CONTENTS

Where are the Safe Management options found?

Initial Set Up

Safe In / Out

Safe Management Reason Codes

How do I add Safe In/Out reason codes?

Applying your Reason Code to your Safe In/Out

Automatic Safe Ins and Outs

Detailed Safe Report

Cash Reconciliation Report

Safe In/Out Report

Introduction

This manual will explain how to use the RetailStore/ CharityStore Safe Management options.

What do Safe Management options do?

Safe Management options allow you keep track of how much money is currently in your shop safe.

You have the option to record in RetailStore/ CharityStore whenever you’re putting money into or taking money out of your safe. If you get in the habit of doing this, you’ll be able to run reports to tell you

exactly what changes have been made to your safe’s contents over a specifiable date range and
how much is in your safe right now.

Please note that these ‘safe’ functions are not compulsory. Should you decide not to use these functions, it will not adversely affect any other areas of your system. You should only use them if you feel they’d be useful to you.

Where are the Safe Management options found?

To find the Safe Management options,

Click into the Admin menu

Locate to the Safe Management & Safe Reports section

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Initial Set Up

You’ll need to start by telling the system exactly how much money is in your safe at this moment.

To do this,

click Safe Reconciliation.

Before continuing, make sure you’re currently focused on the correct branch.

If it shows the incorrect branch name in the ‘Change location’ box at the top of the page, change it.

The Safe Reconciliation page contains 4 fields.

Currency:

The Currency box should contain your main currency for that location. By default your main currency will be displayed.

Cash:

Enter in the amount of cash you have in your safe.

Cheque:

Enter in the value of cheques contained in your safe

Voucher:

Enter the value of vouchers in your safe.

Click Save

You will receive a message to advise that the safe transaction has been saved.

The system now knows your safe’s contents.

Note: In future, you might need to use this option again if you need to update your safe’s contents, and you want to amend it. Essentially, the Safe Reconciliation screen lets you say “Right now I have £X cash, £Y cheque and £Z voucher in my safe”.

Safe In / Out

Should you ever need to take some money out of (or put more money into) your safe, you need to record it.

Click back on Admin.

Under Safe Management, select Safe In/Out

The following screen will be displayed:

Again, before you do anything else, make sure you’re currently focused on the correct branch. If it shows the incorrect branch name in the ‘Change location’ box at the bottom-right, change it.

Currency:

The Currency box should contain the main currency of your chosen location.

Note: be default, your main currency should be displayed..

Direction:

In the Direction box,

choose whether you’re putting money in or taking money out using the drop down.

Cash:

In the Cash, Cheque & Voucher fields,

type in exactly how much of each you are putting in / taking out.

Reason Code:

If this is the first time you’ve ever been into this screen, there probably won’t be anything to choose from in the Reason Code box yet. Click here, to create a reason code for this.

Alternatively, if you have a reason code Safe In/Out set up,

select it from the drop down.

Text:

In the Text box, you have space to type in an explanatory note as to why you’re putting in / taking out this money. Don’t leave it blank. You’ll need to type something into this box, otherwise the system won’t let you do it.

Once you’ve filled all the relevant parts in,

click Save.

Safe Management Reason Codes

It is possible to add a list of Reason Codes to RetailStore/ CharityStore – i.e. a list of common reasons as to why you might want to take money out of the safe (e.g. “Staff wages”, “Taking to bank”, “For purchase of equipment” etc).

If you do this, then instead of having to type a reason into the Text box every time, you can simply choose the appropriate reason code.

How do I add Safe In/Out reason codes?

Click into the Admin menu

Scroll down to the Codes section and select Reason Code Management

Listed at the bottom of this page are links to new Reason Codes.

Scroll across and find New Safe Reason

The New Reason page will open:

Text:

In the Text field,

write a description of the reason code.

List Order:

This field is not required, but it can be used to specify the order in which your reason codes will appear.

Example: if you have five reason codes, the code with a List Order of 1 will be at the top of the list, followed by the code with a List Order of 2, then of 3, and so on.

If you have no preference as to which code will appear first, just leave it blank.

Code:

In the Code field,

type an abbreviated code.

Example: ‘Staff wages’ could be abbreviated to ‘SW’.

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This field is not mandatory and can be therefore left.

Safe Tender:

You can choose what types of tender are allowed to be put in/taken out for this Reason Code by using the Cash, Cheque and Vouchers tick boxes.

Example: If you tick the Cash box, but not Cheque or Vouchers, then for that particular reason code, you and your staff would only be allowed to put in or take out cash.)

Be default all tender types are selected.

Prompt:

When you go to do a ‘Safe Out’, if you choose a reason code for which this Prompt box is ticked, then the system will calculate exactly how much of each tender type should be in the safe at that moment. It will then automatically enter those figures into the ‘How much do you want to remove?’ boxes for you. It will help you to quickly and conveniently say to the system “I’m taking everything out of the safe”.

If you aren’t sure whether you want this or not,

leave that tick box blank.

By default, this field is ticked.

Once complete,

click Save or Save and add at the bottom to save your reason code.

Note: if you want to create several reason codes in one sitting, it’ll be quicker to click Save and add. That will clear the form out for you and let you add another reason code immediately.

Applying your Reason Code to your Safe In/Out

Once you’ve added all the reason codes needed,

click back into the Admin menu.

Under Safe Management, select Safe In/Out

Within the Reason Code drop down, you should now see your code(s) are showing.

From now on, you’ll be able to select a reason code as well as or instead of typing into the ‘Text’ field.

