Setting up Secure Cash

Function

Secure cash is a function which prompts the cashier to declare an opening float and money in the cash drawer at the end of the day to aid cashing up. This is done by opening and closing the Xpos terminal.   Once set up each cashier will use a pin number to start a sale. 

 

Required Setup

The following must be in place for secure cash to function.

• Terminal - pin required = on
• Terminal – secure cash = on
• Terminal – lock terminal option = value to be confirmed [never/always/1 minute/5 minute]
• Staff email – staff member must have a valid email address assigned
• Staff pin – staff must request a pin code for sales access.

Terminal Setup Guide:  From the universal search bar, enter the word “terminal” and choose the function “terminals”.   

• Click on your terminal, then edit terminal

In Options:

• Require pin = tick on
• Use secure cash = tick on

Click Save, then edit terminal again to enable the lock terminal options below

In Lock Terminal:

• Choose one of the options.  Never, always, 1 minute or 5 minutes. [explanation below].
• Save – to save the settings. 

Lock Terminal	Function
Never	You will be logged back in again as the previous staff member. [To change staff member you must use the lock terminal Button]
Always	You will be prompted to select a staff member and confirm your pin number for each sale.
1 Minute	If new sale pressed within 1 minute of the last transaction, you are logged back in as the same staff member.   After 1 minute of inactivity, the terminal is locked, which means you will be prompted to select a staff member and confirm your pin number.
5 Minutes	If new sale is pressed within 5 minutes of the last transaction, you are logged back in as the same staff member.   After 5 minutes of inactivity, the terminal is locked, which means you will be prompted to select a staff member and confirm your pin number.

 

(If more than 1 terminal, repeat this setup for each)

 

Staff Pin Guide

After switching on require pin/secure cash.   Go back to the POS and choose new sale

• Select staff member to Login
• Click on “email new pin”

This will send an email containing your new pin to the email address set against the staff member in the staff setup area.  This pin is auto generated and cannot be manually set. If lost or forgotten, a new one can be requested.

Secure cash now setup and ready to use.

Note!  On the initial setup, just close the terminal after requesting your staff pins.

 

How it Works

Step 1:  Start of day process – open terminal and declare opening float

At the start of each day, you must choose open terminal to declare the opening float.   [If you see “close terminal” then it is still open from the day before or has been opened already] so will need to be closed first.

 

Note!  On the initial setup, just close the terminal.

• Click on open terminal
• Select staff member to Login
• Enter staff pin number 
  • If forgotten, use Forgot Pin to generate a new one.

• Enter the starting float value into enter amount of float
  • Note: The counting tool will show the cash denominations if required.
• Add note if required.
• Next will confirm opening float. Till is now ready for use.

 

Step 2:  New sale process

Once the Opening Float has been declared, you are ready to make sales.   The list of staff names has been replaced with a new sale button.

• Click new sale
• Select staff member to Login
• Enter staff pin number 
  • If forgotten, use mail new pin option to generate and email a new one to the staff member's email address.
• You can now make a sale.

Note:  Depending on your lock terminal options, pressing “new sale” will either log you into the till automatically as the previous staff member or prompt you to select a staff member and enter your Pin.  [See setup section for a reminder of the settings and actions].

 

Step 3:  End of day process – close terminal and declare cash drawer

This task should be performed once all sales have been processed, cash drawer contents counted and any credit card terminals finalised.   Use the open till function to open the Cash Drawer.

• Close terminal:  Click on close terminal from the sales list screen.

• Select staff member to Login
• Enter staff pin number 
  • If forgotten, use forgot pin to generate a new one.

You are now presented with a summary of information:

#1 = Transactions. Layaways, opening float and counted value.

#2 = Activity summary.

#3 = Tenders and counted fields

#4 = Next to complete.  

In the tender section [#3] enter the amount counted against each tender.   You can use the counted tool to assist by denomination and quantity if required.  As you enter values, the counted field [#1] will show a running total so far.

Important:  The cash total should always include the original float amount.  

When all values entered

• Choose next to move to the cash up summary page. 

In the example below there is a deliberate shortage of £1.00 on sales plus the original float value of £50 declared . This is to demonstrate how differences appear on the report.

• Cash up summary:  Confirms counted value and option to add a note. 
• Close terminal:  Closes and provides option to print a secure cash report.
  • Note: Use back button if required to amend any figures.

The terminal is now closed:

• Yes will display the report on screen where you can print the report to A4 or choose to save to PDF.
  • Current Recommendation:  Save to PDF file as there is no way currently to view the report once it has been closed.
• No will close the screen without any print.

Answering yes, will display the secure cash report on screen with the following information:-

• Session number.
• Open/close dates and times, staff member.
• Counted, expected and difference.   

Recommendation is to save the report as a PDF document so that it can be re-printed and viewed at any future date.  Click on Icon no #2. 

To print to A4, click on printer icon #1.

Finally, close [top right] to exit secure cash.

This takes you back to the sales transaction list and the open terminal option, ready for the next day or session.