49 Store Open and Close

Store Close

The store is closed to lock out certain business transaction functionality. The store close process clears daily data, accepts downloads from the home office, and prepares your store to open for a new business day. The store close is divided into multiple, individual processes. Oracle Retail Xstore Mobile POS guides you through each step in the process.

Store Open

The store open process opens the store for the new business day. The store is opened to allow business transactions in the system. The store open process begins when an associate signs on for the first time after a store close is finished. Oracle Retail Xstore Mobile POS guides you through each step in the process.

This chapter covers the following topics:

• Closing the Store

• Opening the Store

• Calling the Update Service

• Manually Refresh Promotions

Closing the Store

Prerequisites: To begin the store close, all of the tills and registers must be closed for the business date and all associates should be signed off, except for the closing associate and the till open for that register. The store safe must be counted and reconciled.

Note: If your store is configured to use safe bags, all Safe Bags that are in undeclared status must be "declared" prior to store close.

The store close function is highly configurable and your process may be different from the instructions below. Every effort has been made to include notes or examples of additional steps that may be configured for your store.

Note: If your store has a lead register where the database is hosted, the lead register must be the last register closed. If you attempt to close the lead register before all other registers are closed, the system prompts you to close the other registers before closing the lead register.

Note: All offline transactions need reviewing and either approved or rejected before the store is able to close. See Reviewing Offline Transactions for more information.

1. At the Login screen, log in with your user name and password.

2. The Main Menu displays. Select Till.

3. Select Open/Close Options from the Till menu.

   Figure 49-1 Till - Open/Close Options

   
   
   
   

   Note: Store Open and Store Close activities are controlled by user security. An employee must have the proper security privileges to open and close the store.

   
   

4. At the Open/Close Options Menu, select the Store Close option.

   
   

   Note: The Register Close and Store Close menu options toggle between open and close. This indicates that all registers are closed and you can begin closing the store. The Store Close option tells you that the store is currently open.

   
   

5. The system prompts: Do you want to close this store?

   Figure 49-2 Store Close Prompt

   
   

   Select Yes to begin the store close process.

6. Oracle Retail Xstore Mobile POS verifies that all registers are closed. If any registers are still open, the system displays a list of open registers and prompts you to close each register before the store close process can continue.

   Figure 49-3 Register Status

   
   

   Refer to chapter Register Open and Close, for more information about closing the register.

7. Oracle Retail Xstore Mobile POS searches for and lists any transactions created on the current business date that were suspended and not subsequently resumed and completed or cancelled. If any suspended transactions are found, the system displays a list showing the suspended transactions.

   You have the following options:

   • Press OK to automatically cancel all listed transactions and continue with the store close process (step 6. below).

     <OR>

   • Press Back to cancel the store close process and reconcile the suspended transactions per your store policy.

   In addition, the system may also list any pending orders that require attention. The associate performing the store close can either cancel the store close process, or allow Oracle Retail Xstore Mobile POS to continue with the store close. The pending orders retain the same status and are not changed in any way by this notification prompt.

8. If prompted, select the bank or institution for the bank deposit.

9. Depending upon the configuration of your system, you may be prompted to enter a message that displays when the store is opened for the next business day. If prompted, type a message and press OK.

10. Depending upon your system's configuration, you may be prompted to respond to a store closing question. If prompted, select an answer to the question and press OK.

11. Depending upon your system's configuration, you may be prompted with other messages concerning the status of various functions within the store. For example, you may be notified that a cycle count for inventory is due or that items are ready to be received.

    Acknowledge these messages by pressing OK to continue with the store close process.

12. If configured, you may be prompted to count the amount to be deposited in the store safe at the Store Safe Deposit Count screen. If prompted, count the tenders for deposit and select the Done Counting option when you are finished.

    If there is a difference between your count and the amount that the system expected, a message displays. You may return to the Count Summary screen and make changes, or accept the difference.

    When the counting is complete, a Confirm Bank Deposit prompt displays. Select Yes, the system prints deposit receipts for your records.

13. If prompted, press OK to begin the nightly close process. Some events that occur during a nightly close are configurable. For example, certain reports may be generated at every closing.

    From this point on, no user intervention is required and the store closing process begins. The Message indicator on the status bar may display information about the process as it is occurring.

    
    

    Note: Depending upon your store policy, you may have access to some maintenance functions while the store is closed.

    
    

    The system prints receipts as required by your system configuration and store policy.

    The closed store status is indicated by the color change in the store status area of the Status Bar.

Opening the Store

The store open process is performed on only one register. The store open procedure signals that the store is open to all registers. Once the store is open, sales cannot be rung until the register is opened and a till is counted for the register.

