Treasury Management. TCPOS The Treasury Management Multy-Shop plugin Page 1/96

Transcription

1 Treasury Management TCPOS The Treasury Management Multy-Shop plugin Page 1/96

2 This document and all of its contents are protected by copyright. All rights are expressly reserved including those of duplication, reproduction, translation, microfilming, storage on electronic media and processing in electronic form. TCPOS is a registered trademark of TCPOS SA. Microsoft, Windows, Windows XP, Windows Embedded POSready, Windows Vista, Windows 7, Windows 8, Windows Embedded POSready 7, Windows 2003 Server, Windows Server 2008, Windows Server 2008 R2, Windows Server 2012, Windows Server 2012 RC2, Microsoft SQLServer 2005, Microsoft SQLServer 2008, Microsoft SQLServer 2008 R2, Microsoft SQLServer 2012, Microsoft SQLServer 2012 Express Edition 32 bit & Microsoft SQLServer 2012 Express Edition 64 bit, Microsoft SQLServer 2014, Microsoft SQLServer 2014 Express Edition 32 bit & Microsoft SQLServer 2014 Express Edition 64 bit, Windows Mobile 2003, Windows Mobile 5.0, Windows CE.NET 4.0, Windows CE.NET 4.2, Windows CE 5.0, Windows CE 5.1, Windows CE 5.2, Windows Embedded CE 6.0, Windows Embedded CE 6.1, Windows Embedded CE 6.5, Windows Embedded CE 6.0 R2 and Windows Embedded CE 6.0 R3 are registered trademarks of Microsoft Corporation. Oracle 10gTM, Oracle 11gTM, Oracle 11g R2TM, Oracle 11 XE Express edition 32 bittm, Oracle 12cTM, are trademarks or registered trademarks of Oracle Corporation. The PostgreSQL 9.1, The PostgreSQL 9.3 are a registered trademark of The PostgreSQL Global Development Group. Android is a registered trademark of Google Inc. All other company, product and brand names are trademarks or registered trademarks of their respective owners. The information featured in this document may be subject to change without notice at any time. Copyright TCPOS SA, All Rights Reserved. TCPOS The Treasury Management Multy-Shop plugin Page 2/96

3 Index Index... 3 INTRODUCTION... 5 This plugin guide... 6 Mandatory rules... 7 Plugin modules... 7 Plugin installation... 7 Part 1: THE PLUGIN... 8 Aim of the plugin... 9 Features of the plugin Treasury management in the shop Treasury management at the Headquarter...15 Workability with the plugin The different Working Modes...16 Part 2: THE BASE DATA Configuration of static data Checklist The menu and the related permissions System parameters configuration Banks Bank Accounts Safes Causals for safe movements Withdrawals and deposits Outlets Tills...48 Part 3: THE TREASURY MANAGEMENT Treasury management in the shop Drawer counts Spot check of the drawer contents Cash removals and deposits Daily safe turnover (Shop count) Safe management Due date safe inventory Bank deposit and Daily safe counts Treasury management at Headquarters Safe calendar (Shop calendar) Bank confirmations Safe controller...81 Part 4: REPORTS Plugin printouts The Bank deposits summary report The Bank Deposit Dates report TCPOS The Treasury Management Multy-Shop plugin Page 3/96

4 11.3 The Shop turnover report The Anomalies Report report The Safe differences report The Safe counts report The Bank deposits, Bank periodic deposits, Bank deposits by safe reports The Notes and coins report The Due date safe inventory report TCPOS The Treasury Management Multy-Shop plugin Page 4/96

5 INTRODUCTION This guide Plugin modules Plugin installation TCPOS The Treasury Management Multy-Shop plugin Page 5/96

6 This plugin guide This document describes the features implemented by TCPOS in the Treasury Management MS (Multi-shop) plugin. This plugin adds the capability of managing the cash flow originated by a shop in terms of safe management, bank deposits and monitoring activities on the daily drawer and shops counts. The plugin is designed to be used in two different environments: the shop: where accounting closures are managed the headquarter: where financial flows are monitored Setting a system parameter determines the mode in which these activities are carried out. Important The multi-shop version enables Admin and tills to work offline (see the related chapter below), without an active connection to a central db. This feature is achieved by the Concentrator service with the Sync Concentrator plugin (an independent separate component not strictly related to the Treasury Management MS plugin). From version 4.5.x.x or upper the Concentrator service with the Sync Concentrator plugin is optional, but the Admin plugins operations must be performed in online mode, otherwise the data cannot be reached (see chapter Mandatory rules). In order to turn off the concentrator, simply deactivate the related command in the.ini file (see example aside but refer to the wiki.tcpos article for the correct definition. Concentrator Url= Database=treasurydb TCPOS Concentrator The offline management Most of the features described in detail in this document can work even when the Admin and the cash registers are in offline mode. The Treasury Management has been extended with a new service that acts as repository for the offline information sent and requested by the tills and the Admin; this component was named TCPOS Concentrator. When the central database is not reachable, this service provides the needed information and is used to store the data generated by the Treasury Management (e.g. related to safe movements, bank deposits, etc.). Each shop will have its own Offline Repository that must be installed on the local network of the shop. This Repository is a Windows Service to be installed on one or more machines on the local network of each shop. When the central database is not reachable, the tills and the Admins communicate to this service and temporarily store the information needed by the Treasury Management. If there is more than one instance of this service installed on the local network, the various instances synchronize one another automatically and when the central DB is reachable again, the data not yet stored will be sent to the central DB. No special hardware or dedicated machine is required, but the computer server or workstation where the service runs should be always active. TCPOS The Treasury Management Multy-Shop plugin Page 6/96

7 Mandatory rules For a correct use of of the plugin, these rules must be followed. 1. The first time you start TCPOS Admin and TCPOS FrontEnd, the central db must be online; this is necessary to initialize the data structures used by the plugin, otherwise the plugin does not start. ServerService active 2. It is required to configure with a primary closing type "24 Hours" the shops where the management activities are performed. Admin > Outlets > Main definition > Primary closing type 3. If you use Oracle, the server service must be mandatory configured for accessing the DB using the Oracle ODP.NET data provider and not the Microsoft ADO.NET data provider, because it is no longer supported by the.net 4.0 Framework. please check the Server Service/DbAliases.ini settings 4. In the shop, Admin works with the SHOP parameter active and properly assigned. Tcpos.Admin.ini Only if the plugin works in offline mode 5. For versions < 4.5.x.x, the Concentrator service with the Sync Concentrator plugin must be installed For versions >= 4.5.x.x the Concentrator service with the Sync Concentrator plugin is optional, but the Admin plugins operations must be performed in online mode, otherwise the data cannot be reached. Released version/utils/concentrator Plugin modules The modules composing this plugin are described in the related wiki.tcpos.com article Please refer to it for further information. Treasury Management Multi Shop Plugin Plugin installation The installation workflow of this plugin is described in the related wiki.tcpos.com article Please refer to it for further information. Treasury Management Multi Shop Plugin Note The FrontEnd plugin does not require any specific configuration activity. TCPOS The Treasury Management Multy-Shop plugin Page 7/96

8 Part 1: THE PLUGIN Aim of the plugin Features of the plugin Workability with the plugin TCPOS The Treasury Management Multy-Shop plugin Page 8/96

9 Aim of the plugin The TCPOS Treasury Management plugin allows the shop managers and the company Headquarters to manage and monitor the cash flow originated by the sales in the shops in which TCPOS is installed. STANDARD TCPOS Initial and final Drawer counts INTERFACES CUSTOMIZATION Accounting System Data Export TREASURY MANAGEMENT Cash removal Daily safe turnover Bank deposits Bank confirmations Safe management Reports The safe management A single safe can be assigned to a single or multiples shops. At the end of the day the cash flow originated by the sales in the shops is store in the assigned safe. The shop managers are able to manage the money contained in the safe of their shops and to perform bank deposits Confirmation messages about bank deposits can be checked and matched by Headquarters. Note The shop manager will use Admin to manage the cash flow for its shop. For this reason, in the shop, it is required to have an Admin that is associated to each shop (through the SHOP - previously SHOPASSOCIATION - parameter inside the TCPOS.Admin.ini file). In order to use this plugin, the operators must mandatory execute Initial and Final Drawer Counts for their shift; the drawer counts can be made on Admin or on the tills, equally. The Bank deposit mode and the Working Mode The frequency with which deposits are made in the bank, determines the mode of use of the plugin (Working Mode). The plugin can be used in different Working Modes depending on the settings of the Bank deposit mode system parameter aside. The selected method affects the management of the two safe funds: Safe fund and Cash fund. Please read the related chapters and select the most suitable mode for the customer. Setting of the Bank deposit mode system parameter TCPOS The Treasury Management Multy-Shop plugin Page 9/96

10 The Cash and the Safe fund Two funds are managed for each safe: Working mode 1 In this working mode the Cash Fund is where the manager manager keeps the money given to the operators at the beginning of their shifts, and Safe Fund is used to buy material and other small expenses the shop needs. The Safe Fund includes an automatic management of the petty cash. No one of these funds are involved in the computation of the amount available for the Bank Deposit. Safe Cash Fund used to buy material and other small expenses the shop needs Safe Fund includes an automatic management of the petty cash Working mode 2 In this working mode the Cash Fund is where the manager manager keeps the money given to the operators at the beginning of their shifts, and Safe Fund is used to buy material and other small expenses the shop needs. The Safe Fund includes an automatic management of the petty cash. No one of these funds are involved in the computation of the amount available for the Bank Deposit. Safe Cash Fund used to buy material and other small expenses the shop needs Safe Fund includes an automatic management of the petty cash TCPOS The Treasury Management Multy-Shop plugin Page 10/96

11 Working mode 3 In this working mode the Cash Fund is where the manager manager keeps the money given to the operators at the beginning of their shifts, and Safe Fund is used to buy material and other small expenses the shop needs. The Safe Fund includes an automatic management of the petty cash. Safe Cash Fund used by the manager to keep the money given to the operators at the beginning of their shifts Safe Fund used to perform the bank deposits Initial and Final Drawer counts Cash removals and Deposits Bank Deposits and Withdrawals TCPOS The Treasury Management Multy-Shop plugin Page 11/96

12 Features of the plugin Here you can find a detailed description of the standard functionalities and features implemented by the plugin. These features are performed by: The Operator The Shop manager The Headquarter Initial drawer count (optionally) Final drawer count (optionally) Shift and till closing (optionally) Shift open with initial drawer count (mandatory if not performed by the till operator) Close shop (mandatory if the shift/till closing was not performed by the till operator) Final drawer count (mandatory if not performed by the till operator) Shop count / Daily safe turnover Safe management Bank deposits management Shop calendars Bank confirmations Safe controller 1. Treasury management in the shop 1.1 Initial and Final Drawer counts This feature enables the operators (by FrontEnd) or the shop manager (by Admin) to perform the drawer counts. The plugin separates the initial drawer counts from the final drawer counts. 1.2 Daily safe turnover (formerly named Shop count) Used by the shop manager after the booking-day has been closed (all primary and secondary shifts have been closed for a specific bookkeeping date). This feature provides the shop manager - for all the shops linked to the safe declared in the specific parameters with an overview of the amounts declared by the operators in their drawer counts for each payment type; the manager has the possibility to correct these amounts and must validate this declaration. After confirmation, the manager will see totals originated by the sales and the difference with the amounts declared by the operators. When working in Mode 1 this is mandatory, otherwise the bank deposits cannot be executed. The confirmation generates a report. TCPOS The Treasury Management Multy-Shop plugin Page 12/96

