alexander00pr
IS-IT--Management
I need a software for Easy Cash reconcilation in Aloha Table service 6. We had a very manual process that use excel forms to make an checkout.
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aloha cash reconciliation
- Thread starter alexander00pr
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IndexRobert
Vendor
Try the payment reconciliation feature. There is a feature focus guide on it on one of the installation CD's
I would also like to learn more about the Payment Reconciliation feature. It is not in my manual. My support company (Foremost Business Systems) gave me an Aloha 5.3 manual and we are running version 6.0.9. Can you upload it to a file sharing site and post the link here? Any help with this would be appreciated.
This should about cover it...
Activate Payment Reconciliation
Payment Reconciliation is configured to operate from the Aloha Manager Functions menu on the BOH terminal and the FOH POS terminals, or from the BOH terminal only. The Run Payment Reconciliation From inset located on the POS Security subtab in Maintenance > Store Settings > Security group has two settings to choose from, 'Front and Back of House' and 'Back of House'. 'Front and Back of House' is selected by default.
To determine where the Payment Reconciliation process is initiated:
1. Select Maintenance > Store Settings > Security group. The Security function tab displays with the POS Security subtab as the default.
2. Select either Front And Back of House or Back of House from the Run Payment Reconciliation From inset.
3. Click Save and exit the Store Settings function.
Job Code Settings
The Must Declare at Checkout inset located on the Functions subtab in Maintenance > Labor > Job Codes determines the job codes allowed to run Payment Reconciliation. Assign any employee handling a cash drawer and
needing to perform payment reconciliation at checkout to a job code with these settings.
The following check boxes relate to Payment Reconciliation:
Must Declare at Checkout — Requires employees to declare payment counts upon checking out for over/short calculations and activates the remaining options in the inset. If this is selected, 'Declare Cash Only' is selected by default.
Declare Cash Only — Requires employees to declare cash only upon checking out for over/short calculations. All other tender types are not required. The Aloha Cash Owed Report includes all employees who ring sales, regardless if
this check box is selected. However, ***** prints for employees who are not required to declare cash (this check box is not selected).
Reconcile All Tenders — Requires employee to reconcile all cash and noncash tenders at the end of each shift. Select this option to enable the ‘# of Attempts’ text box.
# of Attempts — Sets the number of attempts at reconciliation before management
intervention is required for completion.
To set a job code with the ability to perform Payment Reconciliation:
1. Select Maintenance > Labor > Job Codes. The Job Codes function tab displays with the Functions subtab as the default.
2. Select a job code from the Number drop-down list or create a new job code, if necessary.
3. Click Edit or press Enter.
4. Select the Functions subtab.
5. Select the Must Declare at Checkout check box. The 'Declare Cash Only' and 'Reconcile All Tenders' check boxes are now accessible.
6. Select either Declare Cash Only or Reconcile All Tenders.
7. If 'Reconcile All Tenders' is selected, enter the number of attempts an employee can unsuccessfully attempt to reconcile before manager
intervention is required in the # of Attempts text box.
8. Click Save and exit the Job Codes function.
Access Level Setting
If an employee exceeds the specified number of reconciliation attempts as defined in Job Codes, the function must be forced from an employee or manager
with sufficient access level
To set an access level with the ability to force Payment Reconciliation:
1. Select Maintenance > Labor > Access Levels. The Access Levels function tab displays.
2. Create new access level(s) or select an existing level from the dropdown list and press Enter. 3. Select the Employee subtab.
4. Select Force Reconciliation. 5. Click Save and exit the Access Levels function.
Required Tender Settings
Define each tender to include in the Payment Reconciliation process with the correct settings in the Reconciliation subtab located in Maintenance > Payments > Tenders. Configure the tenders to force employees to enter details or
enter totals only. You can configure totals to automatically populate for verification.
The following options relate to Payment Reconciliation:
Variance Amount Allowed — Defines the currency amount this tender can differ when verifying amounts for reconciliation. The variance amount applies to over and under the amount entered for reconciliation.
