponding check box (Safe Floor or Safe Float). The ACTION CONFIRMATION dialog box appears for you to confirm the change. 5. Select OK. You return to the FLOAT AND RECONCILIATION MAINTENANCE dialog box. 6. Select Cancel. You return to the CASH MANAGEMENT application window and the main menu. Performing a Final Pickup Declaration A Final Pickup Declaration is the function that accounts for tenders moving from a till to the safe at the close of the trading day. Before a Final Pickup Declaration, someone with the proper security authorization physically moves the money from the till to the safe. (This is the final pickup.) This procedure assumes the till has already been picked up from the workstation (POS register), using the Management Functions of POS. - Page: 48 -

54 To perform a Final Pickup Declaration, use the following procedure. 1. On the Cash Management main menu, select Pickup Declaration. The WORKSTATION SELECTION dialog box appears. 2. Input the number of the workstation (POS register) that the till is associated with, and select OK. If more than one till is associated with the workstation, the DRAWERS SELECTION dialog box appears. (Otherwise, the PICKUP DECLARATION dialog box appears skip to step 4.) - Page: 49 -

55 3. Select the till for which you are performing the final pickup declaration, and select OK. The PICKUP DECLARATION dialog box appears. 4. Select Final Pickup Declaration. The TILL RECONCILIATION dialog box appears. Note: By default, the cash portions of the till float and the rest of the till are added together for the expected amount for cash. Alternatively, in the CashMan.ini file, in the [FinalPickupDeclaration] section, set the AddFloat parameter to FALSE. 5. For each tender, input the amount in the Amount column under Actual Pickup. To use Cash Management s counting feature continue with the following step; otherwise, skip this step. 6. Select the Cash Count button. The CASH COUNT dialog box appears. - Page: 50 -

56 However, if the [Count] and [DenomX] sections are set up in the CashMan.ini file, the denominations are delineated in the CASH COUNT dialog box. The CASH COUNT dialog box calculates the amounts of each denomination and for the total. When you select OK, you are returned to the PICKUP DECLARATION dialog box. 7. In the PICKUP DECLARATION dialog box, input the amounts of the various tenders in the Amount column and the number of the tenders. Do not use the Count column for cash tenders. Alternatively, you can use the Calculator to add all the members of a particular type of tender. For example: - Page: 51 -

57 These are the Calculator buttons. The CALCULATOR appears. 8. Type a distinct description in the Description column and input an amount in the Amount column for each instance of the tender type you are counting. When you move the insertion point from an Amount cell, the Calculator calculates the total and displays it in the Total text box. 9. When you finish inputting the amounts, select OK. You return to the TILL RECONCILIATION dialog box. 10. If there are additional tender types to count, return to step 7. Otherwise, continue with the following step. As you input the amounts for the tenders, CashMan calculates the variance for each tender and the totals for the expected pickup, the actual pickup, and the total variance. - Page: 52 -

58 Totals row Total expected pickup Total actual pickup Total variance 11. Select OK. A dialog box asks whether you want to continue with the information you entered. 12. Select OK. You return to the WORKSTATION SELECTION dialog box. - Page: 53 -

59 Note: The actual dialog box that appears is determined by the value of the Method parameter in the [Accountability] section of the CashMan.ini file. 13. For each till on which you are performing a final pickup, return to step When you finish, select Cancel. You return to the CASH MANAGEMENT application window and the main menu. Banking Banking is the function that accounts for moving tenders from the safe to the bank during the trading day. (Final Banking occurs after the close of trading.) To bank the store s receipts, use the following procedure. 1. In the Cash Management main menu, select Banking Functions. The BANKING FUNCTIONS dialog box appears. 2. Select Banking. The BANKING dialog box opens. - Page: 54 -

60 3. If there is a deposit slip number, input it in the Deposit Slip Number text box. To use CashMan s counting feature continue with the following step; otherwise, skip this step. 4. Select the Cash Count button. The CASH COUNT dialog box appears. However, if the [Count] and [DenomX] sections are set up in the CashMan.ini file, the denominations are delineated in the CASH COUNT dialog box. - Page: 55 -

61 The CASH COUNT dialog box calculates the amounts for each denomination and the total. When you select OK, you are returned to the BANKING dialog box. 5. In the BANKING dialog box, input the amounts of the various tenders in the Amount column and the number of the tenders. Do not use the Count column for cash tenders. Alternatively, you can use the Calculator to add all the members of a particular kind of tender. Select the Calculator button for a tender type. These are the Calculator buttons. The CALCULATOR appears. - Page: 56 -