13 1.3 Safe Management Used by the shop manager for handing the money contained in the safe of each shop. The program manages two separate funds: Cash Fund (where the manager keeps the money given to the operators at the beginning of their shifts) and Safe Fund (in Mode 1,2 is used to buy material and other small expenses the shop needs, in Mode 3 used to perform the bank deposits and withdrawals). The Safe Fund includes an automatic management of the petty cash. 1.4 Bank Deposits Used by the shop manager to prepare the clearings for the banks. The plugin can be configured so that it executes the bank deposit in two ways: Daily, by using the data retrieved from the Daily safe turnover (Shops count). In this case, the program produces a separate clearing for each payment type. It is possible to associate a bank account to each payment type for each safe. The shop manager has the possibility to deposit in the bank all the amounts originated by the sales, or move a part of the cash amount from/to the safe of the shop. Periodically, by using data retrieved from a (userselected) list of drawer counts. In this case, the operators insert the money related to their drawer counts into a sealed envelope and the shop manager has the responsibility to select periodically a number of envelopes, which will be deposited into a single bank account (configured in the shop data). TCPOS The Treasury Management Multy-Shop plugin Page 13/96

14 Periodically. by using the data retrieved from the safe In this case, the shop manager goes to the till to perform Cash removals or Cash deposit that updates immediately the Safe Fund. In this mask, the Available amount in safe value originates from the in-real-time Safe Fund balance. 1.5 Daily safe count Used by the shop manager to perform a safe inventory. Working mode 1 Mandatory after the bank deposit and before the safe daily safe turnover of the day after. Working mode 2 or 3 When set as mandatory, it must be performed after the daily safe turnover; it may not be executed if the daily safe count has not been performed first. TCPOS The Treasury Management Multy-Shop plugin Page 14/96

15 2. Treasury management at the Headquarter 2.1 Safe Calendars (Shop calendar) This function displays the opening and closing dates for each shop associated to the safe. 2.2 Bank Confirmations Used by the headquarters to manage the confirmation messages of the banks to the deposits made using the Bank Deposits feature. This module enables the operator to search for a deposit (by safe, date or deposit number) and to confirm the amount of the deposit, or to force a different amount (this action is logged, of course). 2.3 Validate shop data (Cash controller) Important: this feature is available only when the Bank Deposits are performed daily (Working Mode 1) Used by the headquarters to have an overview of all the amounts (sales, daily shops count, bank deposits, bank confirmation) involved for each shop linked to the selected safe and for each bookkeeping date. The operator in the headquarters has the responsibility to confirm the amounts of each booking date. This is the final step in the cash flow management for each shop/safe when working in Mode 1. TCPOS The Treasury Management Multy-Shop plugin Page 15/96

16 Workability with the plugin The different Working Modes As already mentioned in previous chapters, the frequency with which deposits are made in the bank, determines the mode of use of the plugin (Working Mode). The plugin can be used in different Working Modes depending on the settings of the Bank deposit mode system parameter aside. The selected method affects the management of the two safe funds: Safe fund and Cash fund. Please read the related chapters and select the most suitable mode for the customer. Setting of the Bank deposit mode system parameter Working Mode 1 Daily deposit with shop count amounts Working Mode 2 Periodic deposits with drawer count amounts Working Mode 3 Periodic deposits with safe currencies amounts Daily deposit mandatory Daily Safe Turnover amounts as source No frequency constraints Drawer count amounts as source No frequency or amounts constraints Safe Fund content as source TCPOS The Treasury Management Multy-Shop plugin Page 16/96

17 Working Mode 1 - Daily deposits with Daily safe turnover (Shop count) amounts Characteristics The values resulting from the Daily safe turnover (Shops count) are the source to determine the amount available for the bank deposit. The amount transferrable to the bank is the Drawer content from which the Initial drawer count amount is deducted. This way, after closing the booking date, in the Drawer content only the amount of the initial drawer count of the next working day is available. In this Working mode no Cash Fund or Safe Fund are considered for the computation of the amount available for the Bank deposit. Mandatory workflow (these functionalities are mandatory): In simple realities without Headquarters, these operations can be performed by the shop manager, always following the operational sequence below. Operators - daily 1) Initial drawer count 2) Final drawer count Shop Manager - daily 1) Shop and shift closing 2) Daily safe turnover (Shop count) 3) Bank deposit 4) Daily safe count Headquarter Manager - periodically 1) Bank confirmation 2) Validate shop data (Cash controller) At till At the end of his shift, the operator executes the final drawer count and stores the money in the related drawer count envelope (the insertion of the envelope number is mandatory) and consign these envelopes to the shop manager. The drawer count can be executed also using the Admin. In the shop - At the end of the day, the shop manager first checks all the cash originated by operators, then validates the closed day, otherwise he cannot execute the bank deposit. The shop manager must perform the Bank Deposit once a day. The money to be deposited corresponds to the values displayed in the Daily safe turnover (Shops count) calculated on the operator drawer counts and the related sales - and the values are divided by payment type. The amount transferrable to the bank is the sum of the Final drawer counts from which the Initial drawer count amount is deducted. In this case, the program produces a separate clearing for each payment type. It is possible to associate a bank account to each payment type for each safe. The shop manager has the possibility to deposit in the bank all the amounts originated by the sales or move a part of the cash amount from/to the safe of the shop. In the head quarter - The supervisor first confirms the bank deposits and eventually he confirms the amounts of each booking date by the Validate shop data. TCPOS The Treasury Management Multy-Shop plugin Page 17/96

18 Mandatory Settings overview The Daily safe turnover (Shop count) editable is deactivated because the amount to be transferred comes from the drawer counts and cannot be modified by the shop manager. Admin > System parameters > tab Treasury management > Admin > Outlets > tab Main parameters > Admin > Outlets > tab Drawer count parameters > Admin > Outlets > tab Safe management > Treasury > Safes > Mandatory encoding of these parameters: Bank deposit mode = Daily deposits with shop count amounts Request drawer count envelope number = ON Init cash fund = ON Daily safe turnover (Shop count editable) = ON Primary closing type = 24 Hours Secondary closing type = By till Check initial drawer count = ON Safe = SAFE LINKED TO THE SHOP Daily safe turnover (Safe count) mandatory = ON Default value of safe fund = VALUE Perform automatic safe movements from drawer count =OFF Bordereau number mandatory =ON Display differences in shop count = ON Insignificant status of these parameter: Use separate envelopes for notes and coins = ON Drawer count details = ON Initial rawer count mandatory = ON Final drawer count mandatory = OFF Mandatory envelope number for safe movements on cash withdrawal = ON Mandatory envelope number for safe movements on cash deposits = ON Notes and coins for safe count = ON Percentage of safe fund for warning message = VALUE Workability Example of a working day result In this Working mode no Cash Fund or Safe Fund are considered for the calculation of the amount available for the Bank deposit. 2.1 Initial Safe fund = no safe funds movement Operations Drawer SAFE CashFund SAFE SafeFund Subtotal 0= 0= 0= 3.1 Initial drawer count = no safe funds movement Sell operation Drawer spot check 2300= 0= 500= 3.4 Normal withdrawer = no safe funds movement Normal deposit = no safe funds movement 200+ Subtotal 1500= 0= 500= 3.7 Safe management - deposit = safe fund movement generated Safe management - withdrawal = safe fund movement generated Final drawer count = no safe funds movement 1500= Subtotal 1500= 0= 1300= 3.10 Daily safe turnover = no safe funds movement Bank deposit (available Cash fund amount=1500, initial cash fund=500 available amount to transfer=1000) 800 transferred amount/200 in the SafeFund Daily safe count = movement Daily safe count 0= 1500= SUBTOTAL 500= 0= 1500= 800= 4.1 Bank deposit confirmation = no safe funds movement 4.2 Validate shop data (cash controller) = no safe funds movement BANK TCPOS The Treasury Management Multy-Shop plugin Page 18/96

19 Working Mode 2 - Periodic deposit with drawer count amounts Characteristics Each operator executes the final drawer count and puts the related money inside an envelope. The amount transferrable to the bank is the selected drawer count envelope content. This way, after closing the booking date, in the Drawer content only the amount of the initial drawer count of the next working day is available. In this Working mode no Cash Fund or Safe Fund are considered for the computation of the amount available for the Bank deposit. Mandatory workflow (these functionalities are mandatory): In simple realities without Headquarters, these operations can be performed by the shop manager, always following the operational sequence below. Operators - daily 1) Initial drawer count 2) Final drawer count Shop Manager - daily 1) Daily safe turnover (Shop count) 2) Daily safe count Shop Manager - periodically 3) Bank deposit Headquarter Manager - periodically 1) Bank confirmation At till At the end of his shift, the operator executes the final drawer count and inserts the money related to his drawer count into a sealed envelope, then he consign the envelope to the shop manager. In the shop - the shop manager has the responsibility to select periodically from a list of drawer counts - a number of envelopes to be deposited in a single bank account (configured in the safe data). The shop manager is not required to perform Bank Deposits once a day. Instead, the money of each single drawer count is inserted in an envelope and put in the safe. Periodically, the shop manager must select the list of envelopes to be deposited in the bank. If you use this method, the Request drawer count envelope number flag must be active. In the head quarter - The supervisor confirms the bank deposits Mandatory Settings overview The Daily safe turnover (Shop count editable) is deactivated because the amount to be transferred comes from the drawer counts and cannot be modified by the shop manager. Settings overview Admin > System parameters > tab Treasury management > Mandatory encoding of these parameters: Bank deposit mode = Periodic deposits with drawer count amounts Request drawer count envelope number = ON Init cash fund = ON Daily safe turnover (Shop count editable) = OFF Insignificant status of these parameter: Use separate envelopes for notes and coins = ON TCPOS The Treasury Management Multy-Shop plugin Page 19/96

20 Admin > Outlets > tab Main parameters > Admin > Outlets > tab Drawer counts and services > Admin > Outlets > tab Safe management > Treasury > Safes > Primary closing type = 24 Hours Secondary closing type = By till Check initial drawer count = ON Safe = SAFE LINKED TO THE SHOP Mandatory envelope number for safe movements on cash withdrawal = ON Mandatory envelope number for safe movements on cash deposits = ON Daily safe turnover (Safe count) mandatory = ON Default value of safe fund = VALUE Perform automatic safe movements from drawer count =OFF Drawer count details = ON Initial drawer count mandatory = ON Final drawer count mandatory = OFF Notes and coins for safe count = ON Percentage of safe fund for warning message = VALUE Display differences in shop count = ON Workability Example of a working day result In this Working mode no Cash Fund or Safe Fund are considered for the calculation of the amount available for the Bank deposit. Operations Drawer SAFE CashFund SAFE SafeFund 2.1 Initial Safe fund = no safe funds movement Subtotal 0= 0= 0= 3.1 Initial drawer count = no safe funds movement Sell operation Drawer spot check 2300= 0= 500= 3.4 Normal withdrawer = no safe funds movement Normal deposit = no safe funds movement 200+ Subtotal 1500= 0= 500= 3.7 Safe management - deposit = safe fund movement generated Safe management - withdrawal = safe fund movement generated Final drawer count = no safe funds movement, the drawer count envelope movement is generated (1000) Subtotal 1500= 0= 1300= 3.10 Daily safe turnover = no safe funds movement Bank deposit chosen envelope (1000) Daily safe count = movement Daily safe count 0= 1300= SUBTOTAL 500= 0= 1300= 1000= 4.1 Bank deposit confirmation = no safe funds movement 1500= BANK TCPOS The Treasury Management Multy-Shop plugin Page 20/96