The system recognizes the variance amount from the first cash tender with $0.00 defined in the 'Default Amt' text box. Variance settings for all other cash tenders are not necessary and are invalid. If an amount is entered in
'Default Amt' and 'Variance Amount Allowed', the variance amount is ignored and the 'Variance Amount Allowed' text box becomes unavailable after the tender is saved.
Enter Details — Prompts for the entry of transaction detail when running Payment Reconciliation. Ex. If the tender is defined as personal checks, each individual check is entered.
Enter Totals — Prompts for the entry of the total amount when running Payment Reconciliation. For example, if a tender is defined as a Visa credit card, enter the total amount of all Visa transactions, without itemizing. This is the default selection.
Auto Fill — Populates all Payment Reconciliation fields without entering the amount. Use this scenario for operations that only verify payments.
To set up tenders for inclusion in Payment Reconciliation:
1. Select Maintenance > Payments > Tenders. The Tenders function tab displays with the Tender subtab as the default.
2. Create new tender(s) or select an existing tender from the dropdown list.
3. Select the Reconciliation subtab.
4. Select either Enter Details or Enter Totals from the Reconciliation inset for non-cash tenders.
5. Select Auto Fill to automatically populate totals.
6. Enter a Variance Amount Allowed for each non-cash tender and the first cash tender with a $0.00 'Default Amt'.
7. Click Save and exit the Tenders function.
Back Office Security Level Setting
If payment reconciliation is set to run from the BOH, a manager must have a sufficient BOH security level to access the Checkout Reconciliation menu option from the Functions menu. This option is available in the Standard Access security level or higher.
To set a security level with the ability to perform Payment Reconciliation from the BOH:
1. Select Maintenance > Labor > Back Office Security Levels. The Security function tab displays.
2. Select an existing level from the ID drop-down list.
3. Click Edit or press Enter.
If the ‘Cash’ check box is selected, ‘Enter Details’, ‘Enter Totals’, and ‘Auto Fill’ are not accessible. These options are ONLY available for non-cash tenders.
4. Select Functions...Checkout Reconciliation in the Functions list box.
5. Select E(x)ecute in the Security Level inset.
6. Click Save and exit the Security Levels function.
Checkout Button
Press the Checkout button in the FOH to invoke Payment Reconciliation. For TableService installations, the Checkout button is located on the Working with Tables screen or the Floor Plan Interface.
The Payment Reconciliation Process
This section discusses the Payment Reconciliation process and the various screens involved for inputting quantities and totals of tender types. Perform Payment Reconciliation from either the FOH terminals or the BOH file server, as defined in the Store Settings > Security group. In both cases, select the Checkout button from the FOH to start the function. The difference in scenarios is determined by operating procedures based on security, time, and tying up the POS terminals.
When the process is started, the Checkout button changes to Resume Checkout and the employee is no longer assigned to a cash drawer and cannot ring sales. Once Payment Reconciliation is completed, the button changes to Print
Checkout for the employee to select and complete their checkout. After the checkout is printed with the enhanced reconciliation information, the Clockout button displays so the employee can clock out. Run Payment Reconciliation
1. When you are ready to checkout and count the drawer, touch the Checkout button from the Working with Tables Screen. The message, “Checkout. Are You Ready to Run Your Checkout?” displays,
as shown in Figure 11:
2. Touch Yes to continue, or touch No to cancel.
3. If you are running Payment Reconciliation from the FOH, proceed to
the Cash Drawer Counts screen section. If Payment Reconciliation is
set up to run from the BOH only, it is intended that this procedure be
run with the assistance of a manager. An Office Checkout message, Aloha TableService Special Features Guide v5.3 Payment Reconciliation 33
“Please proceed to the Office to continue your checkout”, displays.
4. Touch the message box. You are not able to clock out until Payment Reconciliation is completed.
5. The manager must log in to Aloha Manager, and select Functions > Payment Reconciliation,
The Available Employees dialog box displays.
This screen lists the employees who have selected Checkout, but have not completed Payment Reconciliation.
