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Knowledge Sharing Document

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Cash Management Configuration
Guide

Approvals
Product Management
QA Management

Created by: Bhagya Devanarayana

Document Date: 09/23/14

The information contained herein reflects Micros Systems Inc’s intended direction with respect to product strategy. This paper does not
bind Micros Systems Inc., to any contractual obligations. "Micros Systems Inc., endeavors to ensure that the information in this document is
correct and fairly stated, but does not accept liability for any error or omission. Furthermore, this document is not part of any contract or
license save insofar as may be expressly agreed in writing and duly signed with authorized signatures".
IT Consulting ● Technology Implementation ● DW/BI ● BPM ● Application Outsourcing ● Software Testing ● Partner Product Services
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Revised:

Contents

1 Overview Cash Management.........................................................4

2 Related User Stories...................................................................6

3 Test Design and Execution Strategy Information....................................6

4 Enable Cash Management links under EMC..........................................7

5 Setting CM Parameters................................................................8

6 Enable User privileges related to Cash Management...............................8

7 Setup Currency and CM classes.......................................................9

8 Add Counting Units for selected currency...........................................10

9 Add Cash Management transaction items for selected currency...................10

10 Set up Cash Pull threshold Sets.......................................................12

11 Setup PAR Level Sets..................................................................13

12 Define a Count sheet for receptacle..................................................14

13 Define a New Account.................................................................15

14 Define a New Vendor..................................................................15

15 Create Cash Management Reasons..................................................16

16 Define a Receptacle Template........................................................17

17 Define a Receptacle...................................................................19

18 EMC Configurations to set up Employee and Cash Drawer.........................20

19 Page Design related configurations in EMC..........................................21

20 Till receptacle related functions - Cash Management Operations..................22

21 Safe receptacle related functions- Cash Management Operations.................23

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22 Bank Deposit receptacle related functions - Cash Management Operations......24

23 Reports Testing and Status View - in OPs............................................25

24 DB Verifications........................................................................26

25 Trouble shooting steps................................................................27

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1 Overview Cash Management

Cash Management (CM) is something that is used by every MICROS customer in
some form or fashion today. Depending upon the customer, there may be a
desire for a large or small amount of control over the cash environment. The
functionality implemented will need to be flexible enough to allow for this
desire in addition to handling the use cases of different vertical markets.

Cash Management is a term that is ascribed to the ability to track how much of
a physical tender (cash typically, though not limited to cash) is currently located
in the store and where that money is – a till, the safe, a deposit bag, etc.
Standard reporting in a Point of Service (POS) system records how much
revenue has been collected by an individual employee or workstation.
However, the POS does not actually track the physical currency which is
collected and where it is currently located in the store. How the money arrived
in the cash drawer at the start of the shift and what happens to the cash that
goes out for a deposit to a bank is something that the POS knows nothing
about. CM functionality allows an operation to watch the flow of the currency
and other designated tenders through the store from the point of reception
(e.g., cash register) to the point of exit (e.g., bank deposit). CM has the ability to
provide auditing of the different containers (e.g., tills, server banks, and safes)
where cash is held to ensure that the money is where it is supposed to be.

There are times when cash needs to leave the store for the purposes of paying
a repair man or a food delivery. CM is used to log and report on those
payments. This functionality ensures that when money leaves the store for a
reason other than going to the bank, the expense can be tracked and
monitored.

Cash Management will allow for the creation of safe from which the flow of
money into and out of will be tracked. The safe is the central point of all cash
operations in a restaurant. From the safe, tills will be issued to employees and
workstations and the accumulation of money in the front of the house will be
tracked. At the end of the shifts, the money will be returned to the safe Where
it can be counted and audited to ensure that none of it missing. At the end of
the day, it will be possible to create bank deposits which will represent the
permanent departure of the money from the safe.

When consumers use credit cards to pay for goods, there are processes which
occur behind the scenes which ensure that the funds reported by the POS as
being collected wind up in the bank account for the store. CM enables this type
of auditing and control for other forms of currency.

Once the deposit has left the store, there is a function that can be used to
confirm that the deposit was received by the bank for the same amount that
was reported by CM as having left the store. Any variances between the
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deposit information at the bank and what was logged within CM can be caught
and accounted for.