21 Working Mode 3A - Periodic deposits with safe currencies amount (manual mode) Characteristics Working in this mode, the involved Safe fund (and optionally also the Cash fund) are constantly updated by the program through the automatic generation of related movements. Mandatory workflow (these functionalities are mandatory): In this working mode, the features cash removal/cash deposit and Daily safe turnover are optional, in the scheme below they are listed with the correct operational sequence, in case you decide to include them in your workflow. Besides, in simple realities without Headquarters, these operations can be performed by the shop manager, always following the operational sequence below. Operators - daily 1) Initial drawer count 2) Final drawer count Shop Manager - daily 1) optional - Cash removal/cash deposit 2) optional - Daily safe turnover (Shop count) Shop Manager - periodically 3) Bank deposit Headquarter Manager - periodically 1) Bank confirmation 2) Validate shop data (Cash controller) At till - In this working mode the manager goes to the cashier to withdraw the money from the drawer in order to store it into the Safe fund or vice versa. During the shift, these Cash removal or Cash deposit operations are carried out managing the Safe fund automatically, whose balance can then be periodically deposited in bank. At the end of his shift, the operator executes the final drawer count only for personal control (not relevant for the bank deposit). In the shop during the Bank deposit, the responsible can decide to transfer all or part of the Safe fund balance to the bank for each currency. In the head quarter - the supervisor confirms the bank deposits Settings overview Admin > System parameters > tab Treasury management > Admin > Outlets > tab Main parameters > Admin > Outlets > tab Drawer count parameters > Admin > Outlets > tab Safe management > Admin > Bookkeeping > Withdrawal/Deposits > Treasury > Safes > Mandatory encoding of these parameters: Bank deposit mode = Periodic deposits with safe currencies amounts Primary closing type = 24 Hours Secondary closing type = By till/operator Safe = SAFE LINKED TO THE SHOP Use safe as counterpart = ON Default value of safe fund = VALUE Transfer to safe fund = OFF Perform automatic safe movements from drawer count =ON Daily safe turnover (Safe count) mandatory = ON Insignificant status of these parameter: Request drawer count envelope number = ON Use separate envelopes for notes and coins = ON Daily safe turnover (Shop count editable) = ON Init cash fund = ON Check initial drawer count = ON Drawer count details = ON Initial drawer count mandatory = ON Final drawer count mandatory = OFF Mandatory envelope number for safe movements on cash withdrawal = ON Mandatory envelope number for safe movements on cash deposits = ON Notes and coins for safe count = ON Percentage of safe fund for warning message = VALUE Display differences in shop count = ON Include till fund = OFF TCPOS The Treasury Management Multy-Shop plugin Page 21/96

22 Workability Example of a working day result During the shifts, the money is contained in the drawers, so the cash fund total is, in theory, 0 (for this reason the first time you use Treasury plugin you should use the balancing movements point 3.1. After the closing of the shifts, the drawers are empty and the total is completely transferred in Cash fund. In this Working Mode, the Bank deposit procedure is responsible for the movement of the Safe fund to the bank. Operations Drawer SAFE CashFund SAFE SafeFund 2.1 Initial Safe fund = movement Daily safe count (done only the first time) 500+ Subtotal 0= 0= 0= 3.1 Initial drawer count = movement InitialC SAFECashOut <- TillDrawerIN (+ 500 this movement is generated only the first time) 3.2 Sell operation Drawer spot check 2300= 0= 500= 3.4 Cash removal = movement Manual SafeSFundIN Envelope: ENV Cash deposit = movement Manual SafeSFundOUT Envelope: ENV Subtotal 1500= 0= = 3.9 Final drawer count = movement FinalC SAFECashIN <- TillDrawerOUT Subtotal 0= 1500= 1300= Bank deposit movement Bank deposit/withdrawal no comment SUBTOTAL 0= 1500= 300= 1000= 4.1 Bank deposit confirmation = no safe funds movement BANK TCPOS The Treasury Management Multy-Shop plugin Page 22/96

23 Working Mode 3B Periodic deposits with safe currencies amounts (Daily safe turnover mode) Characteristics Working in this mode, the Cash fund is never valorized (since the related flag is deactivated, no movements that manage this balance are generated); contrarily the Safe fund is constantly updated by the program through the automatic generation of related movements. Mandatory workflow (these functionalities are mandatory): In this working mode, the features cash removal/cash deposit and Daily safe turnover are optional, in the scheme below they are listed with the correct operational sequence, in case you decide to include them in your workflow. Besides, in simple realities without Headquarters, these operations can be performed by the shop manager, always following the operational sequence below. Operators - daily 1) Initial drawer count 2) Final drawer count Shop Manager - daily 1) Cash removal/cash deposit (optional) 2) Daily safe turnover (Shop count) 3) Bank deposit Headquarter Manager - periodically 1) Bank confirmation 2) Validate shop data (Cash controller) At tills - the operator executes the final drawer count and if defined in the related parameter - stores the money in the related drawer count envelope (the insertion of the envelope number is optional). In the shop - in the evening, the manager withdraws the drawer amount and leaves only the initial found amount for the next day, then the drawer is deposited in the safe. The withdrawn amount is stored in the fund: whenever the Daily safe turnover (Shop count) is executed, it generates the movement that moves the money from the drawer to the Safe fund, whose balance can be deposited in the bank. At the end of the working day, he can transfer all or a part of the Safe fund balance to the bank through the Bank deposit. The program also considers if - during the shift Cash removal or Cash deposit operations (executed with the function keys 60 or 61 encoded with the specific flag active) are carried out managing the Safe fund. In the head quarter - the supervisor confirms the bank deposits. Settings overview Admin > System parameters > tab Treasury management > Admin > Outlets > tab Main parameters > Admin > Outlets > tab Drawer count parameters > Admin > Outlets > tab Safe management > Admin > Bookkeeping > Withdrawal/Deposits > Treasury > Safes > Mandatory encoding of these parameters: Bank deposit mode = Periodic deposits with safe currencies amounts Primary closing type = 24 Hours Secondary closing type = By till/operator Safe = SAFE LINKED TO THE SHOP Use safe as counterpart = ON Default value of safe fund = VALUE Transfer to safe fund = ON Daily safe turnover (Safe count) mandatory = ON Insignificant status of these parameter: Request drawer count envelope number = ON Use separate envelopes for notes and coins = ON Daily safe turnover (Shop count editable) = ON Init cash fund = ON Check initial drawer count = ON Drawer count details = ON Initial drawer count mandatory = ON Final drawer count mandatory = OFF Mandatory envelope number for safe movements on cash withdrawal = ON Mandatory envelope number for safe movements on cash deposits = ON Perform automatic safe movements from drawer count =deactivated Notes and coins for safe count = ON TCPOS The Treasury Management Multy-Shop plugin Page 23/96

24 Percentage of safe fund for warning message = VALUE Display differences in shop count = ON Include till fund = OFF Workability Example of a working day result In this Working Mode, the Cash fund is not automatically handled with drawer counts (flag disabled) and it is not considered for bank deposits. The program does not consider the drawer count, which is available for the day after (parametrizable flag). The available amount for bank transfer is automatically moved in the Safe fund when the program executes the Daily Safe turnover. Operations Drawer SAFE CashFund SAFE SafeFund 2.1 Initial Safe fund = movement Daily safe count (done only the first time) 500+ Subtotal 0= 0= 3.1 Initial drawer count = no safe movements Sell operation Drawer spot check 2300= 500= 3.4 Normal withdrawer = no safe funds movement Normal deposit = no safe funds movement 200+ Subtotal 1500= 500= 3.7 Safe management - deposit = safe fund movement generated Safe management - withdrawal = safe fund movement generated Final drawer count = movement Drawer count Subtotal 1500= 1300= 3.10 Daily safe turnover = movement Daily safe turnover comment Movement for shop count Shop 105) Bank deposit movement Bank deposit/withdrawal no comment SUBTOTAL (rimane fondo cassetto) 500= 300= 1000= 4.1 Bank deposit confirmation = no safe funds movement BANK TCPOS The Treasury Management Multy-Shop plugin Page 24/96

25 Part 2: THE BASE DATA Database encoding in Admin TCPOS The Treasury Management Multy-Shop plugin Page 25/96

26 3. Configuration of static data This section describes the entities that the user must configure in order to use all the features included in this plugin. 3.1 Checklist In order to manage the cash flow, it is necessary to: 1. Check and, in case, activate, the menu options permissions of the module Permissions added from the plugin 2. Set some necessary treasury system parameters, choosing the Working Mode ADMIN > System > System parameters > tab Treasury management 3. Add the safe count items ADMIN > System > System parameters > tab Treasury management 4. Define and encode the Banks ADMIN > Treasury > Banks 5. Define and encode the Banks Accounts ADMIN > Treasury > Bank accounts 6. Define and encode the Safes. ADMIN > Treasury > Safes 7. Define and encode the Causals for safe movements ADMIN > Treasury > Causals for safe movements 8. Assign Safe movement types ADMIN > System > System parameters > tab Treasury management 9. Define and encode the Withdrawals and deposits ADMIN > Bookkeeping > Withdrawals/Deposits 10. Define and encode the Outlets setting the related primary and secondary closing type ADMIN > Outlets > Outlets > tab Main definitions 11 Assign the safe to each shop ADMIN > Outlets > Outlets > tab Treasury 12. Initialize the safe ADMIN > Treasury > Safes > Initialize safe button TCPOS The Treasury Management Multy-Shop plugin Page 26/96

27 3.2 The menu and the related permissions The ribbon added by the plugin and related options With the plugin installed, after login as operator, on the main menu of the Admin the new item "Treasury" appears, and under the "Reports" and "Tasks" menu new options have been added. These options are controlled by a new operator permissions group, which may be retrieved with the option ADMIN > Environment > Permission profiles Moreover the plugin adds also some specific tabs to the Outlets and Systems ribbons. Important The available menu options change depending on the related Working Mode. These functionalities are performed by: The Operator The Shop manager The Headquarter Initial drawer count (optionally) Final drawer count (optionally) Shift and till closing (optionally) Shift open with initial drawer count (mandatory if not performed by the till operator) Close shop (mandatory if the shift/till closing was not performed by the till operator) Final drawer count (mandatory if not performed by the till operator) Shop count Safe management Bank management Shop calendars Bank confirmations Safe controller The available options related to the Working Mode The options highlighted are the ones different from the other Working Modes Working Mode 1: Daily deposits with daily safe turnover (shop count) amounts Treasury ribbon Treasury Cash controller Treasury - Management Treasury Management Bank confirmation Bank deposits Banks Validate shop data Safe management Banks accounts Bank deposits summary Daily safe turnover Safes Shop turnover (weekly or monthly) Causals for safe movements Anomalies report Safe calendar Safe differences Drawers spot check Standard ribbons Outlets System Reports Tasks Outlets > tab Drawer count and services Outlets > tab Safe management System Parameters > tab Treasury management Safe counts Bank deposit Notes and coins Due date safe inventory Initial drawer counts (std) Final drawer counts (std) Close shop (std) TCPOS The Treasury Management Multy-Shop plugin Page 27/96

28 Working Mode 2: Periodic deposits with drawer count amounts Treasury ribbon Treasury Cash controller Treasury - Management Treasury Management Bank confirmation Safe management Banks Shop turnover (weekly or monthly) Daily safe count Banks accounts Anomalies report Daily safe turnover Safes Bank deposit dates Bank deposit Causals for safe movements Drawer spot check Safe calendar Standard ribbons Outlets System Reports Tasks Outlets > tab Drawer count and services Outlets > tab Safe management System Parameters > tab Treasury management Safe counts Bank periodic deposit Notes and coins Due date safe inventory Initial drawer counts (std) Final drawer counts (std) Close shop (std) Working Mode Working Mode 3: Periodic deposits with safe currencies amounts Treasury ribbon Treasury Cash controller Treasury - Management Treasury Management Bank confirmation Safe management Banks Bank deposit summary Daily safe turnover Banks accounts Shop turnover (weekly or monthly) Bank deposit Safes Anomalies report Causals for safe movements Drawer spot check Safe calendar Standard ribbons Outlets System Reports Tasks Outlets > tab Drawer count and services Outlets > tab Safe management System Parameters > tab Treasury management Safe counts Bank deposit by safe Notes and coins Due date safe inventory Initial drawer counts (std) Final drawer counts (std) Close shop (std) TCPOS The Treasury Management Multy-Shop plugin Page 28/96