6. Select a name, then click OK. The Reconciliation executable is invoked.
Cash Drawer Counts Screen
The Cash Drawer Counts screen is the main screen used for collecting information.
The list box includes all active tenders defined for Payment Reconciliation in which purchases for the specific shift were applied. Cash is recognized as an accumulation of all active tenders defined as cash in the Tenders dialog box.
Since this program can be run from the FOH, or the BOH, large scroll bars are available to make touch screen entry possible.
Payment Type — Contains all active tenders defined for inclusion in Payment Reconciliation in which purchases were applied.
Amount — Populates from the corresponding detail screen as each payment type is processed. If ‘Auto Fill’ is selected on a non-cash tender, the amount automatically displays for verification purposes.
OK — Opens the count dialog box for the selected tender type so totals can be entered.
Exit — Exits the Cash Drawer Counts dialog box and retains any entered data.
Done — Starts an attempt at reconciliation.
# of Attempts — Indicates the number of times Payment Reconciliation has been attempted.
Reconcile Cash
As discussed in Maintenance > Payments > Tenders, the Enter Totals, Enter Details, and Auto Fill options are not available when reconciling cash tender
types. Information for cash tender types is entered only in the Cash Count Detail screen.
The cash amounts are in order from low to high with an accumulating total at the bottom. All amounts entered are accumulated and calculated in the total for the employee to match for reconciliation. Enter coinage either as a total
amount in the first ‘Quantity’ text box, or click Coins Detail to display the Coins Count Detail screen.
The tab focus is on the top ‘Quantity’ text box. The amount calculates according to the entered quantity. Each time you press Enter, the cursor advances downward in the ‘Quantity’ text boxes. Ex: Select 3 and Enter on the keypad
for the x$20 quantity, and the system calculates $60 in the corresponding ‘Amount’ text box and tabs to the 50 ‘Quantity’ text box. The keypad contains arithmetic functions for adding, subtracting, multiplying and dividing.
Quantity — Specifies the quantities of on-hand currencies. A currency total is entered in the first and last ‘Quantity’ text boxes, therefore, you must enter
a decimal point.
Amount — Populates based on the quantity entered and the given currency value.
Coins Detail — Displays the Coin Count Detail dialog box for entry of loose and rolled change.
TOTAL CASH — Populates based on the sum of all entries in the ‘Amount’ text boxes, including the Coin Count Detail dialog box.
Accept — Exits and returns to the Cash Drawer Counts screen with the Total Cash amount.
Cancel — Exits and returns to the Cash Drawer Counts screen without saving.
Coins Detail Button
Click Coins Detail to reconcile the coin count. Enter coinage either as a total dollar amount from the Cash Count Detail screen, or itemized in Coin Count.
In contrast to the Cash Count screen, the Coin Count Detail screen only accepts entries of total amounts, not quantities. The tab focus is on the top ‘Loose Coins’ text box, then ‘Rolled Coins’. Each time you press Enter, the
tab advances until all text boxes are passed. The POS system calculates the totals at the bottom of each column.
To reconcile cash tender types:
1. Touch Cash from the Cash Drawer Counts screen.
2. Touch OK. The Cash Count Detail screen displays.
3. Enter the total amount of coins or click Coins Detail. The Coins Count Detail screen displays (Figure 17).
4. In the Coins Count Detail screen, enter the total amount of pennies in the .01 text box. Continue the previous step for all loose and rolled coins. The total is calculated each time Enter is selected.
5. Click OK to return to the Cash Count screen.
6. Enter the quantity of $1.00 bills by either touching the keypad to the right for the FOH, or clicking the keypad with a mouse on the BOH.
The amount calculates according to the quantity.
7. Continue for all bills. The total cash calculates each time Enter is selected.
8. Select Accept to save all data and return to the Cash Count screen or Cancel to not save data and return to the Cash Count screen.
9. Select Accept to save all data and return to the Cash Drawer Detail screen or Cancel to not save data and return to the Cash Drawer
Detail screen.