62 6. Type a distinct description in the Description column and input an amount in the Amount column for each instance of the tender type you are counting. When you move the insertion point from an Amount cell, the Calculator calculates the total and displays it in the Total text box. 7. When you finish inputting the amounts, select OK. You return to the BANKING dialog box. As you input the amounts for the tenders, Cash Management calculates the variance for each tender and the totals for each tender, the actual pickup, and the total variance. Totals row Total expected pickup Total actual pickup Total variance 8. Select OK. - Page: 57 -

63 A dialog box asks whether you want to continue with the information you entered. 9. Select OK. You return to the BANKING FUNCTIONS dialog box. 10. Select Cancel. You return to the CASH MANAGEMENT application window and the main menu. 11. Physically deposit the bankable funds with your bank. - Page: 58 -

64 Cash Management Occasional Tasks In addition to the preceding tasks, which are performed in the daily workflow, there are other Cash Management tasks to perform only occasionally: Adding a Till Maintaining the Safe Float Maintaining a Till Float Performing a Till Reconciliation Performing a Till Reconciliation Summary Performing a Safe Reconciliation Performing a Safe Reconciliation Summary Performing Final Banking Resetting a Till Adding a Till To add a till to a workstation, use the following procedure. 1. In the Cash Management menu, select Cash Man. Maintenance. The CASH MANAGEMENT MAINTENANCE menu appears. - Page: 59 -

65 2. Select Add A Till. The ADD A TILL dialog box appears. 3. In the Till Name text box, type a name of the till. 4. In the Till Description text box, type a description of the till. Note: The Till Number is automatically generated. A confirmation dialog box appears. Select OK. The TILL FLOAT MAINTENANCE dialog box appears. - Page: 60 -

66 5. Input the amount for the float in the Current Float Amount text box, and select OK. The ACTION CONFIRMATION dialog box appears. 6. If you want to add another till, select Yes and return to step 2. Otherwise, select No. You return to the CASH MANAGEMENT application window and the main menu. Maintaining the Safe Float When you increase the safe float, the money for the additional float is taken from the safe floor. When you decrease the safe float, the money from the reduced float is added to the safe floor and is then available for deposit into the bank. Follow the steps below to maintain the safe float. 1. In the CASH MANAGEMENT main menu, select Float Maintenance. - Page: 61 -

67 The FLOAT AND RECONCILIATION MAINTENANCE menu appears. 2. In the FLOAT AND RECONCILIATION MAINTENANCE menu, select Safe Float Maintenance. The SAFE FLOAT MAINTENANCE dialog box appears. - Page: 62 -

68 The Current Default box indicates the current safe float amount. This field is not modifiable. 3. Key the new float amount in the New Default text box. The Amount of Adjustment box displays the cash amount of the adjustment to the safe float. 4. Select OK. If the new float amount is Less than the previous safe float amount. Greater than the previous safe float amount. Then the system Adds the difference to the safe floor, making it available for banking. Attempts to pull the money from the safe floor. If the safe floor does not contain enough money to cover the increase, an error message is displayed and you are returned to the SAFE FLOAT ADJUSTMENT dialog box. Maintaining a Till Float Maintaining a Till Float is a function that allows the maintenance of a predetermined amount of buffer funds in the till. To maintain a till float, use the following procedure. 1. In the Cash Management menu, select Float Maintenance. The FLOAT AND RECONCILIATION MAINTENANCE menu appears. - Page: 63 -

69 2. Select Till Float Maintenance. The WORKSTATION SELECTION dialog box appears. 3. In the Workstation No. text box, input the number of the workstation (POS register) with which the till whose float you are maintaining is associated and select OK. Note: If more than one till is associated with the selected workstation, the DRAWERS SELECTION dialog box appears. In the DRAWERS SELECTION dialog box, select the till whose float you want to adjust. Then select OK. - Page: 64 -

70 Note2: The title DRAWERS SELECTION is the default and can be changed in the Locale Editor (LocaleEd.exe). 4. In the WORKSTATION SELECTION dialog box, do one of the following: Select the till whose float you want to adjust. If more than one till s float is to be adjusted, pick one till and select it in the dialog box. Select All Tills. 5. Select OK. 6. The TILL FLOAT MAINTENANCE dialog box appears. 7. In the New Float Amount text box, input the amount you want for the till s float, and select OK. A dialog box appears asking you to confirm the information you input. 8. Select OK. You return to the WORKSTATION SELECTION dialog box. - Page: 65 -

71 9. If you have additional till floats to adjust, return to step 2; otherwise, select Cancel. You return to the FLOAT AND RECONCILIATION MAINTENANCE dialog box. 10. Select Cancel. 11. You return to the CASH MANAGEMENT main menu. Because adjusting the float does not change the actual money in the till, the adjustment may result depending on your installation in a response from POS that the till needs additional cash or needs a pickup. Performing a Till Reconciliation The Till Reconciliation function allows you to compare the expected amount for one or more tenders with the actual amount for each tender. 1. From the CASH MANAGEMENT main menu, select Float Maintenance. The FLOAT AND RECONCILIATION MAINTENANCE menu appears. - Page: 66 -

