Cash drawer management

If you use a third-party retail management system or point-of-sale system, you can integrate that system with Distribution SX.e to manage a cash drawer. You can also use the cash drawer management feature with an internal counter sale environment. This feature enables you to manage a cash drawer and petty cash. You can record opening and closing balances, track operators by warehouse and drawer, record petty cash out and in, and record deposits.

You can also reconcile discrepancies and post to the General Ledger. The cash drawer transactions may be entered directly or created through specific SX API calls, such as from tendering. Cash drawer transactions are recorded through various functions, but are all displayed in the reconciliation function.

Three functions provide cash drawer management:

• Product Cash Drawer Setup: Use the cash drawer setup to configure drawer IDs assigned to a warehouse, and optionally associate specific users and a bank with that drawer. This setup honors Division and warehouse security. Recent reconciliation date and balance is also displayed.
• Sales Drawer Transaction Entry: Use this function to enter cash drawer transactions. During entry, you can select from the Petty Cash Transactions types you set up in SA Table Code Value Setup. Transaction types distinguish between taking cash out of the drawer [buying lunch for employees], or putting cash in [deposit]. If the transaction type is taking cash out of the drawer for a purchase, you can also specify which operator received the cash. When you specify the warehouse and drawer ID, a journal is opened automatically.
• Sales Drawer Reconciliation Entry: Managers who are tasked with reconciling the cash drawer can use this function to perform the task. When you specify the warehouse and drawer ID, and click Search, the drawer is locked during the reconciliation. Information is displayed for the starting balance from the previous reconciliation, the net total transaction amount in the drawer, and the total of those values. The transactions grid lists the relevant transactions and details about those transactions.

  Specify an amount in Counted Balance in Drawer, and click Calculate. If applicable, any discrepancy is displayed. Research and resolve the discrepancy. Discrepancies may require that additional transactions be entered in Sales Drawer Transaction Entry. When the discrepancy is zero, the Submit button is available. Pressing Submit reconciles and clears all transactions, and unlocks the drawer.

In SA Table Code Value Setup-Payment Type, the option, Payment Type is used for Petty Cash, is used as a Payment Type for cash drawer transactions. In SA Table Code Value Setup, the table type, Petty Cash Transactions, enables you to create cash drawer transaction types. These transaction types are required for Sales Drawer Transaction Entry. The ID is PCT.

You can require that a Drawer ID be specified by the operator in Sales Order Entry-Collect Payment, Sales Order Entry-Receive on Account, along with incoming processing through specific SX API calls. The Drawer ID is also shown in the Sales Order Inquiry tender history.

Your retail management system or counter sales can generate SX.API calls. These specific SX.API calls can capture the Drawer ID: sxapiOEFullOrderMaintV6, sxapiOEOrderChange, and sxapiOEReceiveOnAccount. The SX.API call, sxapiOECashDrawer, mimics the Sales Drawer Transaction Entry function to add petty cash transactions to the drawer. The Drawer ID flows through the SX.API to the General Ledger transactions. A batch journal is created. Any tendering journals opened by an SX.API process have a Batch Name of oeetapi-warehouse. The cash drawer update have a batch name of oeedapi-warehouse, where <warehouse> is the actual warehouse value; for example, oeedapi-Main.

With cash drawer management, Sales Entry Journal Print Report and Sales Cash Drawer Balance Report include journals generated from a Sales Drawer Transaction Entry petty cash posting. In the Sales Entry Journal Print Report, the Type column shows cash drawer as CD.

Each bank associated with cash drawer management must have valid CR Bank Setup record with a specified General Ledger account number. A valid bank number is used in Product Cash Drawer Setup, SA Table Code Value Setup-Payment Type, and SA Table Code Value Setup-Petty Cash Transactions (PCT).

This feature has built-in audit capabilities from Sales Drawer Reconciliation Entry when you click Calculate and Submit. That data is written to the OEEDA table, which can be accessed by a custom report. Any special reporting requirements should be managed using Birst.

To use cash drawer management, first, familiarize yourself with the General Ledger postings. Then, you must activate the feature.