From the Approve Closed Drawers page, a supervisor or other user with the proper security rights, determines which payments to include in the deposit process. To access the Approve Closed Drawers page, from Sales, click Approve closed drawers.
On the Approve Closed Drawers page, you can view a list of the closed drawers that are open, submitted for approval, or approved but not yet processed. From this page, you can approve closed drawers one by one or all at once.
You can also select a new sales method allocation for cash and check overages and shortages. Use the Allocate buttons in the action bar to apply a new sales method for overages and shortages. For example, when you select a closed drawer with a cash overage, click Allocate cash over in the action bar. The Allocate cash over/(short) screen appears. From this screen, you can select a new sales method in the Sales method field. The sales method allocation you select determines which deposit receives the over/(short) transaction. Note that Allocate buttons only appear in the action bar for submitted closed drawers. To edit the sales method for approved closed drawers, you must first change the closed drawer status to "Submitted."
Note: When there are no expected cash sales for a closed drawer, and overages or shortages exist, "Daily Sales" is used as the sales method allocation. When there are no expected check sales for a closed drawer, and overages or shortages exist, "Group Sales" is used as the sales method allocation. For more information about editing the over/short sales method allocation for cash and checks, see Allocate Cash Over/Short.
Each closed drawer appears in a separate row. If you edit the closed drawer, the transactions that appear on the Close drawer screen depend on the close drawer policy you specified. For more information about the close drawer policy, see Configure Close Drawer Policy.
Note: Cash refunds appear as deposit corrections in the Other payments grid.
When a ticket seller logs in and begins to place sales orders, the program links order payments received to the ticket seller. At the end of a shift, the ticket seller closes a drawer and submits a Close Drawer report for review. From the Approve Closed Drawers page, these closed drawers appear with a “Submitted” status. After you review a submitted closed drawer, you can approve the payments in the closed drawer to include in the deposit process.
If you need to edit a closed drawer, you can update the actual cash amount or number and total of checks in the closed drawer, or you can open the Close Drawer report to access a specific order and edit payments. If you include transaction details when viewing the Close Drawer report, each order number listed in the report is an active link that you can click to open the corresponding order record. From the open order record you can view and edit individual payments and mark them as “Do not post” if needed. When you return to the Approve Closed Drawers page, any changes you made appear in the details for the selected closed drawer.
Click a closed drawer to display additional details below the closed drawer. These details include the same information from the Close drawer screen for a closed drawer. For cash payments, details such as total cash counted and starting cash balance appear. The net cash for deposit equals the total cash counted minus the starting cash balance. You can also view any cash shortages or overages. These are calculated based on the difference between the actual and expected cash payments.
For check payments, you can view the number and total of checks as well as any check count or payment differences.
Payments other than cash or check are also displayed in the Other payments grid and include the payment method, deposit amount, and number of payments. Payments, such as coupons and gift certificates, are not added to the deposit.
Note: In the Other payments grid, check refunds appear as "Refunds - Checks." If you are a front office user and you refund a payment previously entered through a back office, such as one-off or through a batch, the refund is not included in the closed drawer or the deposit created through the deposit process. Once the deposit is created, you can unlock the deposit and link the refund to the deposit from the Refunds tab of the Deposit page.
Note: When a ticket seller adds a payment to a sales order, the program links the seller to the payment. When the ticket seller closes the drawer at the end of a shift, payments the seller received for all sales methods appear in the Closed Drawer report. For example, if an advance sales ticket seller enters a group sales payment, the seller’s report includes this payment.
If a ticket seller does not submit a closed drawer at the end of a shift, or if the individual is currently making sales, a closed drawer with a status of “Open” appears on the Approve Closed Drawers page. Before you can approve a closed drawer with an Open status, you must close the drawer and submit the Close Drawer report. You can then approve the submitted closed drawer. When you approve a closed drawer in the list, the deposit information updates to include the approved payments. The Deposit summary displays the number of payments and amounts by payment method and type, as well as the total number and amount of all payments the deposit will include.
Note: Because online sales do not involve cash or checks and there are no receipts, there is no drawer to close and approve. A supervisor simply creates a deposit for sales processed online. For more information, see Run Deposit Process.
To view the Close Drawer report for a closed drawer, click the user name for the closed drawer. The Close Drawer report appears. From this page, you can view the transactions and print the report. For information about the report, see Close Drawer Report.