72 2. From the FLOAT AND RECONCILIATION menu, select Till Reconciliation. The WORKSTATION SELECTION dialog box appears. 3. In the Workstation No. text box, key the workstation (POS register) till you want to reconcile and select OK. The DRAWERS SELECTION dialog box appears. Note: The title DRAWERS SELECTION is the default and can be changed in the Locale Editor (LocaleEd.exe). See the Changing the Appearance of CashMan section of this document for more details. The dialog box lists the tills that are associated with the workstation (POS register). 4. Highlight the till to reconcile, and then select OK. The TILL RECONCILIATION dialog box appears. - Page: 67 -

73 To use Cash Management s counting feature continue with the following step; otherwise, skip to this step. 5. Select the Cash Count button. The CASH COUNT dialog box appears. Note: If the [Count] and [DenomX] sections are set up in the CashMan.ini file, the denominations are delineated in the dialog box. - Page: 68 -

74 The CASH COUNT dialog box calculates the amounts of each denomination and the total. 6. When you finish, select OK. You return to the TILL RECONCILIATION dialog box. 7. In the TILL RECONCILIATION dialog box, input the amounts of the various tenders in the Amount column and the number of the tenders. Do not use the Count column for cash tenders. Alternatively, you can use the Calculator to add all the members of a particular kind of tender. Select the Calculator button for the tender you want to calculate. These are the Calculator buttons. The CALCULATOR appears. - Page: 69 -

75 8. Type a distinct description in the Description column and input an amount in the Amount column for each instance of the tender type you are counting. When you move the insertion point from an Amount cell, the Calculator calculates the total and displays it in the Total text box. 9. When you finish inputting the amounts, select OK. You return to the TILL RECONCILIATION dialog box. 10. If there are additional tender types to count, return to step 2. Otherwise, continue with this step. As you input the amounts for the tenders, CashMan calculates the variance for each tender and the totals for the expected pickup, the actual pickup, and the total variance. - Page: 70 -

76 Totals row Total expected pickup Total actual pickup Total variance 11. Select OK. A dialog box asks whether you want to continue with the information you entered. 12. Select OK. Two things happen: In the database, the expected amounts are changed to match the actual amounts. You return to the WORKSTATION SELECTION dialog box. 13. Select Cancel in the WORKSTATION SELECTION dialog box. You return to the FLOAT AND RECONCILIATION MAINTENANCE dialog box. - Page: 71 -

77 14. Select Cancel. You return to the CASH MANAGEMENT main menu. Performing a Till Reconciliation Summary The Till Reconciliation Summary function produces a report of all Till Reconciliations performed on a selected day. Use this report as an aid to determine when discrepancies occurred in the till count. Follow the steps below to perform a till reconciliation summary. 1. From the CASH MANAGEMENT main menu, select Float Maintenance. The FLOAT AND RECONCILIATION MAINTENANCE menu appears. 2. Select Till Reconciliation Summary. The TILL COUNT SUMMARY dialog box appears. - Page: 72 -

78 3. Select the day for which you wish to view the summary. To view other months, select the month from the month drop-down list. To view other years, select the year from the Year drop-down list. 4. Select OK. The TILL RECONCILIATION SUMMARY dialog box appears. - Page: 73 -

79 Date of reconciliation (will all be the same) Time of reconciliation; by which the reconciliations are sorted Associate Number of the person who performed the reconciliation The Actual Amount in this dialog box corresponds to the Expected Amount in the TILL RECONCILIATION dialog box Till number The Counted Amount in this dialog box corresponds to the Actual Amount in the TILL RECONCILIATION dialog box The Variance, the difference between the Actual Amount and the Counted Amount The Total for variances Select Print to print the report 5. When you finish with the report, select Cancel. You return to the TILL COUNT SUMMARY dialog box. 6. Select Cancel. You return to the FLOAT AND RECONCILIATION MAINTENANCE menu. 7. Select Cancel. You return to the CASH MANAGEMENT main menu. Performing a Safe Reconciliation Safe Reconciliation enters into the system the amount of tenders currently held in the safe. This amount is then compared to the expected amount in the safe based on the previous safe reconciliation and any money that has been added to or removed from the safe float or safe floor since the last safe reconciliation. Any discrepancy results in a system message. The system also writes a positive or negative variance and adjusts the value of the safe accordingly. Follow the steps below to perform a safe reconciliation. 1. From the CASH MANAGEMENT main menu, select Float Maintenance. - Page: 74 -