29 Permissions added from the plugin These are the permissions added from the plugin: Menu option permission Action 1 Initial drawer counts Access to menu option Tasks > Initial drawer counts 1 Bank confirmations Access to menu option Treasury > Bank confirmations 1 Cash controller Access to menu option Treasury > Validate shop data 1 Bank deposit Access to menu option Treasury > Bank deposit 1 Safe management Access to menu option Treasury > Safe management 2 Daily safe count Access to menu option Treasury > Daily safe count 1 Daily safe turnover Access to menu option Treasury > Daily safe turnover 2 Bank periodic deposit Access to menu option Treasury > Bank deposit 3 Bank deposit Access to menu option Treasury > Bank deposit 2 Bank periodic confirmations Access to menu option Treasury > Bank confirmations (2) 3 Bank confirmations Access to menu option Treasury > Bank confirmations 1 Banks Access to menu option Treasury > Banks 1 Bank accounts Access to menu option Treasury > Banks accounts 1 Safe definition Access to menu option Treasury > Safes 1 Causal for safe movements Access to menu option Treasury > Causals for safe movements 1 Safe calendar Access to menu option Treasury > Safe calendar 1 Final drawer counts Access to menu option Tasks > Final drawer counts 1 Safe counts Access to menu option Reports > Safe counts 3 Safe counts Access to menu option Reports > Safe counts 1 Bank deposits report Access to menu option Reports > Bank deposits 3 Bank deposits by safe report Access to menu option Reports > Bank deposits by safe 1 Bank deposits summary Access to menu option Treasury > Bank deposits summary 3 Bank deposits by safe summary Access to menu option Treasury > Bank deposits summary 1 Shop turnover Access to menu option Treasury > Shop turnover 1 Safe anomalies Access to menu option Treasury >Anomalies report 1 Safe differences Access to menu option Treasury > Safe differences 2 Report Access to menu option Treasury >Bank deposit dates 2 Bank periodic deposits report Access to menu option Treasury >Bank periodic deposits Notes and coins Access to menu option Reports > Notes and coins 1 Drawer spot check Access to menu option Treasury > Drawer spot check 1 Due date safe inventory Access to menu option Reports > Due date safe inventory 3 Due date safe inventory Access to menu option Reports > Due date safe inventory TCPOS The Treasury Management Multy-Shop plugin Page 29/96

30 3.3 System parameters configuration When the Treasury Management MS plugin is active, the program displays a new tab in the System Parameters page. This tab contains the configuration parameters for the plugin. Important note The bank deposit mode should be determined just after installing the plugin for the first time and should never be modified. This is because the three bank deposit modes made available with the plugin are mutually exclusive and populate different tables in the database. Thus, by switching between the different modes, inconsistencies in the data may be originated. ADMIN > System > System parameters > tab Treasury management Image: Example for the Mode 1 Working Mode 1 Working Mode 2 Working Mode 3 Fields definition Field Request drawer count envelope number It Is mandatory to activate it in Working Mode 2. Description When this flag is active, the system will ask for an envelope number when executing the Final Drawer Counts. This number is mandatory and represents the identifier of the envelope where the operator inserted the money associated to the drawer count. The envelope number can be read using a barcode reader on both Admin and FrontEnd. TCPOS The Treasury Management Multy-Shop plugin Page 30/96

31 Use separate envelopes for notes and coins If active, during the Final drawer count, the program asks to insert a separate number for the envelope for coins in order to execute two separate bank deposits. Daily safe turnover (Shop count) editable When this flag is active, the shop manager will be able to change the values displayed in the details grid of the Daily safe turnover (Shops count). When not active, the amounts cannot be modified and the shop manager can only check and validate the data. Init cash fund In Working Mode 3 it is not used (its setting is irrelevant). If active, executes the initialization of the Safe fund If active, by pressing the specific button Initialize safe, the program executes the initialization ADMIN > Treasury > Safes > Initialize safe button and valorizes also the Cash fund with the value inserted in the field Default value of cash fund ADMIN > Treasury > Safes > Default value of cash fund Bank deposit mode This option button determines the way the bank deposits work and its value deeply affects the layout of the forms associated to Bank Deposits and Bank Confirmations. The possible values are: Mode1: Daily deposits with Daily safe turnover (shops count) amounts When selected, the shop manager must perform the Bank Deposit once a day. The money to be deposited corresponds to the values displayed in the Daily safe turnover (Shops count) and the values TCPOS The Treasury Management Multy-Shop plugin Page 31/96

32 are divided by payment type. Mode 2: Periodic deposits with drawer count amounts When selected, the shop manager is not required to perform Bank Deposits once a day. Instead, the money of each single drawer count is inserted in an envelope and put in the safe. Periodically, the shop manager must select the list of envelopes to be deposited in the bank. When using this mode, the Request drawer count envelope number flag must be active. Mode 3: Periodic deposits with safe currencies amounts When selected, the manager goes to the cashier to withdraw the money from the drawer and then he stores it into the safe or vice versa. These operations are carried out by Cash removal and Cash deposits operations managing the Safe fund, whose balance can then be periodically deposited in bank. Safe movement types Specify the Safe count causal used for the automatic creation of the following safe movement Example Causal used for the movements generated automatically (usage with the Mode 3A 3B) Withdrawal from cash this causal is used for the automatic creation of the Initial drawer count safe movement. The amount is withdrawn from the Cash fund (negative amount) and after stored in the cash drawer. ADMIN > Treasury > Causals for safe movements Image1: example of the causal for the Withdrawal from drawer Deposit from cash this causal is used for the automatic creation of the Final drawer count safe movement. The amount is withdrawn from the cash drawer and deposited in the Cash fund (positive amount) ADMIN > Treasury > Causals for safe movements Image2: example of the causal for the Deposit from drawer Causals used for movements generated using the specific function keys (usage with the Mode 3A) Withdrawal from drawer this causal is used for the automatic creation of the Cash deposit safe movement. Only if the related parameter is active, the causal is linked to the 60 Withdrawal function key and, when executed, the amount is withdrawn from the Safe fund (negative amount) and then stored in the till drawer. ADMIN > Treasury > Causals for safe movements Image3: example of the causal for the Withdrawal from cash Deposit from drawer this causal is used for the automatic creation of the Cash removal safe movement. ADMIN > Treasury > Causals for safe movements TCPOS The Treasury Management Multy-Shop plugin Page 32/96

33 Only if the related parameter is active, the causal is linked to the 60 Deposit function key and, when executed, the amount is withdrawn from the till drawer and stored in the Safe Fund (positive amount). Image4: example of the causal for the Deposit from cash Causals for automatic movement generated when performing the Daily safe turnover (Shop count) (usage with the Mode 3B) Deposit from shop count this causal is used for the automatic creation of the Daily safe turnover (Shop count) safe movement. The amount is withdrawn from the till drawer and deposited in the Safe fund (positive amount) ADMIN > Treasury > Causals for safe movements Image5: example of the causal for the Deposit from shop count Safe count items Insert all the amounts of the local and foreign currency from the maximum note to the smallest coin denominations that can be managed within the safe. Currency currency code, for example EUR, CHF, etc. Description Description of the denomination; it can be one of the standard denomination for the related currency (e.g. 20 EUR) or an additional denomination (e.g. pack of 50 x 0.20 EUR) Amount Countervalue for the current line in the specified currency. Image: amounts of the foreign currency TCPOS The Treasury Management Multy-Shop plugin Page 33/96

34 Image: Bank deposit that opens the following detail, clicking on the related field Image: Detail of the above bank deposit currency TCPOS The Treasury Management Multy-Shop plugin Page 34/96

35 3.4 Banks This page contains the list of banks where the operator performs the bank operations. They are mandatory if you want to configure the Bank accounts and to execute the Bank Deposits. ADMIN > Treasury > Banks 3.5 Bank Accounts This page contains the list of bank accounts where the operator sends the Bank deposits, one for each safe and each payment type. For each bank account, it is possible to specify the bank agency information and the account details, in order to execute money transfers. They are used to execute the Bank Deposits. ADMIN > Treasury > Bank accounts TCPOS The Treasury Management Multy-Shop plugin Page 35/96

36 3.6 Safes The plugin adds a safe configuration page used to initialize and configure the safes. The appearance changes depending on the bank deposit mode parameter settings: the upper part of the mask remains the same regardless of the setting of this parameter; on the other hand, the lower part of the mask changes according to its settings. ADMIN > Treasury > Safes Description of the common fields for all the three Working Modes Below, you will find the meaning of the fields displayed on the top of this page: Field Daily safe count (Safe count) mandatory Description If selected, it is required to execute the Daily Safe Count after making the bank deposit, for mode 1. For the other modes, it is required to execute the daily safe count before executing the Daily Safe Turnover for the next day. When active, all the fields of the related mask are available and manageable. Notes and coins details for safe count When selected, the user has the possibility to detail how the cash and safe amount are composed (e.g. using the Safe management functionality). When not selected, the user specifies only the total amount of the Cash fund and Safe funds (without details). TCPOS The Treasury Management Multy-Shop plugin Page 36/96

37 Image: when the Notes and coins details for safe count is checked, the sistem will show a detail grid for counting the money for the safe count. Image: when the Notes and coins details for safe count is not checked, only the total amount of the safe fund is requested. Default value of cash fund Default value of safe fund Percentage of Value used to initialize the Cash fund (through the Initialize safe button), only if also the Init cash fund flag is active. It is automatically disabled with the automatic safe movements creation ( Perform automatic safe movements from drawer counts field=active) when the correct value will be calculated every time. ADMIN > System > System parameters > tab Treasury management > field Init cash fund Value used for initializing the Cash fund (by means of the Initialize safe button), only if also the Init cash fund flag is active. It is automatically disabled using the automatic safe movements creation ( Perform automatic safe movements from drawer counts field=active) when the correct value will be calculated every time. A warning message is displayed when executing a withdrawal movement from the Safe Fund if the TCPOS The Treasury Management Multy-Shop plugin Page 37/96

38 safe fund from warning message Display differences in shops count (Daily safe turnover) remaining amount is below the specified percentage of the initial Safe value. If active, the two columns Difference and Sold are displayed after the validation of the Daily safe turnover (Shop count) Perform automatic safe movements from drawer counts If active after the drawer counts storage by pressing the Save button the related movement will be automatically created. These movements are visible in the Safe count report. ADMIN > Reports > Safe counts The program displays the following fields or grids depending on the selected Bank deposit mode. Description of the specific fields available in the Mode 1 Field Bordereau number mandatory Description If selected, the bordereau number for each payment type must always be specified when executing a bank deposit. TCPOS The Treasury Management Multy-Shop plugin Page 38/96

39 Bank accounts definition For each payment type, it is possible to specify a bank account used to execute the Bank deposit. It is possible to specify the same bank account for multiple payments type and for different safes. If this field is left blank, the bank deposit will be executed on a dummy account. Description of the specific fields available in the Mode 2 Field Bank account Description It contains the bank account on which periodic bank deposits are booked. TCPOS The Treasury Management Multy-Shop plugin Page 39/96

40 Description of the specific fields available in the Mode 3 Working Mode 3A Working Mode 3B Field Bordereau number mandatory Description If selected, the bordereau number for each payment type must always be specified when executing a Bank deposit. TCPOS The Treasury Management Multy-Shop plugin Page 40/96

41 Bordereau automatic numbering If active, it creates a sequential number used to fill in automatic the field Bordereau in the mask of the Bank deposit. Bank currencies definition For each available currency, it is possible to specify a bank account used to execute the Bank deposits. It is possible to specify the same bank account for multiple payments type and for different safes. If this field is left blank, the bank deposit will be executed on a dummy account. The inserted account is visible in the Bank deposit printed coupon. TCPOS The Treasury Management Multy-Shop plugin Page 41/96

42 Transfer to safe fund If this flag is active, the program automatically generates a positive movement in the safe, corresponding to the amount collected through the Daily Safe Turnover (used only in Working Mode 3B). Include till fund If this flag is active, and also the Transfer to Safe Found flag is active, when generating the positive movement in the safe given by the Daily Safe Turnover. The program considers the amount retrieved by sales, and also the Initial drawer count amount. ADMIN > Treasury > Safes > Initialize safe button This feature can be executed only once by an operator having the required grants. It is used to insert a Safe Count Inventory for the currently selected safe for day D-1 using the amount specified in the field Default value of safe fund described above. If is used for putting the initial amounts inside the safe. Please read the following workflow for more information. Workability The Initialize safe button 1. By pressing the Initialize safe button, Admin generates a safe movement: with the accounting date of the previous day with Cash fund amount always 0.0 with Safe fund amount like the amount entered in the field. Message QUESTION Do you want to initialize the safe? This operation can be executed only once. Yes, No Message INFORMATION Safe and cash funds were initialized. 2. This movement is visible in the Safe count report and can be identified by the causal Daily safe count. TCPOS The Treasury Management Multy-Shop plugin Page 42/96

