Frequently
Asked Questions
Point
of Sale
Click on one of the questions below to find the answer.
Point
of Sale (IP) - links all Zortec packages (Business License, Miscellaneous Receipts,
Court Docket, Utility Billing, Property Tax) with a single receipting/payment
function. Basically, it allows you to
stay in one software package and post payments to all other receipt packages.
It also allows for the tracking of how payments were made (cash, check,
money order, etc) and extensive reporting functions such as a Deposit Report
that can be taken to the bank with the daily deposit.
May be done by the cashiers:
From Point of Sale menu select option 1 Receipting
and then the following options from the
receipting menu:
Option 12
“Deposit Report” prints
activity for bank deposit
Option 5 “Cash
Drawer Balance” print
to receipt printer or regular printer
Option 24
“Close Session” enters
control totals
Option 23 “Print
Session Report” prints
activity report This report can be long and hard to read.
Option 13
Print Receipt Charge Report” prints
summary (one line) for each receipt entry. This report is the most common used
when balancing cash drawer and looking for errors
Option 14
“Print Receipt Payment Report” prints
summary (one line) for each payment received. This report is the most common
used when looking for check or cash errors
Option 25 “Verify
Session” checks
for errors-may not be required, depends on setup.
Option 26 “Process
Session” puts receipts into history
May be done by someone other than by the cashiers
From Point of Sale menu select option 5 General Ledger Interface and then the following options from the receipting menu
Option 11 “General Ledger Interface-Print G/L Report”
Option 1 “General Ledger Interface-Create G/L Packet”
The General Ledger interface is used to send payment entries from Point of Sale to the General Ledger system based on links defined in each application.
Very important, before this option is ran, be sure all Utility Billing packets for the selected day’s work have been processed in the Utility Billing software ,if direct processing is not used. To verify that all Utility Billing packets have been processed, choose Utility Billing, Cash Receipts, and Packet Control.
In Point of Sale menu select option 5 General Ledger Interface and press enter. Once in the General Ledger Interface Menu then select option 11 General Ledger Report and press enter. The cursor will be blinking in the “Session Date/ID/Seq “ field press the F5 key for the GL Session ID Selection screen to appear. Enter a Y beside each session for the day, once you have selected your session the screen will return to the General Ledger Report screen. The cursor will be blinking in the “Session Date/ID/Seq” field press enter until the cursor is in the “Division” field leave this field blank and press enter until the cursor is blinking in the “Totals Only” field answer N to print detailed transactions or answer Y to get totals only. After that question press the F9 key and enter printer number
Note: If preferred, the Create General Ledger Packet option
may be ran as Report Only; in the Create Packet field enter an N, instead of
using the report from option 11 to verify totals.
Once you have verified report totals to receipts taken by cashiers or bank deposit and the totals are correct. Once in the General Ledger Interface Menu then select option 1 “Create General Ledger Packet” and press enter. The cursor will be blinking in the “Session Date/ID/Seq “ field press the F5 key for the GL Session ID Selection screen to appear. Enter a Y beside each session for the day, once you have selected your session the screen will return to the “Create General Ledger Packet” screen. Press enter until the cursor is blinking in the “Create Packet” field enter a Y to print the report and create the GL packet. If you leave defaulted to N the system will only print the report and does not create the general ledger packet. Once you have type in a Y the system will ask you the following question at the bottom of the screen “Do you want to continue? “ type in a Y and press enter. Next you will printer number enter the printer number you wish to use and press enter. The following fields will appear and must be answered:
Division ( ) This field cannot be changed. The system automatically creates a packet for each division that receipts are linked to in the selected sessions.
Packet Name ( ) Name of packet for general ledger
Packet Period ( ) Month and year of current posting period or period that packet process to in the general ledger.
Reference ( )( ) Optional --may be left blank or use standard GL references
Packet Date ( ) Date of general ledger packet
Do You Want To Continue? Y/N enter a Y
Below is an example of the Create General Ledger Packet screen print.
Go to General Ledger Application to print, verify and process packet.
To re-create the packet from Point of Sale main menu, select option 52 “Utilities”. Once in the utilities menu select option 21”Create GL Interface Session”. Enter the session date, ID and sequence of each session to put back into the GL interface session control. The sequence will be 1, most of the time. If you are unsure of the correct information, from Point of Sale main menu, select option 2 “Receipt History”, then option 21 “Session Control History Inquiry”.
Then
create a general ledger interface as normal.
If
a payment is posted to the wrong account or if a payment is posted to an account
and the money was not intended to be a utility payment, the correction should
be made in Point of
Voiding the receipt and entering it correctly will fix the account.
If the session has not been processed, from Point of Sale, choose Receipting and Void Receipt. Enter the session id that contains the incorrect entry. Choose the incorrect entry and void it. After voiding the incorrect entry, make the correct entry using the normal Point of Sale posting procedures.
If the session has been processed, from Point of Sale, choose Receipt History and Void History Receipt. Create a new session that will contain only the correcting entries. Find the incorrect receipt and void it. After voiding the incorrect entry, make the correct entry using the normal Point of Sale posting procedures. Be sure to make the correcting entry into the new session that was created for the voided entry. Close and process this session as usual. If you are using the General Ledger Interface, a session will appear in the interface that will correct the general ledger accounts.
If
corrections like this are not made through Point of Sale, they may be made through
each individual application but you must remember to notify the accounting department
so they can correct the general ledger accounts.
This problem is usually caused by the user's PC loosing power and/or connection to the server.
First, reboot the user's PC. If this
does not solve the problem, and you are a Unix site, have your System Administrator
'kill off' all the Z processes running for the user who reported the error.
If this does not solve the problem, the server must be rebooted to free the
receipt group.