80 The FLOAT AND RECONCILIATION MAINTENANCE menu appears. 2. Select Safe Reconciliation. The SAFE RECONCILIATION dialog box appears. - Page: 75 -

81 To use Cash Management s counting feature continue with the following step; otherwise, skip this step. 3. Select the Cash Count button. The CASH COUNT dialog box appears. Note: If the [Count] and [DenomX] sections are set up in the CashMan.ini file, the denominations are delineated in the dialog box. - Page: 76 -

82 The CASH COUNT dialog box calculates the amounts of each denomination and the total. 4. When you finish, select OK. You return to the SAFE RECONCILIATION dialog box. 5. In the Amount column under the Actual column, key the amount for each tender type to be counted in the safe. Note: To enter a negative number, enter the numerals first and then the negative sign. A negative number results if more of a particular type of tender was given out (for example, credit cards or store credits for returns) than received (for example, for sales). The system calculates the Expected entries, based on activity (such as the till assignment amounts, paid ins, paid outs, daily sales, and daily returns), and it displays any variance between them in the columns under the Variance column. 6. In the SAFE RECONCILIATION dialog box, input the amounts of the various tenders in the Amount column and the number of the tenders. Do not use the Count column for cash tenders. Alternatively, you can use the Calculator to add all the members of a particular kind of tender. Select the Calculator button for the tender you want to calculate. - Page: 77 -

83 These are the Calculator buttons. The CALCULATOR appears. 7. Type a distinct description in the Description column and input an amount in the Amount column for each instance of the tender type you are counting. When you move the insertion point from an Amount cell, the Calculator calculates the total and displays it in the Total text box. 8. When you finish inputting the amounts, select OK. You return to the PICKUP DECLARATION dialog box. 9. If there are additional tender types to count, return to step 7. Otherwise, continue with the following step. - Page: 78 -

84 Totals row Total expected amount Total actual amount Total variance 10. Optionally, to print the information, select Print. The information is printed at the currently selected printer. 11. Select OK. A dialog box asks whether you want to continue with the information you entered. 12. Select OK. You return to the FLOAT AND RECONCILIATION MAINTENANCE dialog box. 13. Select OK. You return to the CASH MANAGEMENT main menu. - Page: 79 -

85 Performing a Final Banking Final Banking is the same function as a Banking, but the Banking Correction function is not available. With Final Banking, you can bank all bankable tenders except the safe float. If a positive variance exists, money is not written as a variance but is held in the safe floor. Final banking, however, is not available through the CASH MANAGEMENT main menu. The DAILY BANKING REPORT screen provides you with the data for each banking that was performed during the day, sorted by time. For each banking, the screen displays the bank slip number, security seal number, totals for cash and checks banked and the total banking for the branch. The fields displaying the information cannot be modified. Follow the steps below to perform a final banking. 1. From the CASH MANAGEMENT main menu, select Banking Functions. The BANKING FUNCTIONS menu appears. 2. From the BANKING FUNCTIONS menu, select Daily Banking Summary. The DAILY BANKING REPORT screen appears. - Page: 80 -

86 3. Select Print if you wish to print the information on the DAILY BANKING REPORT screen to the report printer. Note: All bankable tenders are grouped as either cash or checks, as determined by the Cash Management configuration. Refer to the Cash Management Configuration section of this document for additional information about grouping tenders. 4. Select the Banking Detail button to view all details relating to each banking, beginning with the original entry and including any corrections that have been made. The BANKING DETAIL REPORT screen appears. 5. The BANKING DETAIL REPORT screen provides you with the banking details of each security seal number, including bank slip number, associate number, cash banked, checks banked and the total banked for each security seal number. - Page: 81 -

87 6. Select Print if you wish to print the information on the BANKING DETAIL REPORT screen on the currently selected printer. 7. Select Cancel to return to the DAILY BANKING REPORT screen. 8. Select Cancel from the DAILY BANKING REPORT screen to return to the BANKING FUNCTIONS menu. Viewing the Weekly Banking Summary The Weekly Banking Summary function allows you to view the tender and variance amounts for all bankings performed during a given week. To view the weekly banking summary, follow the steps below. 1. Select Weekly Banking Summary from the BANKING FUNCTIONS menu. The WEEKLY BANKING REPORT dialog box appears. The Weekly Banking Report Dialog Box Note: The above dialog box is meant to serve only as an example. The actual appearance of the specific client CashMan dialog boxes may vary. 2. In the calendar, select a day within the week for which you wish to view the summary. To view other months, select the month from the Month drop-down list. To view other years, select the year from the Year drop-down list. 3. Select OK to view the weekly banking summary for that week. The WEEKLY BANKING REPORT screen appears for the selected week. The Weekly Banking Report Screen - Page: 82 -

