Till Management Concepts
This section describes the configurations available for managing your cash-drawer tills in NetSuite Point of Sale (NSPOS). It includes actions that should occur when a cashier logs out of NetSuite Point of Sale (NSPOS) or removes the drawer from a register.
Cash Drawers
The physical portion of a till is also called a cash drawer. It is the drawer or cabinet in which cash payments are placed and cash due back to the customer (also called "change") is removed.
The person whose duties include being responsible for a till are often referred to as the cashier, the sales associate, user, or operator. Because we are discussing "cash drawers," here we will use title cashier.
During a shift or business day, the cashier will use the till to take cash payments for sales, provide refunds for returns, take deposits for sales orders, and perform other transactions as needed.
If a cashier runs short of the cash denominations needed to make change, they can get funds added through a drawer loan. If they have more cash in their till than permitted by store guidelines, they can make a drawer drop.
An example setup is where the cashier has one portable till that they keep with them throughout their shift. They maintain possession of the till until control is passed to store management for counting. The till is then moved to a secure location, such as a safe or vault, or passed to the next cashier to begin their shift. This setup requires assistance from NetSuite Professional Services.
Most till management tasks performed by a manager are manual, such as using NSPOS to enter the beginning cash amount and the ending amount. These tasks are important for recording deposit amounts and determining any overages or shortages.
Tills/Cash Drawers in NSPOS
Your NSPOS till setup can be configured to use the following modes:
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Register (Till) Accountability mode (default)
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Operator (Till) Accountability mode
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Generic mode in which the NSPOS till is not mapped to a physical cash drawer
To understand these modes, we need to define the difference between Till Sessions, User Sessions, and a Business Day.
Till Session
A till session is the period a till was active during a shift or business day.
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Till Session |
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Assigned to:
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Starts: When cashier logs into NSPOS Ends: By running End of Day (EOD) If your business uses Operator (Till) Accountability mode, the till session ends when the cashier logs out of NSPOS selects to Take the till. Logging in again starts a new till session. If the cashier chooses Lock when logging out, the session does not end. |
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Usage notes:
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User Session
A user session is the period a cashier is logged into NSPOS.
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User Session |
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Assigned to: Specific cashier |
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Starts: When cashier logs into NSPOS Ends: When cashier manually logs out, is automatically logged out, or during EOD. |
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Usage notes:
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About transaction dates and overnight shifts – A user session begins when a cashier logs in and ends when that cashier logs out. All transactions made by the cashier are assigned to the calendar date on which their session started. That date is the "business day."
Some retailers are open past midnight, with shifts that start in the evening and end on the next calendar date. For example, the cashier logs in at 10:00 PM on June 2nd and logs off at 6:00 AM on June 3rd.
Because the session business day started on June 2nd, all transactions made after midnight, on June 3rd, will show as having occurred on the June 2nd business day.
For reporting purposes, you can set filters to see the e "true" transaction calendar dates. See Filtering a Sales Audit Report for an example.
Running End of Day closes all open sessions.
Business Day
A business day is typically a period that begins when a store opens and ends when the store closes. Stores that are open 24 hours use their own definition of a business day. A business day can include one or more user sessions, till sessions, or both. It can also cross two calendar days.
Running End of Day closes all open sessions for a business day.
A calendar day begins at 12:00 AM and ends at 11:59 PM. It comprises the calendar "date" only.
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Business Day |
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Starts: When cashier or manager logs into NSPOS Ends: When End of Day (EOD) is performed |
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Usage notes:
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Before starting any cash sales activity on a NSPOS terminal, you should perform Start of the Day and count and enter the starting currency values of the till (for each operator’s shift). Accurate reporting is based on accurate starting values and accurate sales transactions.
Next, we describe the NSPOS till accountability options and how they relate to till sessions, user sessions, and business days.
Register (Till) Accountability vs. Operator (Till) Accountability
These tables describe the till-count modes as they relate to your registers and cashiers. End of Day (EOD) and flag details to choose a mode are included. For the steps to find and enable/disable a flag, see Flags and Settings.
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Register (Till) Accountability |
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Till Assignment: Register Multiple cashiers can use the same till on a single register. The till is assigned to the register.
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Cashier Begins their shift by entering the total cash amount in the till or the quantities of each cash denomination. Entering the denomination quantities uses the Count Till function. Multiple registers at a time – Cashier can log into multiple registers at the same time using the same authentication credentials. |
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End of Day (EOD) Running EOD closes the register's till session. Although any employee with EOD access can perform the count, the last cashier using the register should perform EOD and close the till session using Count and Settle Till. You can count and settle outside of the EOD process. |
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Flag to select: Till: Operator Accountability
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Operator (Till) Accountability Mode |
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Till Assignment: Cashier Till is assigned to the cashier, not the register. The cashier takes their till if they move to a different register. This mobility enables different cashiers to use the same register during a single shift or day. Assignment starts when cashier logs into NSPOS. No other cashiers can use the till until it is released using End of Day (EOD). If a till is needed immediately, but the cashier has locked the till by logging off NSPOS, a manager can run Remove Till Assignment. The next cashier to log in will be assigned the till. |
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Cashier Begins their shift by entering the total cash amount in the till or the quantities of each cash denomination. Entering the denomination quantities uses the Count Till function. Cashier's till can be used on any register the cashier might work on during their shift. When a cashier logs out, they choose whether to keep their till assignment with the register:
One register at a time – When using a single set of authentication credentials, cashier is limited to logging into one register at a time. Things to note:
Note:
The single-register limitation applies within a location only. Due to replication processes, a cashier could log into one register at one location and log into a different register at another location, all without logging out at the first location. |
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End of Day (EOD) Running EOD closes the cashier's till session. Cashier must run EOD on their till. EOD cannot be performed by another employee. |
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Flag to select: Till: Operator Accountability
Operator Accountability can be configured globally or on a per-workstation basis. |
Under Operator (Till) Accountability mode, you can have more than one till for an NSPOS register. Configuring NSPOS for this scenario requires assistance from NetSuite Professional Services.