CM also aids with security in a store. In some environments, there is a desire to

limit the amount of cash that is available at the register in case of a robbery.
CM can be configured to notify the cashier and manager that a cash pull needs
to be made from the till so that the money can be taken to the safe and stored.
When that cashier counts out at the end of the shift, the reports will indicate
that the cash pull was already made so that the cashier does not appear “short”
on the money count.

CM addresses many business problems that are faced by customers today. CM

functionality allows operations to track cash and other physical tenders to
ensure that there is less theft in the stores (or revenue centre). Furthermore,
with some integration into devices like change counters and cash scales, it can
be used to speed up the cashier count out process and ensure a higher degree
of accuracy when closing out drawers.
The new functionality will also provide enough information from the
organizational level reporting to allow auditors to compare deposit records
from a store against bank statements. This functionality ensures that all of the
monies reported as collected by the POS have been received by the financial
institution.
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2 Related User Stories

 Followings are the User Stories related to the Cash Management

3 Test Design and Execution Strategy Information.

 Test Plan

Implement Employee
and Cashier Shifts Test Plan 8-23-13.doc

 Test Design Matrix

N/A
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4 Enable Cash Management links under EMC.

1. Setup-> Enterprise parameters -> EMC Modules-> De-select the CM modules

2. Verify the enabled links.

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5 Setting CM Parameters
1. Enterprise level->Setup-> Cash Management parameters->options -> Select
Enable Cash Management -> Enable reasons related to CM operations

6 Enable User privileges related to Cash Management

1. Enterprise level-> Configuration-> Employee maintenance -> Search for
employee records -> Select employee

2. Select employee record-> roles-> Click on arrow head->Operations tab -> Cash
Management tab -> Enable CM privileges
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7 Setup Currency and CM classes

1. Setup-> Currency-> Add record-> Enter currency details->Select no of digits

2. Setup -> Cash Management Classes-> Add record-> Select Currency ->Select
Allow in BD option
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8 Add Counting Units for selected currency

1. Setup->Cash Management Classes->Select created CM Class record-> Counting
units tab->Add Units [Un tick for non-denominated units such as credit
cards…..]

9 Add Cash Management transaction items for selected

currency
There are 3 types of Transaction items; which are affecting to the transaction balance.

1. Tender/media (Tender/media types : Loan/Pickup/Payments/Service Total)

2. Service Charges
3. Discounts
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We need to configure those separately by going through the Tender /media, Service
Charges and Discounts links. For each of them we need to select below 91 and 92
option bits; thereafter it can affect to the transaction balance and display under CM
Classes.

1. Setup->Cash Management Classes->Select created CM Class record->

Transaction Items tab -> Add Records for Tender /media, Service Charges and
Discounts-> Select the pre-configured items from drop downs
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10 Set up Cash Pull threshold Sets

Cash Pull Threshold Set will be utilized by a receptacle to control use when cash values
in the receptacle have reached the defined threshold levels.

1. Set up-> Cash pull Threshold sets-> Add record to create cash pull threshold set

2. Select the Cash pull record -> Form View-> Add Cash pull Threshold levels
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11 Setup PAR Level Sets

PAR Levels applicable only for safe receptacles. PAR levels are used to define the
amount of currency which need for the day in order to continue transactions. As an
example there can be more guests during the week ends than weekdays where
cashiers have to keep more money in order to give change/balance. 

1. Set up-> PAR levels-> Add record for PAR Level Set -> Form View-> Select CM
class for currency-> Add units -> Enter the amount of currency
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12 Define a Count sheet for receptacle

Count Sheets are using during the counting of a receptacle. The Count Sheet value in
the receptacle template determines the Count Sheet that will be part of the receptacle
for the counting of any tracked transactions.

1. Set up-> Count Sheets-> Add record for Count Sheet-> Form View-> Add page
-> Add Group-> Select CM class for currency-> Add units
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13 Define a New Account

User can select account when performing a transaction.

1. Set Up ->Accounts->Add record for Account

14 Define a New Vendor

1. Set Up ->Vendors->Add record for Vendor->Select configured account

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15 Create Cash Management Reasons

When certain Cash Management operations are performed, the Ops user is allowed,
and sometimes required, to enter a reason for performing the operation. For example,
users must provide a reason for adjustment operations.

1. Navigate to <Enterprise / Zone / Property / Revenue Center> | Descriptors tab

| Reasons | Cash Management Reasons.