88 Note: The above screen is meant to serve only as an example. The actual appearance of the specific client CashMan screens may vary. The WEEKLY BANKING REPORT screen is populated with the data for all bankings performed during the specified week. The bankings are first sorted by the day of the week, and then, within each day, they are sorted by security seal numbers. If the current week is selected, only the days of the week for which an EPOS End of Day has been performed appear on the screen. Note: All bankable tenders are grouped as either cash or checks, as determined by the Cash Management configuration. 4. Select Print if you wish to print the information displayed on the screen. 5. Select the Banking Detail button to view all activity relating to each banking, beginning with the original entry and including any corrections that have been made. The WEEKLY BANKING DETAIL REPORT screen appears. - Page: 83 -

89 The Weekly Banking Detail Report Screen Note: The above screen is meant to serve only as an example. The actual appearance of the specific client Cash Management screens may vary. The WEEKLY BANKING DETAIL REPORT screen provides you with the banking details of each security seal number, including bank slip number, associate number, cash banked, checks banked and the total banked for each security seal number. Note2: All bankable tenders are grouped as either cash or checks, as determined by the Cash Management configuration. 6. Select Print if you wish to print the information on the WEEKLY BANKING DETAIL REPORT screen. 7. Select Cancel to return to the WEEKLY BANKING REPORT screen. 8. Select Cancel from the DAILY BANKING SUMMARY screen to return to the BANKING FUNCTIONS menu. Resetting a Till Resetting a till is a maintenance function provided for extraordinary and unusual circumstances in which a till needs to be reset immediately, as opposed to being logged out and disassociated as a part of the normal final pickup declaration process. Note: If a till is reset in the back office, the POS register that housed it should be logged out and logged back in. Until this happens, it is possible for POS to continue trading without any accountability on a till that has been reset from the back office using the Reset Till functionality. To reset a till, use the following procedure. 1. In the Cash Management menu, select Cash Man. Maintenance. - Page: 84 -

90 The CASH MANAGEMENT MAINTENANCE menu appears. 2. Select Reset A Till. The RESET TILLS dialog box appears. - Page: 85 -

91 3. Select the till(s) you wish to reset. To select multiple tills, press and hold CTRL while selecting the tills. 4. Select the type of reset Choice Reset both accountability and till status Reset accountability only Reset till status only What it does Removes any associations between this till and any workstations and cashiers. Changes till status from logged in to logged out. Changes accountability status to none. Resets till from logged in state to logged out state. Leaves accountability unchanged. 5. Select OK. You are returned to the CASH MANAGEMENT application window. - Page: 86 -

92 CashMan Configuration CMSetup.exe uses a wizard-type interface to walk you through the initial steps in setting up a store to use CashMan. As such, it only is run once at the initial setup of the store. Thereafter, changes are made either through the CashMan Maintenance Menu, detailed earlier in this document, or by directly changing the configuration by modifying the CashMan.ini file a process detailed later in this document. Setting Up a Store with CMSetup Before you can use Cash Management, certain data has to be set up in your Coalition database and certain settings must be configured in Point of Sale. This configuration is setting up the store. Some installations have this configuration work already completed, and CMSetup will not run in such situations. If the store has not been set up, you need to use CMSetup. CMSetup - Overview Start Assign Maximum Store Float Set Up Tills Assign or Change Initial Safe Float? No Assign or Change Initial Till Float? Assign or Customize Change No No Currency No Max. Store Format? Float? Add More Tills? Yes Yes Yes Yes Yes Assign or Change Initial Safe Float Assign or Change Initial Safe Float Assign or Change Maximum Store Float Customize Currency Format Add till(s) Save Config and Close CM Setup End - Page: 87 -

93 Tasks and Required Information CMSetup uses a step-by-step procedure to accomplish the following tasks Assigning a Maximum Store Float Assigning an Initial Safe Float Assigning an initial Till Float Customizing currency format Adding Tills To facilitate this process, you will need to have the following information... Maximum store float amount Safe float amount...and for each till Till float amount Till number Till name Till description Gathering this information in advance will speed your use of the CMSetup program. The CMSetup Procedure Use the following procedure to set up a store. 1. If you have a CashMan.ini file in your /INI directory, skip to the next step. If you have no CashMan.ini file in your /INI directory, create one. Some text editors (for example, Notepad) do not allow you to save empty files. For such editors, put a comment line (a line that starts with an apostrophe) in the file. You may want to put administrative notes to yourself in the comment line, such as the current date. 2. Start CMSetup.exe. The USER LOGON dialog box appears. - Page: 88 -