43 3.7 Causals for safe movements This page contains the list of causals that can be used when executing a deposit or withdrawal on the Cash Fund or Safe Fund. They are used to execute functionalities that generate the safe movements. ADMIN > Treasury > Causals for safe movements Depending on the selected working mode, it could be necessary to set some default causals in the System Parameters. Please refer to the System parameter definition chapter for the meaning of the fields. ADMIN > Treasury > Causals for safe movements TCPOS The Treasury Management Multy-Shop plugin Page 43/96

44 3.8 Withdrawals and deposits The Treasury management plugin adds one flag to the standard mask. This flag is used for identifying the withdrawals and deposits that interact with the safe. A withdrawal from the cash drawer of the till, having the safe as counterpart generates a deposit to the safe. A deposit to the cash drawer of the till, having the safe as counterpart generates a withdrawal from the safe. ADMIN > Bookkeeping > Withdrawals/Deposits Fields description Field Use safe as counterpart Description If active, when the deposit/withdrawal is executed in till, a safe movement is automatically generated, identifiable by the causal defined in the field aside. Usually this flag is used on some withdrawals/deposits when working in Mode 3A ADMIN > Treasury > Causals for safe movements > Withdrawal from cash ADMIN > Treasury > Causals for safe movements> Deposit from cash TCPOS The Treasury Management Multy-Shop plugin Page 44/96

45 3.9 Outlets ADMIN > Outlets > Outlets > tab Main definitions For a correct working of the plugin, you need to set the closing parameters as follows. This plugin works only if the Primary closing type is set at 24 Hours. The Secondary closing type is not relevant. ADMIN > Outlets > Outlets > tab Drawer counts and services The parameters on this tab are used for defining the desired management of the drawer. In this document, only the fields added by the plugin are described. The other fields can be found in the standard User manual. There are two ways to proceed: if both the Initial drawer count mandatory and the Final drawer count mandatory flags are active, the till operator is forced to insert the drawer count when he starts and when he ends his shift. If these two flags are deactivated, the shop manager can insert both the initial and the final drawer counts using the Admin functionality. TCPOS The Treasury Management Multy-Shop plugin Page 45/96

46 Fields description The plugin adds the following fields to the standard mask: Field Drawer count details Description If active, it forces the Admin user to insert all the details of the drawer content, otherwise he is required to insert only the totals. ADMIN > Tasks > Initial drawer counts/final drawer counts Image: flag active Image: flag deactivated Cheques bank information Display voucher details Only in Working Mode 1,2 When active, in the Drawer Counts, Cheques section, it is possible to add a free text, e.g. the cheque number. This flag changes the insert mode of the voucher amount during the Final drawer count. If active, the program asks the operator to insert in detailed mode (the quantity for each denomination) the content of the voucher amount. TCPOS The Treasury Management Multy-Shop plugin Page 46/96

47 If deactivated, the program asks the operator to insert only the voucher total amount. Check initial drawer count If active, the program checks if the declared amount of the Initial drawer count the operator is inserting matches with the declared amount of the last inserted Final drawer count of the previous shift. When using this option, the system assumes that the money left in the drawer at the end of a shift is the same that the operator will find in the drawer at the beginning of the next shift; thus, any different has to be notified to the user. Please read the chapter Drawer counts for further information about how to use it. ADMIN > Outlets > Outlets > tab Safe management The plugin adds this configuration tab, which is used to link the safe to the currently selected shop. Mode 1, 2, 3 Fields description Field Safe Mandatory envelope number for safe movements on cash withdrawals/ cash deposits mandatory Description The combo box allows selecting the safe associated to the current shop. In Treasury Management Multi Shop, multiple shops can be connected to the same safe. When active, the FrontEnd will request the user to specify an envelope number when executing withdrawals or deposits that have the safe as counterpart. The system assumes that the amount taken/put in the cash drawer is associated to a sealed envelope having the specified number. TCPOS The Treasury Management Multy-Shop plugin Page 47/96

48 3.10 Tills No specific settings are involved in the tills base data (the link is defined between the safe and the shop). ADMIN > Outlets > Tills TCPOS The Treasury Management Multy-Shop plugin Page 48/96

49 Part 3: THE TREASURY MANAGEMENT Treasury management in the shop Treasury management at the Headquarter TCPOS The Treasury Management Multy-Shop plugin Page 49/96

50 4. Treasury management in the shop This section describes the features that are available first to the operator than the shop manager for handling the cash flow originating from the sales. Performed by the Operator/Shop manager Initial drawer count (optionally) Final drawer count (optionally) Shift and till closing (optionally) Performed by the Shop manager Shift open with initial drawer count (mandatory if not performed by the till operator) Close shop (mandatory if the shift/till closing was not performed by the till operator) Final drawer count (mandatory if not performed by the till operator) Daily safe turnover (Shop Count) Safe management Bank management Performed at the Headquarter Shop calendars Bank confirmations Cash controller To perform these functionalities, the shop manager must use an Admin instance associated to the shop (through the SHOP parameter in the TCPOS.Admin.ini file) and the P2P must be active and configured for executing the drawer counts directly on Admin. The involved menu options are these aside: ADMIN > Tasks > Initial Drawer Count ADMIN > Tasks > Final Drawer count ADMIN > Tasks > Open shift view ADMIN > Tasks > Close shop ADMIN > Treasury > Shops count ADMIN > Treasury > Safe management ADMIN > Treasury > Bank Deposit ADMIN > Treasury > Bank confirmation If the options items are not visible it can be either: The plugin is not active The SHOP parameter has not been specified (the Admin shop: ### label is not displayed in the status bar). The P2P MUST BE active TCPOS The Treasury Management Multy-Shop plugin Page 50/96

51 4.1 Drawer counts The drawer counts are the actions of counting the money found inside the drawer of each till. These actions can be configured as mandatory or optional and can be executed both on the till or using the Admin application; the place where the drawer count is executed (till or Admin) will be saved in the database. The drawer counts are usually executed at the beginning and at the end of each shift. The drawer counts can be executed also when the central database is not reachable (offline mode). Initial drawer counts The first operator that logs into a till for each shift will perform the Initial Drawer Count. It is possible to count the cash in local and foreign currencies; for the local currency, it is possible to configure the system so that you can retrieve many details (the quantity for each denomination) or the total amount. Special behavior when working in Mode 3 This working mode is used in environments where the money is left inside the drawer during the night, and the total amount counted during the Initial drawer count by the operator should correspond to the declared amount (of cash in local and foreign currencies) of the final drawer count for the previous shift (see description of flag Check initial drawer count ). If the system detects a difference, it gives the operator a configurable number of trials to correct the data before the contents of the drawer count are forcibly saved on the DB. The operator will not see the details of the detected difference. In case of any difference, the printout generated after the confirmation of the drawer count must display the differences. It may be the case that an operator forgets to execute the final count at the end of a shift, and the shop manager does not execute the final count using the Admin. In such a situation, when a new shift is opened, the system will have to detect this situation and to inform the operator that the final count of the previous shift is missing. The operator will then be forced to insert the data of the final count of the previous shift (for a correct balance of the cash fund of the safe) before opening the new shift. The money in the drawer is logically contained in a part of the safe named Cash Fund (see section 1.1.3). When the Initial Drawer Count is performed, an automatic withdrawal movement from the Cash Fund of the safe is generated; in case of differences, the program also generates a balancing movement to compensate the amounts. Initial drawer count performed in till The picture aside shows an Initial Drawer Count performed on till: FrontEnd Initial drawer count performed by Admin When initial drawer counts are mandatory, the list shows the drawer count ordered by date and time when they were performed for the open shifts. When initial drawer counts are not mandatory, the list shows the open shifts where the initial drawer count is still missing. ADMIN > Tasks > Initial drawer count TCPOS The Treasury Management Multy-Shop plugin Page 51/96

52 the drawer count can be performed by double clicking on a line or by pressing the Count selected button. Figure A Empty mask: no available open shifts Figure B List of initial drawer counts already performed Workability - operative workflow executing the Initial drawer count by Admin 1. Be sure the till is on, waiting on the login mask. 2. Press the Open new shift button, and choose the till. The fields enabled on this page depend on the Primary and Secondary shift configuration. 3. Insert the quantity of notes and coins for the value of the initial drawer cash fund TCPOS The Treasury Management Multy-Shop plugin Page 52/96

53 4. At the and press the Save button to store the initial drawer found. 5. On the till, when the operator logins for the first time in his working day, the printer connected to the till prints the initial drawer count: 6. The operator starts to sell. Final Drawer Counts Final drawer count performed in till Depending on the configuration, at the end of each shift the operator has to perform the Final Drawer Count. It is possible to count the cash in local and foreign currencies, the credit cards, vouchers and cheques. As for Initial Drawer Count, it is possible to configure the system so that you can enter many details (the quantity for each denomination) or the total amount of the local currency. TCPOS The Treasury Management Multy-Shop plugin Page 53/96

54 The amounts and quantities declared by the operator are compared to the sales made during the working day. If the system detects a difference, it gives the operator a configurable number of trials to correct the data before the contents of the drawer count are forcibly saved on the DB. The operator will not see the details of the detected difference and a semaphore-like page will give an idea of how big the differences are (see picture aside). The thresholds for each means of payment are configurable at shop level. The printout generated after the confirmation of the drawer count will display the differences detected for each means of payment. For Working Mode 3, the money contained in the drawer will logically flow into the Cash Fund of the safe (see section 1.1.3). When the Final Drawer Count is performed, an automatic deposit movement to the Cash Fund of the safe is generated; in case of differences, the program generates a balancing movement to compensate the amounts. When the final drawer count is performed on FrontEnd and envelopes are enabled, the envelope number will be requested after the Save button is pressed and after showing the eventually tolerances form. In addition, in this case, envelope numbers can be specified manually or they can be read using a barcode reader. In the latter case, the system will ask for confirmation of the envelope number, to be sure that the barcode was read correctly. In FrontEnd, envelope numbers can be included in the drawer count printout by processing the envelope_number XML tag. A sample XSLT template that manages the envelope number is available with the plugin distribution. FrontEnd Final drawer count performed by Admin The following picture shows a Final Drawer Count performed on the Admin application. This way, if the final drawer count was not inserted directly in till by the operator, the related line will be displayed in this mask: on selecting it and pressing the Count selected button, the program displays the mask where the drawer content can be inserted. ADMIN > Tasks > Final drawer count TCPOS The Treasury Management Multy-Shop plugin Page 54/96

55 If the Request drawer count envelope number system parameter is active, the related field appears below the data grid, where the number of envelope - the operator uses to insert the money from the drawer count - can be specified. When the field is mandatory it may be filled manually or with a barcode reader. Any alphanumeric value is accepted and no uniqueness constraints are present. Workability - Operative workflow executing the Final drawer count by Admin 1. In till, the operator must logoff. If the releated parameter is active, he must insert the final drawer count directly in till, before logging out. 2. Contrarily, the Admin operator must force the closing of the till using the apposite functionality 3. Now the Final drawer count is available to be filled. TCPOS The Treasury Management Multy-Shop plugin Page 55/96

56 4. This message warns about possible other tills of the shop that are not available of the P2P. This information is very important when the Secondary Shift is configured By Operator. This is because with such shift configuration, the operator can sell on different cash registers. When performing the final drawer counts, the amounts related to the sales are retrieved from all the the cash registers; if a cash register is not reachable, the total amount of the sales could be wrong. Message WARNING The shop has 3 tills but only 1 are currently active. Following tills are not online: Till: 32 Enhanced till 2 Treasury OK 5. Insert the quantity of notes and coins for the value of the final drawer content. Remember to insert also the envelope number. 6. When finished, press the Save button to store the initial drawer found. A message confirms the end of the procedure. TCPOS The Treasury Management Multy-Shop plugin Page 56/96