After all cash is counted and accepted, the Cash Drawer Counts screen returns with the calculated total displayed under the Amount column. Payment Reconciliation
is ready for the next payment type.
Activate Payment Reconciliation
Payment Reconciliation is configured to operate from the Aloha Manager Functions menu on the BOH terminal and the FOH POS terminals, or from the BOH terminal only. The Run Payment Reconciliation From inset located on the POS Security subtab in Maintenance > Store Settings > Security group has two settings to choose from, 'Front and Back of House' and 'Back of House'. 'Front and Back of House' is selected by default.
To determine where the Payment Reconciliation process is initiated:
1. Select Maintenance > Store Settings > Security group. The Security function tab displays with the POS Security subtab as the default.
2. Select either Front And Back of House or Back of House from the Run Payment Reconciliation From inset.
3. Click Save and exit the Store Settings function.
Job Code Settings
The Must Declare at Checkout inset located on the Functions subtab in Maintenance > Labor > Job Codes determines the job codes allowed to run Payment Reconciliation. Assign any employee handling a cash drawer and
needing to perform payment reconciliation at checkout to a job code with these settings.
The following check boxes relate to Payment Reconciliation:
Must Declare at Checkout — Requires employees to declare payment counts upon checking out for over/short calculations and activates the remaining options in the inset. If this is selected, 'Declare Cash Only' is selected by default.
Declare Cash Only — Requires employees to declare cash only upon checking out for over/short calculations. All other tender types are not required. The Aloha Cash Owed Report includes all employees who ring sales, regardless if
this check box is selected. However, ***** prints for employees who are not required to declare cash (this check box is not selected).
Reconcile All Tenders — Requires employee to reconcile all cash and noncash tenders at the end of each shift. Select this option to enable the ‘# of Attempts’ text box.
# of Attempts — Sets the number of attempts at reconciliation before management
intervention is required for completion.
To set a job code with the ability to perform Payment Reconciliation:
1. Select Maintenance > Labor > Job Codes. The Job Codes function tab displays with the Functions subtab as the default.
2. Select a job code from the Number drop-down list or create a new job code, if necessary.
3. Click Edit or press Enter.
4. Select the Functions subtab.
5. Select the Must Declare at Checkout check box. The 'Declare Cash Only' and 'Reconcile All Tenders' check boxes are now accessible.
6. Select either Declare Cash Only or Reconcile All Tenders.
7. If 'Reconcile All Tenders' is selected, enter the number of attempts an employee can unsuccessfully attempt to reconcile before manager
intervention is required in the # of Attempts text box.
8. Click Save and exit the Job Codes function.
Access Level Setting
If an employee exceeds the specified number of reconciliation attempts as defined in Job Codes, the function must be forced from an employee or manager
with sufficient access level
To set an access level with the ability to force Payment Reconciliation:
1. Select Maintenance > Labor > Access Levels. The Access Levels function tab displays.
2. Create new access level(s) or select an existing level from the dropdown list and press Enter. 3. Select the Employee subtab.
4. Select Force Reconciliation. 5. Click Save and exit the Access Levels function.
Required Tender Settings
Define each tender to include in the Payment Reconciliation process with the correct settings in the Reconciliation subtab located in Maintenance > Payments > Tenders. Configure the tenders to force employees to enter details or
enter totals only. You can configure totals to automatically populate for verification.
The following options relate to Payment Reconciliation:
Variance Amount Allowed — Defines the currency amount this tender can differ when verifying amounts for reconciliation. The variance amount applies to over and under the amount entered for reconciliation.
The system recognizes the variance amount from the first cash tender with $0.00 defined in the 'Default Amt' text box. Variance settings for all other cash tenders are not necessary and are invalid. If an amount is entered in
'Default Amt' and 'Variance Amount Allowed', the variance amount is ignored and the 'Variance Amount Allowed' text box becomes unavailable after the tender is saved.
Enter Details — Prompts for the entry of transaction detail when running Payment Reconciliation. Ex. If the tender is defined as personal checks, each individual check is entered.