2. Highlight the Cash Management transaction-> Click Add Reason -> Enter the
name of the reason (Each reason name can be used only once per transaction
type) -> Save the changes.
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16 Define a Receptacle Template

Templates allow the user to set the initial configuration for a new cash receptacle. This
usually includes starting amount, assign a count sheet, cash pull threshold set etc..

There 3 types of receptacle templates.

1. Till
2. Safe
3. Bank deposit

1. Set Up ->Templates->Add record for Template->Form View-> Select receptacle

type-> Configure receptacle details as below

- Till receptacle template configuration

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- Safe receptacle template configuration

- Bank Deposit receptacle template configuration

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17 Define a Receptacle
User can define Till, Safe, Bank Deposit receptacles using the receptacle templates.
User can deactivate the defined receptacle by selecting the options.

1. Set Up ->Receptacles->Add record for Receptacle-> Select receptacle type->

Select receptacle template
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18 EMC Configurations to set up Employee and Cash Drawer

Assignment:

1. Employee record with Cash Drawer

2. WorkStation with Cashier Cash Drawer

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19 Page Design related configurations in EMC

After configuring above Cash management related functionalities in EMC, User needs
to configure below buttons under page design.

Configuration-> configure below buttons under page design

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20 Till receptacle related functions - Cash Management

Operations

User needs to follow below functioning order (except 5 to 7), after configuring the Till
related button functionalities.

1. Assign Till to Cash drawer:

This will allow a user to assign a Till to the Cash Drawer on a Workstation.

2. Assign User/Multiple Users to Till

This will allow a user to assign multiple users to a Till.

3. Quick Start Till

Without performing Assign Till to Cash drawer/users this will allow a user to
Assign a Till to the Cash Drawer on the local Workstation and assign the logged
user to the Till.

4. Adjust Starting amount

User can Adjust the Starting Amount for a Till session on a Cash Drawer on the
local Workstation.

5. Transfer from :

Till to Till
Till to Safe
This will allow user to transfer funds from the Till session on the local
Workstation to another receptacle.

6. Deposit Cash

This will allow user to deposit funds from the Till session on the local
Workstation to a Bank Deposit session.

7. Cash Pull

This will allow the user to pull funds from the Till session on the local
Workstation to a Safe receptacle.

8. Count Till

This will present a form to user to enter the current counts of items that are
contained within the Till for a Cash Drawer on the local Workstation.
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9. Adjust count

After counting a Till, User can adjust the count for a Till for a single Cash Drawer
on the local Workstation.

10. Close Till

This will allow the user to close a Till session. Enabling Allow non-Zero Balance
option will allow a receptacle session where the session balance has not been
returned to zero to be closed. This configuration setting provides a way for
administrators to operationally require any users to return their session back to
a starting amount in order to close the session.

11. Un assign User from Till

This will allow user to Un-assign a User from the Cash Drawer on the local
Workstation.

12. Un assign Till from Cash Drawer

This will allow user to Un-assign a Till from the Cash Drawer on the local
Workstation.

21 Safe receptacle related functions- Cash Management

Operations

User needs to follow below functioning order (except 4 to 5), after configuring the Safe
related button functionalities.

1. Open Safe Receptacle

This will allow the user to open a new Safe session for a defined Safe
available at property.

2. Paid In

This will allow the user to add funds in the Safe session that were not
received from another receptacle or Guest Check. These are funds that
would increase the Safe session balance but were not transferred from an
existing receptacle in the system or were funds utilized to reconcile a
balance on a Guest Check.

3. Paid Out
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This will allow the user to remove funds in the Safe session that will not be
received by another receptacle or Employee. These are funds that would
decrease the Safe session balance but were not transferred to an existing
receptacle in the system or were funds utilized to pay out a user’s Tips.

4. Transfer from :

Safe to Till
Safe to Safe
This will allow the user to transfer funds from the Safe session to another
receptacle.

5. Deposit Cash

This will allow the user to deposit funds from the safe session to a Bank
Deposit session.

6. Add Funds

This will allow the user to add funds to Safe.

7. Remove Funds

This will allow the user to remove funds from safe.

8. Count Safe

This will present a form in which to enter the current counts of items that
are contained within a Safe Session.

9. Adjust Count

This will present a form in which to adjust values that were entered for a
count against a Safe Session.