57 4.2 Spot check of the drawer contents Available for all working modes The spot check of the drawers consists of the possibility given to the shop managers to check the (calculated) content of the various tills drawers, directly using the Admin application. The spot check computes the expected quantity of money contained in the drawers, considering the amount specified for the Initial Drawer count, the sales made on the till (using a means of payment contained in the drawer e.g. not a payment with customer card), the deposits and the withdrawals operations performed during the day. This feature can be used to determine whether a Cash Removal or a Cash Deposit is needed (see next section). The spot check feature must also work when the central database is not reachable (offline mode), by contacting the cash registers via P2P. When the spot check is executed, a report is generated and displayed to the shop manager. The picture shows a sample of the report parameters. ADMIN > Treasury > Drawers spot check When the Start Report button is pressed, the following report is displayed on the screen: TCPOS The Treasury Management Multy-Shop plugin Page 57/96

58 4.3 Cash removals and deposits Foreword: In this plugin, there is a difference between a standard withdrawal/deposit operations and a cash removal (both made on the till). The cash removal is the combination of a withdrawal operation executed on the till and a deposit movement in the safe. Its use is mandatory working in Mode 3 ADMIN > Bookkeeping > Withdrawals /Deposit Cash removals The cash removal operation is not mandatory; depending on how much money is contained in the various drawers, it can be executed once or more than once in the same working day for each till. It is up to the operators or to the shop manager to decide when to execute a cash removal. The cash removals are based on the existing withdrawal and deposit operations that can already be made on the tills. Specific withdrawals must be marked as Cash Removals (see the picture aside). ADMIN > Bookkeeping > Withdrawals/Deposits The operator will be able to move from the drawer to the safe (and vice versa) any amount, in the local or in a foreign currency. As for the drawer counts, it will be possible to specify the details for each denomination for the local currency, while it will only be possible to specify the totals for the foreign currencies. If the operator tries to withdraw an amount that is greater than the computed availability of the drawer, a warning message will be displayed. The operator will have the possibility to confirm and execute the withdrawal anyway. Message QUESTION The withdrawal amount FRS: is greater than Drawer Cash amount! Do you wanto to proceed? A withdrawal can be configured in order to remove not only cash, but also vouchers, cheques and other means of payments from the cash drawer. The same will be possible also for cash removals. In this case, the withdrawal from the cash drawer will work like any regular withdrawal (thus removing all the specified means of payment for the specified amounts). The corresponding deposit to the safe fund will only involve the Safe Fund (in local and foreign currencies). E.g. For a cash removal configured in the following way: cash local currency (e.g. NOK) foreign currencies (e.g. EUR, DKK) our Vouchers (e.g. internal customer vouchers) other Vouchers (e.g. in cooperation with another company) TCPOS The Treasury Management Multy-Shop plugin Page 58/96

59 When the removal is configured, the system works as follows: Cash and foreign currency decrease the till amount and increase the Safe fund Customer vouchers and other vouchers decrease the till amount and do not affect the safe When a cash removal is executed, the till will ask an envelope number to be specified. This envelope will be an alphanumeric value, without any validation or uniqueness constraint. It will also be possible to read the envelope number using a barcode reader. The registration of the envelope number shall be customizable if this is mandatory or optional on shop level ADMIN > Outlets > Outlets > tab Safe management > field Mandatory envelope number for safe movements on cash withdrawals/ cash deposits mandatory ADMIN > Outlets > Outlets > tab Safe management > field Mandatory envelope number for safe movements on cash deposit In the initial set-up the registration of the envelope number (safebag-id) must be mandatory in order to start the cash removal. It must be filled before entering the single cash amounts. Cash deposits A cash deposit is the opposite of the cash removal; it consists of a withdrawal from the safe and a deposit to the drawer of the till. The cash deposit feature will be based on the existing deposit feature of the till and is designed so that it will work on the till and not in the Admin. When the new cash deposit operation is made on the till, a corresponding withdrawal movement will be executed on the safe (as an automatic operation). This movement is visible in the report aside. ADMIN > Reports > Safe counts Specific till deposits can be marked as Cash Deposits (in a similar way to the one previously explained for Cash Removals). Differentiation Thus, at till there are four Cash Management types: Deposit Withdrawal Cash deposit (safe as counterpart) Cash removal (safe as counterpart) The two functionalities cash removal and cash deposit shall be additionally available at the till and will not affect the normal withdrawal and deposit function, which do not have the safe as a counterpart. TCPOS The Treasury Management Multy-Shop plugin Page 59/96

60 4.4 Daily safe turnover (Shop count) This feature is mandatory working in Mode 1, 2 and is optional working in Mode 3 ADMIN > Treasury > Daily safe turnover The Daily safe turnover (previously named Shop Count) gives a day-by-day aggregate view of the amounts declared by the operators in their final drawer counts. The aggregated data are related to all the shops connected to the same safe. The Daily safe turnover pages also shows to the shop managers if some requested operations have not been performed (such as primary, secondary closings or final drawer counts). In some environments, the shop managers will not have any possibility to change the data presented by this page. They will have a read-only view in which it will be possible to drill down the data at shop level (depending on the setting of the field aside). ADMIN > System > System parameters > tab Treasury management > field Daily safe turnover (Shop count) editable Depending on which Working Mode is set, the Daily safe turnover is/is not mandatory. Working Mode 1, 2 The Safe Daily Turnover is mandatory, meaning that, if missing, it impedes the possibility to execute any bank deposit or any operation on the safe. Working Mode 3 The Safe Daily Turnover will not be mandatory, meaning that, if missing, it does not impair the possibility to execute any bank deposit or any operation on the safe. When the Daily safe turnover will be computed and printed for the first time for a specific day, the related information will be saved in the DB in order to speed up any subsequent request for the data of the same day. Since the operators execute the cash removal operation, their final drawer count will contain only the amounts that are left inside the drawers overnight. For this reason, this page will show the total amount that has been moved to the Cash Fund of the safe for each working day. It is possible to execute the Daily safe turnover only when all the shifts (primary and secondary) have been closed for a certain bookkeeping date. If some closings are missing, an error message appears on the right side of the bookkeeping date field. Last shop date: Bookkeeping date Daily safe count (Daily safe turnover) for bookkeeping date is missing TCPOS The Treasury Management Multy-Shop plugin Page 60/96

61 The shop manager can check the cumulated amounts coming from the drawer counts in the two grids found in the page. In the left grid, the Daily safe turnover (Shops count) displays the totals for the various payments type. The values displayed in this grid cannot be modified, since they are computed based on the values in the details grid. The right grid displays the details for the currently selected payment type. Before validation, the shop manager has the possibility to modify the Details grid; the totals will be automatically recomputed. This is possible only if the Shops count editable system parameter is enabled. Counted This column displays the cumulated amount originated from the final drawer counts of all the shops linked to the active safe. The values in the Sold and in the Difference columns are displayed only after the validation of the Daily safe turnover. ADMIN > Treasury > Daily safe turnover (Shop count) Image: before validating the Daily safe turnover ADMIN > Treasury > Daily safe turnover (Shop count) Once the shop manager verifies the figures displayed in the Daily safe turnover, it has the possibility to validate it. Once is validated, he can no longer modify it. The validation does the following: registers the user that validated the Daily safe turnover and the validation time generates a report containing the data of the Daily safe turnover (see below). the content of the Sold and Difference columns is displayed on the screen. The Sold column reports the total of all the sales carry out in the related period. The Difference column is valorized if there is a difference between the counted amount and the related sales amount. Image: after validate the Daily safe turnover ADMIN > Treasury > Daily safe turnover (Shop count) According the aside calculation, in the example above, the difference does not exist: Counted Init cash amount Withdrawals Deposits 200 = Total 1800 Fields description These are additional fields displayed in this page: Field Description Initial cash amount Total cash in local currency given to the operators at the beginning of their shifts. Mode 1, 2 and 3 Initial currency amount Payments with customer cards Total cash in foreign currencies given to the operators at the beginning of their shifts Total amount of payment made using customer cards (in credit or prepayment mode). TCPOS The Treasury Management Multy-Shop plugin Page 61/96

62 Prepayment card loads Total amount paid to load customer cards in prepayment mode Withdrawals Total of withdrawals and Cash removals executed on the tills Deposits Total of deposits and Cash deposits executed on the tills. Bank deposits Total amount deposited in the bank (available only after the bank deposit has been executed and when the bank deposits are executed daily in working mode 1). ADMIN > Treasury > Daily safe turnover > Print button When pressed, the following report is generated: If the Treasury Management is configured for working offline, this report will also be available in offline mode (Concentrator requested); when executed offline, the sections containing the total articles and the VAT rates could be missing. TCPOS The Treasury Management Multy-Shop plugin Page 62/96

63 4.5 Safe management The safe is the place where the money belonging to one or more shops is kept. This feature allows to manage in and out movements from the safe, as well as inventories of the contents of the safe. The feature also allows movements in any of the currencies defined in TCPOS. ADMIN > Treasury > Safe management The safe is logically divided in two parts but the use of the contained amount differs depending on the Working Mode set. Working Mode 1, 2 The Safe fund Used to buy material and for small expenses of the shop. The Safe fund also handles automatically the petty cash. The Cash fund Used to keep the money given to the operators at the beginning of their shifts. Working Mode 3 The Safe Fund It contains the money coming from the sales (deposited through Cash Removals) and meant to be deposited in the bank. The Cash Fund It contains the money used to fill the drawers of the cash registers. The handling of the two funds are visible in the report ADMIN > Reports > Safe counts TCPOS The Treasury Management Multy-Shop plugin Page 63/96

64 Fields description These are the fields displayed in this page: Field Action Target Description It enables the operator to define which action to execute. Possible actions are: Safe inventory - Enables the shop manager to specify the value of the Safe fund (the value of the Cash fund is not considered in an inventory). If the specified amount is different from the value that the system expects based on the existing movements, a warning is displayed on the screen. The shop manager is allowed to modify the provided value only once. It is possible to perform multiple inventories for the same booking date. Withdrawal movement - Enables the shop manager to register a withdrawal from the specified fund. Deposit movement - Enables the shop manager to register a deposit in the specified fund. It allows to specify if the movement is executed on the Safe fund or Cash fund. Comment Optional Date If inserted, it is printed in the Safe count report (see below). Bookkeeping date of the movement. In Working Mode 1,2 the system automatically proposes the movement date as the first booking date (for which a shift exists) after the last Daily Safe Count Movement causal Causal to be associated to a deposit or withdrawal movement. In the combo choose the appropriate one from the list of the available causals stored in the related table (see aside). The causals formerly used in the system parameters configuration are not displayed between the ones in the combo, therefore specific causals for manual movements should be created. ADMIN > Treasury > Causals for safe movements Print details Report s lower bound date If active, it prints all movement details in the report displayed after performing the Safe Inventory Movements starting date of the report displayed after performing the Safe Inventory Safe fund amounts Code Currency code Currency Currency description ADMIN > Treasury > Safes > flag Notes and coins details for safe count Amount - Amount of the movement or of the safe inventory. If the related flag is set (see aside), by double-click on this field, the program opens the mask for inserting the detailed currency coins. The related report When executing the Safe inventory, the following report is automatically displayed on the screen: It shows all the movements on the Safe fund and Cash fund, starting from the last Daily safe count (that can be performed from the Bank Deposits page) or starting from Report s lower bounded date. This report is also visible by selecting the related report menu option (see aside). ADMIN > Reports > Safe counts TCPOS The Treasury Management Multy-Shop plugin Page 64/96