94 3. Type your assistant number and assistant password in the corresponding text boxes and select OK. A message box asking whether you want to assign the maximum store float appears. 4. Select Yes. The SETUP A NEW STORE dialog box appears. 5. Determine the amount of the maximum store float, type that amount in the text box, and select OK. This is the initially bankrolled amount. A dialog box appears asking whether you want to create new tills at this point. 6. Select Yes. The ADD TILL dialog box appears. 7. Determine the following: The till number - Page: 89 -

95 The till name The till description 8. Then type this information into the corresponding text boxes, and select OK. CMSetup responds with a success message: 9. Select OK. CMSetup responds with a question whether you want to add another till: 10. If you are setting up additional tills, select Yes and return to step 7; otherwise, select No. A dialog box appears asking whether you want to assign the maximum store float: 11. Select No. The NEW STORE CMSETUP application window appears. - Page: 90 -

96 Assigning or Changing the Initial Safe Float The Initial Safe Float is the amount of funds that will make up the float portion of your safe when the trading day begins. To assign or change the initial safe float, use the following procedure. 1. Do one of the following: Double-click Safe in the CMSetup application window Select Safe and press <ENTER> The SAFE PROPERTIES dialog box appears. 2. Determine the initial safe float, type it in the text box, and select OK. A dialog box appears, warning you that saving closes the CMSetup application, and asking whether you want to save your changes. - Page: 91 -

97 3. Unless you have no further changes to make to the store, select No. You return to the application window. Assigning or Changing the Initial Till Float The Initial Till Float is the amount of funds that will make up the float portion of a till when the trading day begins. To assign or change the initial float for one or more tills, use the following procedure. 1. Do one of the following: Double-click the till whose initial float you want to assign or change Select the till and press <ENTER> The TILL PROPERTIES dialog box appears. 2. From the CMSetup Worksheet, determine the initial till float for this till, type it in the text box, and select OK. A dialog box appears, warning you that saving closes the CMSetup application, and asking whether you want to save your changes. - Page: 92 -

98 3. Unless you have no further changes to make to the store, select No. You return to the application window. Assigning or Changing the Maximum Store Float The maximum store float is the maximum allowable combined total of the safe plus till floats in a given store. To assign or change the maximum store float, use the following procedure. 2. Do one of the following: Select Tools Assign the Maximum Store Float Select the Assign the Maximum Store Float button The SETUP A NEW STORE dialog box appears. 3. Input the maximum store float in the text box and select OK. You return to the application window. Customizing the Currency Format POS can customize the format in which currency appears so that it corresponds with the applicable local currencies. To customize the currency format, use the following procedure. 1. Do one of the following: Select Tools Customize Currency Format Select the Customize how currency is displayed in this tool button The CUSTOMIZE CURRENCY FORMAT dialog box appears. - Page: 93 -

99 2. Select or clear the Has a Decimal Point check box according to whether your desired currency format has a decimal point, and then select Next. The next page of the wizard appears. If the Has a Decimal Point check box was selected in the previous dialog box, the subsequent dialog box looks like the following: If the wizard page looks like the graphic above, continue with the next step; otherwise, skip to step In the drop-down list, select the number of places to the right of the decimal point (1 through 4), and then select Next. The next page of the wizard appears. 4. In the drop-down list, select the number of places to the left of where the decimal point would appear (even if you are not displaying the decimal point), and then select Next. The next page of the wizard appears. - Page: 94 -

100 5. In the drop-down list, select the number of rightmost placeholding zeros for Coalition to use, and select Next. The final page of the wizard appears. 6. If you are satisfied with the format represented in the Preview box, select Finish; otherwise, select Cancel and start over with this procedure. Adding Additional Tills While in CMSetup To add tills, use the following procedure. 1. Do one of the following: Select Tools Add Tills Select the Add Tills button The ADD TILL dialog box appears. 2. Complete each of the text boxes and select OK. A message box appears to inform you that the till was added. - Page: 95 -

101 3. Select OK. A dialog box asks you whether you want to add more tills. 4. To add another till, select Yes and return to step 2; otherwise, select No. You return to the application window. Saving Configuration and Closing CMSetup After you have made all your configurations, use the following procedure to save the configuration: 5. Do one of the following: Select File Save and Close Select the Close button Press Alt + F4 CMSetup asks you whether you want to save the database. 6. Select Yes. A message box appears to inform you that the configuration was saved. - Page: 96 -