During the store open process, the system may also list any pending orders that require attention. Once the store is open, the associate can take any action as needed on the orders.

1. At the Login screen, log in with your user name and password.

2. The Main Menu displays. Select Till.

3. Select Open/Close Options from the Till menu.

4. At the Open/Close Options menu, select the Store Open option.

   
   

   Tip: The Register Open and Store Open menu options toggle between open and close. The Store Open menu option indicates that this store is currently closed. The Register Open menu option indicates that this register is also closed.

   
   

5. The system prompts: Do you want to open this store?

   Figure 49-4 Store Open Prompt

   
   

   Select Yes to continue with the store open process.

6. If prompted to confirm the business date, verify the default date shown is correct (today's date) and select OK.

   
   

   Note: If this date is incorrect, enter the new business date at the prompt. Oracle Retail Xstore Mobile POS prompts you to confirm the date you entered. This function is controlled by security.

   
   
   
   

   Note: The option to Change Business Date can be used in a non 24/7 store for the Mobile Tablet or Thin Client devices. If the system is configured to prompt to enter the business date when opening the store and the wrong date gets entered, the date can be changed using this function. However, the date can only be changed before any of the opening counts are done. Navigate: Till - Open/Close Options - Change Business Date Enter valid business date.

   
   

7. Oracle Retail Xstore Mobile POS displays a prompt showing the date the store has been opened for. Press OK to continue the store open process.

   Figure 49-5 Confirm Business Date

   
   

8. Depending upon the configuration of your system, you may be prompted with other messages concerning the status of various functions within the store. If prompted, acknowledge these messages to continue with the store open process.

   For example, you may be notified that a cycle count for inventory is due or that items are ready to be received.

9. A message that was entered during the store close may be displayed. If displayed, select OK to acknowledge this message and continue with the store open process.

10. If prompted, enter the starting cash amount for the store safe. Refer to Safe Bags for more information about opening the store safe.

11. The system may print a store open receipt for your records.

    
    

    Note: Note that the store status indicator has changed to green indicating the store is now open. However, the Register status indicator is red with a cross mark indicating that this register is still closed. Tapping the bottom left red register indicator only works when you are not logged in. Log out and then tap the indicator if desired.

    
    

12. The system prompts: Do you want to open this register?

    Figure 49-6 Register Open Prompt

    
    

    Select Yes to open the register. Refer to Register Open and Close for more information about opening the register.

    The store and register are opened for the new business day.

    The store and register status indicators show the open status on the Status Bar.

    
    

    Note: If you select No at the Open Register prompt, the system returns to the Open/Close Options menu. Once the store is open, sales cannot be rung until the register is opened and a till is counted for the register.

    
    

Calling the Update Service

Note: This process is controlled by user security and is only available for authorized users. This function is available on Mobile Tablet and Thin Client, but not on Mobile Handheld.

The Check for Updates process allows Oracle Retail Xstore Mobile POS to request the download manifest on demand. This option provides the ability to bypass the scheduler normally run during the store close, and to initiate the download manifest when called.

1. Log in with your user name and password.

2. The Main Menu displays. Select Till.

3. Select Open/Close Options from the Till menu.

   Figure 49-7 Till - Open/Close Options

   
   

4. Select the Check for Updates menu option.

5. The system prompts: Xstore has requested updates.

   Figure 49-8 Update Service

   
   

   Press OK to confirm.

   
   

   Note: Some system updates may not take immediate effect in Oracle Retail Xstore Mobile POS.

   
   

Manually Refresh Promotions

Typically a promotion is updated with new information during a register restart. Use this process to update new promotions that are cached without having to restart that register, such as in the middle of the day.

Note: Applies to registers only and you would need to perform this action on each register to update it's cache for promotions.

To refresh the promotion cache for a register:

1. Log in with your user name and password.

2. The Main Menu displays. Select Till.

3. Select Open/Close Options from the Till menu.

   Figure 49-9 Till - Open/Close Options

   
   

4. Select Refresh Promotions.

5. Oracle Retail Xstore Mobile POS displays a confirmation prompt: Are you sure you want to refresh promotions? This may take several minutes.

   Figure 49-10 Refresh Promotion Prompt

   
   

6. Press Yes to continue. A progress bar is displayed until the update is complete.

   
   

   Note: Pressing No at the Refresh Promotions confirmation prompt cancels the refresh process and returns you to the Open/Close Options menu.

   
   

7. When the update is complete, a prompt is displayed: "Promotions have been refreshed as of (time and day)." Select OK to exit.