Enter Totals — Prompts for the entry of the total amount when running Payment Reconciliation. For example, if a tender is defined as a Visa credit card, enter the total amount of all Visa transactions, without itemizing. This is the default selection.
Auto Fill — Populates all Payment Reconciliation fields without entering the amount. Use this scenario for operations that only verify payments.
To set up tenders for inclusion in Payment Reconciliation:
1. Select Maintenance > Payments > Tenders. The Tenders function tab displays with the Tender subtab as the default.
2. Create new tender(s) or select an existing tender from the dropdown list.
3. Select the Reconciliation subtab.
4. Select either Enter Details or Enter Totals from the Reconciliation inset for non-cash tenders.
5. Select Auto Fill to automatically populate totals.
6. Enter a Variance Amount Allowed for each non-cash tender and the first cash tender with a $0.00 'Default Amt'.
7. Click Save and exit the Tenders function.
Back Office Security Level Setting
If payment reconciliation is set to run from the BOH, a manager must have a sufficient BOH security level to access the Checkout Reconciliation menu option from the Functions menu. This option is available in the Standard Access security level or higher.
To set a security level with the ability to perform Payment Reconciliation from the BOH:
1. Select Maintenance > Labor > Back Office Security Levels. The Security function tab displays.
2. Select an existing level from the ID drop-down list.
3. Click Edit or press Enter.
If the ‘Cash’ check box is selected, ‘Enter Details’, ‘Enter Totals’, and ‘Auto Fill’ are not accessible. These options are ONLY available for non-cash tenders.
4. Select Functions...Checkout Reconciliation in the Functions list box.
5. Select E(x)ecute in the Security Level inset.
6. Click Save and exit the Security Levels function.
Checkout Button
Press the Checkout button in the FOH to invoke Payment Reconciliation. For TableService installations, the Checkout button is located on the Working with Tables screen or the Floor Plan Interface.
The Payment Reconciliation Process
This section discusses the Payment Reconciliation process and the various screens involved for inputting quantities and totals of tender types. Perform Payment Reconciliation from either the FOH terminals or the BOH file server, as defined in the Store Settings > Security group. In both cases, select the Checkout button from the FOH to start the function. The difference in scenarios is determined by operating procedures based on security, time, and tying up the POS terminals.
When the process is started, the Checkout button changes to Resume Checkout and the employee is no longer assigned to a cash drawer and cannot ring sales. Once Payment Reconciliation is completed, the button changes to Print
Checkout for the employee to select and complete their checkout. After the checkout is printed with the enhanced reconciliation information, the Clockout button displays so the employee can clock out. Run Payment Reconciliation
1. When you are ready to checkout and count the drawer, touch the Checkout button from the Working with Tables Screen. The message, “Checkout. Are You Ready to Run Your Checkout?” displays,
as shown in Figure 11:
2. Touch Yes to continue, or touch No to cancel.
3. If you are running Payment Reconciliation from the FOH, proceed to
the Cash Drawer Counts screen section. If Payment Reconciliation is
set up to run from the BOH only, it is intended that this procedure be
run with the assistance of a manager. An Office Checkout message, Aloha TableService Special Features Guide v5.3 Payment Reconciliation 33
“Please proceed to the Office to continue your checkout”, displays.
4. Touch the message box. You are not able to clock out until Payment Reconciliation is completed.
5. The manager must log in to Aloha Manager, and select Functions > Payment Reconciliation,
The Available Employees dialog box displays.
This screen lists the employees who have selected Checkout, but have not completed Payment Reconciliation.
6. Select a name, then click OK. The Reconciliation executable is invoked.
Cash Drawer Counts Screen
The Cash Drawer Counts screen is the main screen used for collecting information.
The list box includes all active tenders defined for Payment Reconciliation in which purchases for the specific shift were applied. Cash is recognized as an accumulation of all active tenders defined as cash in the Tenders dialog box.
Since this program can be run from the FOH, or the BOH, large scroll bars are available to make touch screen entry possible.
Payment Type — Contains all active tenders defined for inclusion in Payment Reconciliation in which purchases were applied.