102 7. Select OK. - Page: 97 -

103 Assigning Accountability Accountability represents the permissions assigned to employees and to workstations (POS registers). CashMan flows and your in-store procedures are affected by the type of accountability selected for your enterprise. There are four kinds of accountability: Cashier (it s called Operator accountability in some places) Cashier s are accountable for totals in and out of their tills. When they move to the floor or between POS registers, they take their tills with them. Workstation (referring to the POS register) Accountability is by Workstation. Assistants sign in and out, but the till generally remains with a workstation. The information for a workstation s accountability is in the C-tree file WKSTNACC. You can modify this file through the FileSpy application (Filesp32.exe). None For whatever reason, neither accountability type is allowed. Either (that is, either cashier or workstation accountability) Either type can be selected while setting up the tills using the CashMan maintenance tools. By Workstation and By Employee In addition to four types of accountability, accountability can also be assigned to a specific workstation or to a specific employee. POS then uses logic to determine if an employee with a specific accountability type is allowed to use a workstation with a specific accountability type. If you are using only one type of accountability in your store, these will be the same for every workstation and employee. The following sections detail the process for assigning accountability either by employee or by workstation. Assigning Accountability by Employee Assigning accountability to an employee is done using the either through running an Employee DataConnect script or by using Employee Maintenance Tool (Employee Maintenance.exe). This document provides information on using the Employee Maintenance tool. For information on the DataConnect method, see the Updating Files in Coalition, DataConnect Updating Data and DataConnect Employee documents. Access the Employee Maintenance tool by running the EmployeeMaintenance.exe file. When you access the tool, the Employee Maintenance application window appears. - Page: 98 -

104 The EMPLOYEE MAINTENANCE Application Window The top pane contains a record for you (or whoever has logged in to the Employee Maintenance tool) and records for all other users with ISP (back office) security privileges equal to or lower than yours. The bottom pane contains the last names of users with ISP (back office) security privileges higher than yours. 1. Do one of the following For new employees, select Employee New from the Employee Menu. For existing employees, double click the relevant employee name. Depending upon your selection, either the NEW EMPLOYEE PROPERTIES or the EMPLOYEE PROPERTIES dialog box appears. - Page: 99 -

105 Employee Properties Dialog Box (Vitals Properties Page) 2. Select the Vitals tab. 3. Select the appropriate accountability type from the Accountability drop-down list. 4. Select OK to save the change. Assigning Accountability By Workstation Assigning accountability by Workstation is done by directly modifying a workstation record in the C-Tree, Coalition s POS database engine. This is done using the FileSpy application. To access FileSpy, run the Filesp32.exe. Once the program is initiated, the FILESPY screen appears, displaying a FILE SELECTION window. (The title of the window defaults to No Selection until a database file is selected from the FDF Files list box. Then the window title changes to the name of the database file.) - Page: 100 -

106 The FileSpy Screen Note: More information on this application is available in FileSpy documentation. 1. In the FDF FILES section, highlight WKSTNACC and select Open. The field names and values for this file appear in the main window. - Page: 101 -

107 Field names and values appear in this window. 2. Use one of the navigation tools (such as the First, Prev, Next, or Last buttons, or the Key Access controls) to find the record with the workstation number (WORKSTATION_NO) for the workstation whose accountability you want to change. 3. Do one of the following: Double-click the ACCOUNTABILITY field Highlight the ACCOUNTABILITY field and press <Enter> The DATA ENTRY dialog box appears with the current value of the ACCOUNTABILITY field. 4. Input the accountability code according to the following table: Accountability Code Cashier 1 Workstation 2 Either 3 None 4 5. Then select OK. You return to the FILESPY application window. 6. Select the Update button. - Page: 102 -

108 Update button FILESPY updates the record. 7. If there are other workstations (POS registers) whose accountability you want to change, return to step 2. Otherwise, continue with the next step. 8. Select Close. Close button - Page: 103 -

109 Setting CashMan s Appearance to Correspond with Accountability Type Once you have set the accountability options for CashMan, you must set the Method parameter in the [Accountability] section to correspond with it. This way, the appropriate dialog boxes appear during the CashMan flows. For example, if your storewide accountability type is either (workstation or cashier) you can set this parameter so that the accountability type is specified by the user during the till association. If your storewide accountability type is cashier, a dialog box will request the assistant number (for tracking purposes) during the till association procedure. This setting is a visual control; that is, it only controls the appearance of CashMan, and not the actual accountability settings. 1. To set this parameter, open the CashMan.ini file and find the [Accountability] section. CashMan.ini (Accountability Section) 2. Set the Method parameter to one of the following: Value Accountability Type When you would choose this... What it will do in CashMan... 0 Workstation If your accountability is set to workstation only in the C-Tree and in the Employee records 1 Cashier If your accountability is set to cashier only in the C-Tree and in the Employee records 2 Either Workstation or Cashier If your accountability is set to either or non in the C-Tree and in employee records During till association, user will be prompted for Workstation number. During till association, user will be prompted for assistant number. During till association,. user must select workstation or cashier accountability, then provide relevant number. - Page: 104 -

