Will run the main cash register program. All usage of the cash register, except that of accepting a payment for an invoice or an open account, occurs here.
The cash register is the key to tracking the single most important thing in your business, the money. If you do not use the cash register properly it will be impossible to determine if you are actually getting paid for the work you do.
Simply put, if you care about the money you receive and if you want to know what you've sold, you must use the cash register.
All of the choices below may have their permissions set separately.
Make Change:
This choice will open the cash register. No amounts are modified. An entry will be made to indicate each opening.
Petty Cash:
This choice will open the register and allow an entry to be made for the giving or receiving of petty cash. This should be looked at as a loan to be repaid when the usage and exact amount of the expenditure is known. At that time the full amount of petty cash should be returned and the "SPEND MONEY" choice should be used to enter the details of the expense.
Fix:
This choice is used to correct any mistakes that occurred during the payment of an invoice. It is usually used when the wrong payment type(s) were entered. It will "UNDO" the original entry and give you the opportunity to remake the entry. The succeeding close out line, if any, will also be deleted. This will only work on lines that are within the current close out period.
Exchange:
This choice is used to give someone cash in exchange for another form of payment. The most common use is to cash a check but it may also be used to give loans to a customer, etc.
Spend Money:
This choice allows you to spend cash for anything and allocate that expense to a disbursement account. Good for buying coffee supplies and other things you want to pay cash for.
Cash out:
This choice will bring up another menu with the following six choices:
Preview:
This allows you to review the totals of all your transactions done since the last cash out. The details of these transactions can also be printed.
Cash Out:
Used at the end of a day (or whatever period you choose) to remove money for deposits and close out the day. You will have to enter the amount being removed and confirm the amount left. If you are "cash short" or "over" that amount must be charged to an disbursement account.
Undo last cash out:
Undoes the last cash out and allows you to make corrections. If run repeatedly, it will undo successive cash out periods which is not recommended.
Cash out report:
Will print a report for a single cash out period. Gives payment totals and prints the details of each usage of the cash register.
Sales Report:
Prints a detailed report of all invoiced sales that occurred within a single or a group of cash out periods. This program will show all transaction details when run for a single cash period. It will show totals only when run for more than one cash period.
Post:
Only available with the optional G/L. See G/L documentation for details.
Switch Drawer:
Allows you to work with another cash register.
Trace:
Lists the other accounting entries associated with any line.
Go To:
Allows you to move rapidly to the transactions on a specific date.
View:
Allows you to view the parts or service invoice associated with an entry in the cash register.
Income
This choice allows you to receive uninvoiced income into the cash register. This should only be rarely used as all sales should go through invoices. If you have G/L you will have to choose an account for this income.