Amount — Populates from the corresponding detail screen as each payment type is processed. If ‘Auto Fill’ is selected on a non-cash tender, the amount automatically displays for verification purposes.
OK — Opens the count dialog box for the selected tender type so totals can be entered.
Exit — Exits the Cash Drawer Counts dialog box and retains any entered data.
Done — Starts an attempt at reconciliation.
# of Attempts — Indicates the number of times Payment Reconciliation has been attempted.
Reconcile Cash
As discussed in Maintenance > Payments > Tenders, the Enter Totals, Enter Details, and Auto Fill options are not available when reconciling cash tender
types. Information for cash tender types is entered only in the Cash Count Detail screen.
The cash amounts are in order from low to high with an accumulating total at the bottom. All amounts entered are accumulated and calculated in the total for the employee to match for reconciliation. Enter coinage either as a total
amount in the first ‘Quantity’ text box, or click Coins Detail to display the Coins Count Detail screen.
The tab focus is on the top ‘Quantity’ text box. The amount calculates according to the entered quantity. Each time you press Enter, the cursor advances downward in the ‘Quantity’ text boxes. Ex: Select 3 and Enter on the keypad
for the x$20 quantity, and the system calculates $60 in the corresponding ‘Amount’ text box and tabs to the 50 ‘Quantity’ text box. The keypad contains arithmetic functions for adding, subtracting, multiplying and dividing.
Quantity — Specifies the quantities of on-hand currencies. A currency total is entered in the first and last ‘Quantity’ text boxes, therefore, you must enter
a decimal point.
Amount — Populates based on the quantity entered and the given currency value.
Coins Detail — Displays the Coin Count Detail dialog box for entry of loose and rolled change.
TOTAL CASH — Populates based on the sum of all entries in the ‘Amount’ text boxes, including the Coin Count Detail dialog box.
Accept — Exits and returns to the Cash Drawer Counts screen with the Total Cash amount.
Cancel — Exits and returns to the Cash Drawer Counts screen without saving.
Coins Detail Button
Click Coins Detail to reconcile the coin count. Enter coinage either as a total dollar amount from the Cash Count Detail screen, or itemized in Coin Count.
In contrast to the Cash Count screen, the Coin Count Detail screen only accepts entries of total amounts, not quantities. The tab focus is on the top ‘Loose Coins’ text box, then ‘Rolled Coins’. Each time you press Enter, the
tab advances until all text boxes are passed. The POS system calculates the totals at the bottom of each column.
To reconcile cash tender types:
1. Touch Cash from the Cash Drawer Counts screen.
2. Touch OK. The Cash Count Detail screen displays.
3. Enter the total amount of coins or click Coins Detail. The Coins Count Detail screen displays (Figure 17).
4. In the Coins Count Detail screen, enter the total amount of pennies in the .01 text box. Continue the previous step for all loose and rolled coins. The total is calculated each time Enter is selected.
5. Click OK to return to the Cash Count screen.
6. Enter the quantity of $1.00 bills by either touching the keypad to the right for the FOH, or clicking the keypad with a mouse on the BOH.
The amount calculates according to the quantity.
7. Continue for all bills. The total cash calculates each time Enter is selected.
8. Select Accept to save all data and return to the Cash Count screen or Cancel to not save data and return to the Cash Count screen.
9. Select Accept to save all data and return to the Cash Drawer Detail screen or Cancel to not save data and return to the Cash Drawer
Detail screen.
After all cash is counted and accepted, the Cash Drawer Counts screen returns with the calculated total displayed under the Amount column. Payment Reconciliation
is ready for the next payment type.
IndexRobert
Vendor
LOL,
Posrescue, got too much spare time???
Good explanation though. For anyone wanting to see it with screenshots, ask your reseller for a 6.1 CD. On CD 2 or 3 you will find documentation about this, and many other features.
Posrescue, got too much spare time???
Good explanation though. For anyone wanting to see it with screenshots, ask your reseller for a 6.1 CD. On CD 2 or 3 you will find documentation about this, and many other features.
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