110 Note: The default setting for the Method parameter is 2 Either. 3. Save the CashMan.ini file before closing. Changing the Configuration After Setting Up the Store Changes to CashMan s configuration after running CMSetup are done through the CashMan.ini file. This file contains all of the parameters that guide the use and appearance of CashMan. A complete listing of all the parameters in the CashMan.ini file is contained in the Appendix. To change the configuration, do the following. 1. Locate the relevant parameters and settings. 2. Open the CashMan.ini file. CashMan.ini (Accountability Section) 3. Set the parameters per your specific configuration needs. 4. Save the CashMan.ini file. Changing the Appearance of CashMan There are two main methods for changing the appearance of CashMan: either through the CashMan.ini file or using the Locale Editor. - Page: 105 -

111 Method CashMan.ini LocaleEd.exe Description Contains numerous visibility, show/hide and visual parameters that determine if certain buttons, columns, information, etc appears in the various CashMan flows. Application used for changing the titles of dialog boxes in the CashMan application. CashMan.ini Changes to CashMan s appearance can be made through the CashMan.ini file. This file contains all of the parameters that guide the use and appearance of CashMan. A complete listing of all the parameters in the CashMan.ini file is contained in the Appendix. To change the configuration, do the following. 1. Locate the relevant parameters and settings. TIP: Numerous CashMan parameters contain the word Visible as part of the parameter name. In almost all cases, these parameters determine whether a column, button or label appear in the application. 2. Open the CashMan.ini file. CashMan.ini (Accountability Section) 3. Set the parameters per your specific configuration needs. - Page: 106 -

112 4. Save the CashMan.ini file. LocaleEd.exe The Locale Editor allows you to modify the controls and strings a program uses. Controls are the captions and labels that appear on the buttons and fields of specific dialog boxes within a program. Strings are the phrases and messages that are used by a program but are not associated with a specific dialog box. The Locale Editor is primarily used to customize each program for language differences. For example, you can translate the controls and strings in each program from English into Spanish or French. Note: Refer to Local Editor documentation for details beyond those included in this section. The Locale Editor can be accessed by running the localeed.exe file. Once the program has been accessed, the EXECUTABLE TO LOCALIZE dialog box appears, displaying a list of executable files. These files correspond to programs within NSB Coalition. Select a program from the EXECUTABLE TO LOCALIZE dialog box by highlighting it and selecting the Open button. The LOCALE EDITOR dialog box appears. The Locale Editor Dialog Box The String Group scrollable list displays all of the string groups available for editing. There are 3 different lists, containing the three types of string groups. The first is the Dialog String Groups list. The members of this list appear in the format Dialog *** - Dialog Title. The [***] represents the number the system uses to identify each individual dialog box, and the Dialog Title is the Text that will appear in the title bar of the dialog box at runtime (if any). The Dialog Title text is provided to help make it easier to select the group you wish to edit. A Dialog String Group contains all of the controls that are in a single dialog box or screen. The second list is the Menu String Groups list. The members of this list appear in the format Menu ***. The *** represents the number the system uses to identify each individual menu. - Page: 107 -

113 A Menu String Group contains all of the menu text, tool tip text and flyby message text associated with a given menu and its commands. The third list is the Other String Groups list. The members of this list appear in the format Strings: ***. The *** represents the type of string the string group contains, such as Error, Miscellaneous or Printing. An Other String Group contains phrases (strings) that are not associated with a particular dialog box or screen within the program. These can be any of a range of strings including error messages, status messages or informational messages to be recorded in a file. The string groups in all three of the String Group lists can appear either black or red. A string group appears red if any controls or strings within the string group have not been edited. A string group appears black if there are no controls or strings in the string group that need to be edited. Editing a Dialog String Group To edit a Dialog String Group, follow the steps below. 1. From the LOCALE EDITOR dialog box, highlight the dialog string group you wish to edit and select the Edit button. The DIALOG OVERRIDES dialog box appears. The Dialog Overrides Dialog Box The DIALOG OVERRIDES dialog box displays all of the modifiable captions and labels (controls) for the selected dialog string group in the Controls section. The controls in the DIALOG OVERRIDES dialog box can be either black or red. If the string group you selected was black, then all of the controls listed will be black, indicating that all of the controls in that string group have been edited previously. However, some of the controls might have been changed in the most recent version of the program, and therefore might need to be edited. If the string group you selected was red, then some or all of the controls within that string group will be red. Only controls that have not been edited before (e.g., those controls that have been added in the last version of the program) will be red. Any of the controls that are black might have been changed in the most recent version of the program, and therefore might need to be edited Highlight the control that you wish to edit in the Controls list. A description of the control s function appears in the Description field. The Original Caption field contains the default caption that was assigned to the highlighted control. These fields cannot be modified. - Page: 108 -