65 Differences depending on which Mode is set Working in Mode 1 When executing Inventories, the system will automatically propose the amount currently contained in the Cash Fund. No manual operations on the fund will be possible. On the other hand, on the Safe Fund it will be possible to execute the following operations: Manual deposits (in any currency) Manual withdrawals (in any currency) Automatic deposits (originated by the Cash Removals on the tills) Automatic withdrawals (originated by Cash Deposits on the tills and by Bank Deposits) Inventories (all the currencies must be counted) Working in Mode 3 Working in this Mode, there is a completely automatic behavior (withdrawals from the fund when initials count are executed, deposits to the fund when final count is executed). As stated above, the management of the Cash Fund will be partially automatic, based on the movements originated by the Initial and Final Drawer Counts, but if necessary the operator can also execute the following operations: Manual deposits (in any currency) Manual withdrawals (in any currency) On the other hand, on the Safe Fund it will be possible to execute the following operations: Safe inventory (all the currencies must be counted) Manual deposits (in any currency) Manual withdrawals (in any currency) Automatic deposits (originated by the Cash Removals on the tills) Automatic withdrawals (originated by Cash Deposits on the tills and by Bank Deposits) TCPOS The Treasury Management Multy-Shop plugin Page 65/96

66 The Safe Fund Inventory When executing inventories of the Safe Fund, the shop manager will have the possibility to specify the details or the total amount for any of the currencies; this setting will be configurable from the definition page of the Safe. The system will store the ID, the textual description (Shop X Till Y) and the cashier number of the till that performed the following movements: This information provides the ability to identify the tills that originated the movements. ADMIN > Treasury > Safes > flag Notes and coins details for safe count Cash fund Withdrawals originated by Initial drawer counts Cash fund Deposits originated by Final drawer counts Safe fund Deposits originated by Cash Removals Safe fund Withdrawals originated by Cash Deposits When a safe inventory is executed, the shop manager will have to count the amounts for all of the currencies contained in the safe. For each safe, it will be possible to decide whether the inventory is mandatory or not. When the safe is configured for a mandatory inventory, the shop manager will have to perform at least one inventory after executing a bank deposit. If the inventory is not performed, the system will not enable the execution of a new bank deposit. ADMIN > Treasury > Safes> flag Daily safe count (Safe count) mandatory If the declared total amount of the Safe Fund does not correspond to the computed total amount, the system will display a warning message and will give a second chance to count the money. When the Treasury Management is configured for working offline, it will be possible to execute any of the operations described above even when the Safe is in offline mode (Concentrator requested). Example of the workflow followed using the safe management when working in Mode 3 These steps describe the workflow for inserting a safe inventory. Workability - operative workflow executing the Initial drawer count by Admin 1. Be sure the Safe inventory action is selected. 2. Double-click on the Amount field related to the currency to count. Insert the quantity and press the Confirm button. The related value is updated. TCPOS The Treasury Management Multy-Shop plugin Page 66/96

67 3. Insert a comment and press again the Confirm button. A warning message will be displayed. Press Yes. Message QUESTION Do you want to perform a safe inventory? Please note that the provided amount must only consider the safe fund and not the cash fund. Yes/No 4. The specific report is displayed. TCPOS The Treasury Management Multy-Shop plugin Page 67/96

68 4.6 Due date safe inventory Available for all working modes This report gives the possibility to see the actual amount of cash of the safe (Cash fund + Safe fund) for a specific due date and all final counts in all shops related to the safe that were made on that day. On the cash fund side, since multiple shifts and final drawer counts can be executed for each till on the same day, the report will display the data of the last final drawer count performed on each till in each shop related to the safe for a specific day. TCPOS The Treasury Management Multy-Shop plugin Page 68/96

69 4.7 Bank deposit and Daily safe counts Through this feature, the shop manager may generate the documents needed for the bank deposit. The look and feel of the bank deposits page depends on the bank deposit type configured in the system parameters (Working Mode). The following sections will describe the details of the bank deposit management pages. It will be possible to execute the bank deposits even when the Admin is in offline mode (Concentrator requested). Important The Daily safe count feature is available only if you are working in Mode1 or in Mode Bank deposits performed daily (Working Mode 1) The system automatically proposes the first date for which a bank deposit is required; basically it checks the Daily safe turnover for which a bank deposit has not been made and proposes the earliest date. Therefore, it is mandatory to work in this mode to do every day the Daily safe turnover. If they the bank deposits have been performed, a message is displayed. Message INFO All bank deposits and daily safe counts have been performed. Last bank deposit was executed for bookkeeping date dd.mm.yyyy This page is divided into two areas, that are mutually exclusive: the Bank deposit data area and the Daily safe count area. ADMIN > Treasury > Bank deposit TCPOS The Treasury Management Multy-Shop plugin Page 69/96

70 Daily bank deposit After the Daily safe turnover has been performed, the next activity to perform is the bank deposit, in which the shop manager prepares and reviews the amount to be sent to the bank. The Bank deposit page is shown in this picture: The grid contains one row for each payment type that must be deposited in the bank. The Available amount column contains the values retrieved from the Daily safe turnover and the Deposited to bank column is initialized with the same values. The shop manager has the possibility to change the amount only for the cash; in this case the difference is moved from or to the Safe fund. Depending on the configuration, the bordereau number can be optional or mandatory. ADMIN > Treasury > Safes > field Bordereau number mandatory When the Deposit to bank button is pressed, the bank deposit is confirmed, the Bank deposit report is produced Image: sample of the summary page of the Bank deposit report. and the Daily Safe Count area is enabled. Image: sample of one of the several deposit details TCPOS The Treasury Management Multy-Shop plugin Page 70/96

71 Daily safe count mandatory The Bank deposit data page also enables the operator to perform the Daily safe count. After the bank deposit has been confirmed, the area on the right side of the page becomes active, and the user may insert the Daily safe count. The operator must provide a value for both the cash and the safe fund. The Safe fund amount includes the amount specified in the Bank deposit data grid in the To safe count and From safe count columns. The operator can decide whether to print the Safe count report or not. If the report is printed, it will show all the safe movements starting from the last Daily safe count. ADMIN > Reports > Safe counts If the amount provided for the Safe fund does not correspond to what the system expects, a warning message is displayed and the operator is allowed to modify the amount (only once). This is the same warning message that you will see while performing the safe inventory (from the Safe management page). The message depends on the settings of this field ADMIN > Treasury > Safes > field Percentage of safe fund from warning message When the Execute daily safe count button is pressed, the daily safe count is confirmed and the related report is printed. TCPOS The Treasury Management Multy-Shop plugin Page 71/96

72 4.7.2 Bank deposits performed periodically (Working Mode 2) When bank deposits are performed periodically, the management is completely different from the workflow described in the previous section. The shop manager is no longer required to execute a bank deposit each day; instead, he can decide when to execute them (e.g. once a week or multiple times in the same day). The Daily safe count if mandatory - must be still executed once a day. Periodic bank deposits The Bank Deposits page enables the user to display the existing bank deposits and to create a new one. In the upper part of the page, the user can select the search criteria in order to display the existing bank deposits (the shop code cannot be modified and is set to the current shop based on the SHOP parameter in the INI file). ADMIN > Treasury > Bank deposit When pressing the Search button, the program fills the grid with the bank deposits already performed, that respect the filter criteria. The user can display a bank deposit by double-clicking on it or by selecting it and then pressing the Display selected deposit button. It is possible to add a new deposit by clicking on the Add new deposit button. This side form is displayed on the screen. When inserting a new bank deposit, the shop manager must select the drawer counts envelope to be sent to the bank. It is possible to link the drawer counts by pressing the Plus (+) button on the right side of the empty grid. TCPOS The Treasury Management Multy-Shop plugin Page 72/96

73 Consequently, the final drawer count selection form opens. This form lists the drawer counts already performed, for which an envelope number was specified and not yet associated to any bank deposit. The user can select a drawer count by setting the check box in the Link column. When selected, the entire row becomes green. When all the drawer counts to be included in the bank deposit have been selected, the operation must be confirmed by pressing on the Confirm button. Image: drawer count without bank deposit Image: drawer count with bank deposit The selected drawer counts are copied to the Periodic bank Deposit page and the total amount of the bank deposit is automatically computed. The shop manager can remove the selected linked drawer count by pressing on the Unlink (X) button on the right side of the Linked drawer counts grid. The only information that is still needed is a Deposit number (alphanumeric value without any particular constraint) and then the bank deposit can be confirmed by pressing on the Save button. Once a bank deposit is confirmed, it is no longer possible to modify it. After confirmation, a Bank deposit report is automatically produced. The same report can be printed later on, by pressing on the Print button in the Periodic bank deposit detail page. Image: this picture shows a Bank deposit linked to one drawer count TCPOS The Treasury Management Multy-Shop plugin Page 73/96

74 Daily safe count With periodic bank deposits, the Daily safe count does no longer depend on the bank deposit. It only depends on the Daily safe turnover (Shops count) and the system automatically tries to compute the first booking date for which a Daily safe count is needed. The logic for executing the daily safe count is exactly the same as described in the daily bank deposits dedicated section. TCPOS The Treasury Management Multy-Shop plugin Page 74/96

75 4.7.3 Periodic deposits with safe currencies amounts (Working Mode 3) When this Working Mode is set, the Bank deposits are performed starting from the contents of the safe. For this reason, when you select the related option on the ribbon, the program checks if the safe funds have been initialized. Message WARNING The safe and cash funds are not initialized. Please initialize them before using this function. The system will propose a bank deposit for each of the currencies defined in the safe. The proposed amount for each currency will be the total amount contained in the Safe Fund for specified currency. The shop manager will have the possibility to modify manually this amount. For each safe and each currency, it will be possible to specify a different bank account on which the deposited amounts are booked. ADMIN > Treasury > Bank deposit It is possible to configure whether the bordereau number is mandatory or optional, and whether the number is automatically generated (using a predefined pattern containing the safe code and the timestamp of the deposit) or not. Image: this picture shows a proposal for the bank deposit page ADMIN > Treasury > Safes > flag Bordereau number mandatory ADMIN > Treasury > Safes > flag Bordereau automatic numbering Moreover, although the bordereau number is generated automatically, the user can still edit it When a bank deposit is confirmed, the corresponding amount is withdrawn from the safe and a printout is generated, containing a summary of the Bank Deposit for each one of the currencies and a detail page for each one of the bank accounts on which a deposit is made: This operation generates the related safe movement, with the causal Bank deposit/withdrawal without comments and is visible with the functionality aside. ADMIN > Reports > Safe counts TCPOS The Treasury Management Multy-Shop plugin Page 75/96

76 5.Treasury management at Headquarters This section describes the features available to the headquarters in order to check the cash flow declarations executed by the various shops. Performed by the Operator/Shop manager Initial drawer count (optionally) Final drawer count (optionally) Shift and till closing (optionally) Performed by the Shop manager Shift open with initial drawer count (mandatory if not performed by the till operator) Close shop (mandatory if the shift/till closing was not performed by the till operator) Final drawer count (mandatory if not performed by the till operator) Shop count Safe management Bank management Performed at the Headquarter Shop calendars Bank confirmations Safe controller The menu options involved are: 5.1 Safe calendar (Shop calendar) ADMIN > Treasury > Bank confirmation ADMIN > Treasury > Safe Controller TCPOS The Treasury Management Multy-Shop plugin Page 76/96

77 5.1 Safe calendar (Shop calendar) This page shows the calendar - of opening and closing days - associated to the various shops linked to the selected safe. The operator has the possibility to select the safe for which to check the shop opening dates by clicking in the list on the left side of the screen. ADMIN > Treasury > Safe calendar For each safe (and related shops), it is possible to define the opening and closing day from the Closing Days tab. The Calendar tab shows the calendar of the selected safe and related linked shops. When selecting a day, the related booking information is visible in the small box in the lower part of the screen. The operator has also the following possibilities to modify the calendar: Force open button Force the safe and related shop as open for a day in which they are normally closed. Force closed button Force the safe and related shop as closed for a day in which they are normally open. Reset to default button Remove any forcing on the selected date. Reset all to default button Remove all the forcing from the calendar of the selected safe and related shop. TCPOS The Treasury Management Multy-Shop plugin Page 77/96

