Dynamics Shift and cash drawer management
This post explains how to set up and use shifts at the Commerce point of sale (POS).
In Dynamics 365 Retail Commerce, the term shift refers to the sum of POS transaction data and activities between two points in time. For each shift, the expected amount of money is compared to the amount counted and reported.
Shifts are usually opened at the beginning of the workday. At this point, the user reports the starting amount in the cash drawer. After that, sales movements are carried out during the day. Finally, at the end of the day, the drawer is counted and the closing amounts are reported. The shift is closed and a Z report is created. The Z report shows if there is an excess or deficiency.
Typical shift scenarios
Commerce offers a variety of configuration options and POS transactions to support a wide range of end-of-day business transactions for POS. This section describes some typical shift scenarios.
Fixed cash drawer
Traditionally, this scenario has been the most frequently used one. It is still widely used. In a “fixed cash drawer”, the shift and cash drawer are associated with a particular safe. These do not go from one record to another. A “fixed case drawer” shift can be used by a single user or shared with multiple users. No special configuration is required for shifts with “fixed case drawers”.
Delegated cash drawer
The shift and cash drawer can be switched from one safe to another in the “transferred safe with drawers” shift. A safe can only have one active shift per cash drawer, but shifts can be suspended and resumed later or in another safe.
Let’s say there are two safes in a store. Each cashier opens at the beginning of the day, and at that moment the cashier opens a new shift and enters the starting amount. When a cashier is ready to take a break, he suspends his shift and takes the cash drawer from the cash drawer. That safe will then be suitable for use by other cashiers. Another cashier can enter his own shift at that cashier and open his shift. Once the first cashier’s break is over, he can continue his shift in one of the other safes that became available. No special configuration or permission is required for shifts with “drafted safe drawers”.
Many retailers prefer to allow one user per shift to help maximize the countability level of cash in the cash drawer. If only one person is allowed to use the cash drawer associated with a shift, that user may be the sole responsible for all disputes. If more than one user is using a shift, it is difficult to determine who made the mistake or who was trying to steal money from the cash drawer.
Some retailers prefer to allow multiple users per shift, compromising the level of computability provided by single-user shifts. This approach generally applies to situations where there are more users than the number of safes available, and the need for flexibility and speed overrides possible losses. It is also common when store managers do not have their own shifts and use their cashier’s shifts when necessary. The user who wants to log in and use the shift that another user has opened must have the Allow multiple sign-in POS permission.
The “shared shift” configuration allows retailers to have multiple shifts, cash drawers and a single shift for the user. In the shared shift, there is a single starting amount and a single closing amount outlined across all cash drawers. Shared shifts are most often used on mobile devices. In this scenario, a separate cash drawer is not allocated for each safe. Instead, all safes can share a single cash drawer.
To use shared shifts in a store, the cash drawer must be configured as a “shared shift drawer” in Retail and Commerce> Channel setup> POS setup> POS profiles> Hardware profiles> Drawer. In addition, users must have one or both shared shift permissions (“Allow managing shared shift” and “Allow using shared shift”).
Only one shared shift can be opened at a time in each store. Shifts and independent shifts shared in the same store can be used.
Shift and drawer operations
Various actions can be taken to change the status of a shift or to increase or decrease the amount of money in the cash drawer. This topic explains shift operations for Modern POS and Cloud POS.
POS requires an active and open shift for users to perform any transaction that will generate a financial move, such as sales, returns, or sales orders.
When a user logs in to the POS, the system first verifies whether the current cash register has an active shift for that user. If there is no active shift, the user can open a new shift, maintain an existing shift, or log in to the “no drawer” mode, depending on the system configuration and permissions it has.
Declare start amount
This is usually the first action for a newly opened shift. For this transaction, users specify the initial cash amount in the cash drawer for the shift. This process is important because the initial amount is taken into account when calculating the excess / deficiency when closing a shift.
Case transfer input
Cash deposit entries are non-sales movements that are performed in an effective shift to increase the amount of cash in the cash drawer. A typical example of the case cycle entry is the act of adding additional money to the drawer when it starts to decrease.
Removals are non-sales transactions to reduce the amount of cash in the cash drawer in an effective shift. This process is often used in conjunction with the Vault transfer entry in a different shift. For example, cash in money 1 is running low, and the user in cash 2 performs a payment removal to reduce the amount of the cash drawer. In this case, the user in safe 1 makes a cash register entry to increase the amount in the cash drawer.
Users can suspend their active shifts or move their shifts to a different safe to drop the safe to another user (in this case the shift is often called a “dumped shift” shift).
Suspending the shift prevents new moves or changes until the shift is restarted.
This allows users to continue a previously suspended shift in a safe that does not have an active shift.
This is done to indicate the total amount of money available in the cash drawer. Users often do this before closing a shift. Excess / missing amount is calculated by comparing the specified amount with the expected shift amount.
Money transfer to the safe
Money transfer to the safe can be carried out at any time during an effective shift. This process removes the money from the cash drawer and thus the money is transferred to a safer place, such as a safe in the back room. The total amount recorded for cash transfers to the safe is included in the shift totals, but does not need to be counted as part of the safe count.
Money transfer to the bank
Just like cash transfers to the bank, money transfers to the bank are carried out in effective shifts. This process removes the money from the shift to prepare it for bank deposit.
Close the shift completely
Completely closed shifts are shifts that are no longer active but not fully closed. Unlike suspended shifts, completely closed shifts cannot be resumed. However, operations such as “Declare start amount” and “Cash count” in these shifts can be done later or in a different cash register.
Fully closed shifts are often used to drop the safe into a new user or shift without first counting, reconciling, or closing the shift.
This process calculates shift totals, excess / missing amounts, and then ends the active or fully closed shift. Depending on the user permissions, a Z report is also printed for the shift. Shifts that are closed cannot be resumed or changed.
This process creates and prints an X report for the current active shift.
This process reprints the last Z report that the system generated when closing a shift.
This process allows users to see all active, suspended, or fully closed shifts for the store. Depending on their permissions, users can perform final closing procedures such as Cash counting and Close Shift for fully closed shifts. This allows users to view and delete invalid shifts in rare cases when shifts are left in bad condition after switching between offline and online modes. These invalid shifts do not contain any financial information or transaction data required for reconciliation.
Shift and drawer permissions
The following POS permissions determine what a user can and cannot do in various scenarios:
Allow to close completely
Allow printing X report
Allow printing Z report
Allow cash count
Allow remaining amount notification at checkout
Open drawer without sales
Allow single sign-on – This permission allows the user to sign in and use a shift opened by another user. Users without this permission can only log in and use shifts that they open.
Allow managing shared shift – Users must have this permission to open or close a shared shift.
Allow using shared shift – Users must have this permission to sign in and use a shared shift.
Notes on back office end of day
The method of using shifts and cash drawer reconciliation in POS is different from the method of summarizing movement data during the calculation of the statement. It is important to understand this difference. Depending on your configuration and business processes, shift data (Z report) at the POS and a calculated statement in the back office can give you different results. This difference does not necessarily mean that one of the shift data or the calculated statement is incorrect or there is a problem with the data. This means that only the specified parameters may contain more or less transactions or the transactions are summarized differently.
While each retailer’s business needs are different, we recommend that you set up your system to avoid situations where such differences occur:
Go to Retail and Commerce> Channels> stores> All stores> Extract / close and Shift both the Extract method field and the Shutdown method field for each store.
This setup helps ensure that back office statements contain the same movements as shifts in the POS and summarize the data in that shift.
For more information on extract and shutdown methods, see. Store configurations for retail statements.