10. Open Change Order Request

Change Orders are used to track funds that have been sent to a banking
institution to be broken up into requested denomination units. This will
allow user to create a new Change Order request from the Safe session.
User submits a Change Order request and the Change Order chit is
produced and sent to the local printer automatically.

11. Close Safe

This will allow the user to close a Safe session.

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22 Bank Deposit receptacle related functions - Cash

Management Operations
User needs to follow below functioning order, after configuring the Bank Deposit
related button functionalities.

1. Open Bank Deposit

This will allow the user to open a new session for a Bank Deposit.

2. Transfer :

From Bank Deposit to Till

From Bank Deposit to Safe
Between Bank deposits

This will allow the user to transfer funds from the Bank Deposit session
to another receptacle.

3. Adjust Cash Deposit

This will allow the user to adjust the amount of the cash deposit
received from a till or server bank session.

4. Reconcile bank Deposit

This will allow user to close the bank deposit. Entering Max value for
Bank Deposits will utilizes the maximum balance filed to determine the
highest value that is permitted to be part of a bank deposit in order to
be submitted reconciled.

23 Reports Testing and Status View - in OPs

Users are assigned privileges to run specific property reports related to active
receptacle sessions at their property.

Till Report

This report provides information about a Till session for the local workstation.

Till Banking Report

This report provides information about all open till sessions for the property.

Cash Pull report

This report provides a list of all unreconciled Cash Pulls at the property.
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Count Sheet Report

When the user has completed and saved the receptacle count, a Count Sheet report is
automatically sent to the local printer.

Over/Short Detail Report

This report provides details over/short information about all counted receptacle
sessions for the property that recorded an over/short based upon count results.

Safe Report

This report provides information about all open Safe sessions for the property.

Bank deposit Report

This report provides information about all open Bank Deposit sessions for the
property.

View Receptacle Status

User can view the following information from the dashboard:

 Tills -Open Till Session Count/Current Till Session Balance

 Safes -Open Safe Session Count/Current Safe Session Balance
 Bank Deposits -Open Bank Deposit Session Count/Open Bank
Deposit Session Balance
 Cash On Hand
 Total of -Till, Safe and Bank Deposit Balances

24 DB Verifications
We can set the length of time Cash Management data will be present in the database
at the enterprise and property levels.

1. Navigate to <Enterprise level> | Setup tab | Enterprise Parameters | Miscellaneous

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In the Purging section, set the Days To Keep for CM Transaction Detail. This is the
number of days from the time a transaction has been reported to the enterprise that it
will be retained for use in reporting and auditing. The minimum retention is 1 day; the
maximum retention is 999 days. Once the number of days to keep has expired, the
Cash Management data will be purged during a scheduled event.

Clearing Totals

As part of the current data that is cleaned up with the Clear Totals feature, the
following Cash Management tables have been included:

 CM_RECEPTACLE_DETAIL
 CM_TRANSACTION_DETAIL
 CM_EMPLOYEE_TILL_ASSIGNMENT
 CM_COUNT_DETAIL
 CM_COUNT_DETAIL_CLASSES
 CM_COUNT_DETAIL_ITEMS

25 Trouble shooting steps

 Unable to access the WS DB (Win 32)

If you are unable to Access the Workstation CAPS DB in win 32 machines, please follow
the bellow steps and retry to connect.
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1. Go to Taskmgr and kill the ServiceHost.

2. Go to task manager navigate to service.msc
3. Search for Windows/Firewall and make sure to Disable it.(Right click –
properties –Start-up type - select Disable and save.
4. Select SQL Server Browser and make sure service up and running.
5. Navigate to start menu – programs – SQL server 2008 R2 – configuration tools –
SQL Sever configuration manager – Protocol for express – TCP IP – TCP port
should be 1433

 OPS WS displaying some errors after Upgrade.

1. Check the OPS build version and EMC build version is correct
2. Make sure the IP (Property) is correctly set in the Cal packages and set it
as “Install” for Service Host Prereqs and Service Host, then reconfigure
the CAL in the WS.

3. Stop the Service Host. Log in to the WS DB and delete the both
“DataStore” and CheckandPostDB” and Rerun the Service host. (Make
sure you logged in to the exact related DB before delete.)

 Override
Make sure none of the properties are “Override” with the configuration. Property
or RVC level Control parameters > General > Override.