78 Each day in the calendar is drawn with a different color depending on the shops of the safe status. This is the meaning of the colors: Color It is used for depicting Meaning Green a shops of the safe in which the situation is as expected: Shops of the safe were open in an opening day and the Daily safe turnover (Shops count) is present OR Shops of the safe were closed in a closing day and the Daily safe turnover (Shops count) is not present Orange Red a warning situation: an error situation: Shops of the safe were open in a day marked for closing and the Daily safe turnover (Shops count) is present Shops of the safe were open in an opening day but the Daily safe turnover (Shops count) is missing Black Opening and closing information is missing. TCPOS The Treasury Management Multy-Shop plugin Page 78/96

79 5.2 Bank confirmations Within this page you can match the bank deposits made by the various safes with the confirmation messages coming from the banks. The operator at the headquarters has the responsibility to match the bank deposit with the confirmation received by the bank, by specifying the safe, the bookkeeping date or the bordereau number associated with the bank deposit. The matching results are displayed in the grid located in the lower part of the screen. The lines marked in green have already been confirmed and the Manual flag (Mode 1) determines whether the matching was manual or automatic (automatic matching has to be implemented with a customization project). The Bank confirmations page is slightly different depending on the type of bank deposit that is performed. The operator has the possibility to display the details of the bank confirmation by double clicking on a row. ADMIN > Treasury > Bank confirmation Working Mode 1 Image: Bank confirmation page for daily bank deposits Working Mode 2 Image: Bank confirmation page for periodic bank deposits with drawer count amounts Working Mode 3 Image: Bank confirmation page for periodic bank deposits with safe currencies amount TCPOS The Treasury Management Multy-Shop plugin Page 79/96

80 The following page allows the execution of a manual matching of the deposits. Once identified, the operator has the possibility to confirm the movement by pressing the Confirm/Update button or he can change the amount if (for any reason) the amount confirmed by the bank does not correspond to the one specified in the bank deposit generated by TCPOS. ADMIN > Treasury > Bank confirmation > selected item management Working Mode 1 Working Mode 2 Working Mode 3 Image: detail of a bank confirmation page for daily bank deposits Image: detail of a bank confirmation page for periodic bank deposits with drawer count amounts Image: detail of a bank confirmation page for periodic bank deposits with safe currencies amount TCPOS The Treasury Management Multy-Shop plugin Page 80/96

81 5.3 Safe controller It is visible only when executing the Daily bank deposits (working mode 1). Note: it was also called Cash controller or Validate shop data. The Safe controller is the final step in the check of the financial data coming from the shops - linked to the active safe - for each working day. The operator at the headquarters has the possibility to select each Safe and each Bookkeeping date. The Bookkeeping date selection field shows in a different color the days in which the shop is closed (based on the calendar). ADMIN > Treasury > Safe Controller Image: before validation When the operator presses the Search button, this page is displayed: This page shows a summary of all the amounts specified in all the steps of the cash flow for the all the shops linked to the safe. The operator that performs the check has the possibility to review the turnover amounts for the selected safe. The operator can use this mask for inserting the bank confirmation or for manually changing the validated amounts for the current bookkeeping data. Pressing the Save and validate button the program displays the message aside. Answer Yes Answering affirmatively the program carries out the confirmation and displays the message aside and once the page is validated, the operator can no longer modify it. Message QUESTION Do you want to validate the amounts of safe n related to bookkeeping date dd.mm.yyyy? Yes, No. Message INFORMATION Safe data have been validated. Ok. TCPOS The Treasury Management Multy-Shop plugin Page 81/96

82 Image: after validation It is possible to print a report containing the same information displayed on the page, by pressing the Print button. Important The values displayed in this mask come from the related Daily safe turnover (for the same bookkeeping date) TCPOS The Treasury Management Multy-Shop plugin Page 82/96

83 Fields description Details of the upper part of the statistic Cash, Credit cards (bank cards), Vouchers, Cheques, foreign currency and customer cards - are the payment amounts detailed for each payment type accepted in till. Withdrawal and Deposits - contain the related total about this operations carried out during the accounting day. Details of the bottom part of the statistic Petty cash - contains the movements generated by the Safe management on the Safe Fund. In our example 200 is the deposit automatically performed by the Bank deposit procedure (difference between the available amount and the bank deposit amount). Safe D 1 is the amount of the Safe fund at the end of the previous day (compared to the current bookkeeping day) Expected safe is the total amount expected in the Safe fund at the end of day. Safe count is the total amount declared in the Safe fund amount field, while performing the Daily safe count procedure Safe difference difference between the Expected safe amount and the Safe count amount Total difference global difference, calculated summing all the amounts present in the related vertical Total difference column Theoretical amount Amounts of sales, detailed by payment, made into the shops linked to the selected safe. ADMIN > Treasury > Daily safe turnover > Print button Report > Computed column Shop count Amount of the money declared in the final drawer count not including the initial cash fund. ADMIN > Treasury > Daily safe turnover > Print button Report > Counted column Initial difference Difference between the Shops count amount and the Theoretical amount, calculated in this way: Theoretical amount Shop count Difference sales + declared drawer amount + Withdrawals Theoretical amount Shop count amount./. Deposits /. 200 = = 0 Bank deposit Total amount of the bank deposits executed for the selected bookkeeping day. ADMIN > Treasury > Bank deposit TCPOS The Treasury Management Multy-Shop plugin Page 83/96

84 Bank confirmation Validated amount Bank difference Amount confirmed by the bank (automatically or manually matched). The cells in green indicate that the value is correct and validated. The cell in red indicates that the bank confirmation is missing. It is possible to insert the bank confirmation directly on this page by double-clicking inside the cell. It is possible to Save and Validate the page even if some confirmations are still missing. Amount the operator that performs the check has to validate. It is initialized to the value of the Bank confirmation or (if the confirmation is missing) to the value of the Bank deposit. The operator has the possibility to modify manually this value. Difference between the Validated amount and the Bank deposit amount. Total difference Total difference for the current payment type, calculated summing the Initial difference amount and the Bank difference amount. ADMIN > Treasury > Safe Controller > Print button The printout is similar to the one aside: TCPOS The Treasury Management Multy-Shop plugin Page 84/96

85 Part 4: REPORTS Plugin printouts TCPOS The Treasury Management Multy-Shop plugin Page 85/96

86 11. Plugin printouts This section provides a list of the printouts available with this plugin, in addition to the ones already shown in the previous sections The Bank deposits summary report This report displays a summary of the bank deposits and their details executed in the specified period The Bank Deposit Dates report Available only in Working Mode 1 This report shows a summary of the bank deposits executed in a certain period. It is similar to the Bank Deposits summary report, but with less details The Shop turnover report This report shows a summary of the turnover amounts associated to the shop, by days of the week or days of the month The Anomalies Report report Available only in Working Mode 1 This report shows any anomaly detected in the processes defined by the Treasury Management (e.g. bank deposit missing, daily safe turnover performed on a day for which a shop should be closed, etc.) 11.5 The Safe differences report Available only in Working Mode 1 This report shows the differences reported in the Daily Safe Turnover, Bank Differences and Bank Confirmations The Safe counts report This report shows the list of movements performed on the specified safe The Bank deposits, Bank periodic deposits, Bank deposits by safe reports These reports show the summary of a single bank deposit The Notes and coins report This report shows the declared amounts in the Safe Count, with the details of the notes and coins The Due date safe inventory report This report displays the contents of the safe at the specified date, including the details of the expected content of each cash drawer. Common features in print parameters Here you can find the detailed explanation of all fields that are common to all print parameters. Field Parameters set Optional Description Setting of parameters prestored for printing If wished, it is possible to store the most recurring settings, so that you can recall them at any time. To save the parameters you set, indicate a description in this field and then press the button to store them in the related archive. To recall the print parameters you already stored, press button between the one displayed. and select the most appropriates To erase a set of parameters no longer needed, recall them in the mask and then press button them. The removal is direct, no confirmation from the operator is requested. to erase TCPOS The Treasury Management Multy-Shop plugin Page 86/96

87 11.1 The Bank deposits summary report ADMIN > Reports > Bank deposit summary This report is available only if working in Mode 1 or in Mode 3 This report is used to display a summary of the bank deposits occurred in a specific period for a single safe. Print parameters request This picture shows a sample of the report parameters (the mask changes depending on the bank deposit mode). Since the fields meaning is easily retrievable from their names, they are not explained in detail Working Mode 1 Working Mode 2 Working Mode 3 TCPOS The Treasury Management Multy-Shop plugin Page 87/96

88 11.2 The Bank Deposit Dates report ADMIN > Reports > Bank deposit dates The feature is available only if working in Mode 2 This report shows a summary of the bank deposits executed in a certain period. It is similar to the Bank Deposits summary report, but with less details. Print parameters request This picture shows a sample of the report parameters. Since the fields meaning is easily retrievable from their names, they are not explained in detail TCPOS The Treasury Management Multy-Shop plugin Page 88/96

89 11.3 The Shop turnover report ADMIN > Reports > Shop turnover The feature is available for all the Working Mode This report shows the total turnover for a single shop over a period of one week (with details for each single day) or one month (with details for each week). The report is divided in two sections. The first one Ventilation on family/subfamily shows the ventilation of the sales divided by article groups A and B and VAT rates for each one of the days in the period (if the selection is by day of the week) or for each week (if the selection is by week in a month). The second section Ventilation details shows several information about the sales. Print parameters request Since the fields meaning is easily retrievable from their names, they are not explained in detail TCPOS The Treasury Management Multy-Shop plugin Page 89/96

90 11.4 The Anomalies Report report ADMIN > Reports > Anomalies report The feature is available for all the Working Mode This report shows any anomaly detected in the processes defined by the Treasury Management (e.g. bank deposit missing, daily safe turnover performed on a day for which a shop should be closed, etc.) Print parameters request Since the fields meaning is easily retrievable from their names, they are not explained in detail TCPOS The Treasury Management Multy-Shop plugin Page 90/96

91 11.5 The Safe differences report ADMIN > Reports > Safe differences The feature is available only if working in Mode 1 This report shows the differences reported in the Daily Safe Turnover, Bank Differences and Bank Confirmations. Print parameters request Since the fields meaning is easily retrievable from their names, they are not explained in detail TCPOS The Treasury Management Multy-Shop plugin Page 91/96

92 11.6 The Safe counts report ADMIN > Reports > Safe counts The feature is available for all the Working Mode The report is used to display all the safe movements of Cash fund and Safe fund occurred in a specific period for a single safe. Print parameters request Since the fields meaning is easily retrievable from their names, they are not explained in detail TCPOS The Treasury Management Multy-Shop plugin Page 92/96

93 11.7 The Bank deposits, Bank periodic deposits, Bank deposits by safe reports ADMIN > Reports > Bank deposits The functionality is available for all the Working Mode This report is used to reprint the same documents generated by the bank deposits operation. Working Mode 1 Working Mode 2 TCPOS The Treasury Management Multy-Shop plugin Page 93/96

94 Working Mode 3 Print parameters request This picture shows a sample of the report parameters (the mask changes depending on the bank deposit mode) Since the fields meaning is easily retrievable from their names, they are not explained in detail Working Mode 1 Working Mode 2 Working Mode 3 TCPOS The Treasury Management Multy-Shop plugin Page 94/96

95 11.8 The Notes and coins report ADMIN > Reports > Notes and coins The feature is available for all the Working Mode This report shows the declared amounts in the Safe Count, with the details of the notes and coins. Print parameters request Since the fields meaning is easily retrievable from their names, they are not explained in detail TCPOS The Treasury Management Multy-Shop plugin Page 95/96

96 11.9 The Due date safe inventory report ADMIN > Reports > Due date safe inventory The feature is available for all the Working Mode This is the situation of the two funds (Cash fund and Safe fund) at the specific date of the selected safe. Print parameters request Since the fields meaning is easily retrievable from their names, they are not explained in detail TCPOS The Treasury Management Multy-Shop plugin Page 96/96