Automatic Safe Ins and Outs

Start of session

As soon as you perform a Start Of Session on a till screen, the system will automatically perform a ‘safe out’ for the value of the Start Of Session float.

In other words, when you do a Start Of Session in the morning, the system assumes that you had to get your start of day float out of the safe.

Example: in the following screen shot, were the user to click RECORD STARTING FLOAT, the system would automatically perform a ‘safe out’ of £50:

If you complete an End Of Session, the system will automatically perform a ‘Safe in’ for:

the amounts of cash, cheque and voucher declared
your End Of Session float

In other words, when you perform an End Of Session in the evening, the system assumes that you take everything out of the cash drawer (including tomorrow’s float) and place it into your safe.

Example: if you were to declare an End Of Session on the till screen with the figures on the example below, then the system would automatically perform a Safe In of £273 cash (that’s your cash takings of £173 plus your £100 ‘Remaining float’) and £50 cheque.

End of Session

If you complete an End Of Session, the system will automatically perform a ‘Safe in’ for:

a) the amounts of cash, cheque and voucher declared

b) your End Of Session float

In other words, when you perform an End Of Session in the evening, the system assumes that you take everything out of the cash drawer (including tomorrow’s float) and place it into your safe.

Cash Lift

Whenever you perform a Cash Lift on the till, Cybertill will automatically perform a ‘Safe In’ for the appropriate amount. (It will assume that you are taking that cash straight to the safe.)

Example: if the cash lift in the following screenshot was to be declared, then the system would automatically perform a ‘Safe In’ of £100 cash.

Safe Reports

Now you’ve seen how the system can keep track of how much money is in your safe, we can run Safe Reports. You can use these to see;

how much is in your safe right now and
what changes have been made to your safe’s contents.

To access the Safe Reports,

▪ Click into the Admin menu

Scroll down to the Safe Reports section

Detailed Safe Report

Select Detailed Safe Report

The Detailed Safe Report lets you see everything that’s happened to your safe in a specific shop, on a particular day.

You are prompted to choose the Date, Location (i.e. branch) and Currency you want to look at.

▪ Click Generate.

You’ll be presented with three separate reports – one for Cash, one for Cheque and one for Voucher, all laid out similarly.

Here’s an example of a Cash report:

Each row represents a ‘safe event’, i.e. an instance when the safe’s contents changed on this day. For each row you’ll see:

the date and time of each change
the event details (i.e. the circumstances of the change)
the direction (i.e. whether cash came in or went out)
whether the amount specified has been reconciled (i.e. finalised, confirmed - only for End Of Session events) ➢ the currency
the amount of money taken out / put in
the running total (i.e. the total amount of cash in the safe at that exact moment)

Example: The bottom row of the above report tells us that on 25th July 2018, at exactly 15:10:14, a cash lift was performed on Till 1 to the value of £100.00. When this money was put into the safe, the safe’s contents went up to £1320.00.

The Cheque and Voucher tables are laid out in exactly the same way.

You can adjust this report (i.e. choose another day or another location) by clicking the Modify Filter option at the top right:

When finished with the report,

▪ click Admin or whichever main menu option you wish to access next.

Cash Reconciliation Report

This report lets you see all changes made to your safe’s contents across a broad date range and also shows you which user made each change.

Select Cash Reconciliation Report

You’re prompted to choose a Date range, Location and Currency.

Choose accordingly & click Generate

A separate table will display for each day, looking something like this:

If any days seem to be missing from this report, that will be because there were no safe events on those days. The report only displays days on which there was something to report.

From left to right, the report will show:

the date and time of every safe event
the user who performed the event
what kind of event it was
the direction (i.e. whether money was taken out or put in)
the Session End Time, where appropriate - only for End Of Session events.
whether that session has been Reconciled (i.e. finalized, confirmed - only for End Of Session events)
how many Tries the user took to get the figures right (only for End Of Session events)
the currency
where appropriate, how much cash, cheque and voucher the system Expected the user to declare (only for End Of Session events and Safe Reconciliations)
in the Declared columns, it tells you how much cash, cheque and voucher the user put in / took out
where appropriate, it’ll tell you in the Discrepancy column whether the amount declared was different from the amount expected, and by how much (only for End Of Session events and Safe Reconciliations)

As with most RetailStore/ CharityStore reports, you can go back a step and amend dates/ locations by clicking Modify Filter at the top right.

Safe In/Out Report

The Safe In/Out Report also lets you see all changes made to your safe’s contents across a broad date range, but in a slightly different format to the Cash Reconciliation Report.

Select Safe In/ Out Report

The following page is displayed:

Choose a Date range, Location and Currency is fairly self-explanatory.

User:

Should you wish to, you could choose to only see safe actions carried out by a particular.

If you want to see all safe actions by all users, just leave this box blank.

In/Out:

Using the In/Out box, you can choose to only see either ‘Safe Ins’ or ‘Safe Outs’.

By default, it’ll be set to show both In/Outs at once.

Set the required filter options,

click Generate.

You’ll get a separate table for every day in your date range in which safe events were recorded. They’ll be laid out as follows:

From left to right, the table displays:

the date and time of the event
the user who performed it
what the event actually was
the direction (i.e. whether money was put in or taken out)
what reason the user entered for this (if applicable)
whether the amounts going in or out have been reconciled - only for End Of Session events.
the currency
how much cash, cheque and voucher was added to / removed from the safe in this event

User Manual Safe Management