Opening and Closing a Store for the Day in the POS app

Streamline both the opening and closing processes of stores directly through the Retail Cloud Point of Sale (POS) app.

Opening a store involves reconciling past tills, managing safe contents, and creating new tills. Store closure requires the reconciliation of daily tills, creating bank deposits, and the manual closing of the store.

Any differences found during these processes can be fixed by choosing a preset reason code. This code is recorded in the Electronic Journal.

Set up Point of Sale CMS for Opening and Closing a Store

To fully turn on opening and store operations on the Point of Sale (POS) app, configure approval policies, reason codes, and deep links.

Configuring Manager Approvals

Configure an approval policy to allow only managers to manage tills.

Go to Store Management > Associates > Approval Policies Configuration.
Select Create.
Create the following till-related approval policies:
1. Create Till: required for starting the day with till setup
2. Reconcile Till: needed for end-of-day till reconciliation
3. Reuse Old Till: allows managers to use previously used tills
4. View All Tills: grants the ability to monitor and reconcile all tills remotely
Configure the rest of the fields by referring to this article.

Configuring Reason Codes

Configure reason codes for any variances found if closing a store for the day.

Go to Store Management > Reason Codes.
Select Create.
Create reason codes for the following:
1. Cash Register Variance Reasons — Variances founded during till reconciliation
2. Bank Deposit Variance — Variances found during bank deposits
Save your changes.

Configuring Deep Links

Configure deep links to open and close stores for the day.

Edit a layout or hamburger menu.
Go to the deep link picker and add the following deep links:
1. Reconcile Till — Reconciles selected tills
2. Store Manager Till Summary — Displays a list of tills associated with the store
3. Safe Management — Directs the user to the "Safe Management" screen where they can view and manage all safe-related operations.
Set and save your changes.

Opening Store Operations in the POS App

At the beginning of the day, the store opening process involves verifying prior-day tills, reviewing safe management, and creating tills.

Viewing Safe Management

Tap the Safe Management deep link and you'll be directed to the Safe Management screen. All figures below Expenses have a value of $0.00. Verify these amounts by counting the cash in the safe to verify the displayed safe amount is accurate. If the count has a variance, follow the retail operation guide from your company.

The Safe Management screen in the Retail POS app that shows the Expenses report.

Verifying Prior-Day Closing Stores

Tap the Store Manager Till Summary deep link. You’ll see all the tills active for today. If there are any tills still active from a previous day, this indicates that the store wasn't properly closed for that day. To address this, refer to Reconcile Tills.

The POS app after you tap the Till Summary Deep link, showing no tills found.

Creating Tills

To complete the store opening process, tap the Create Till deep link on each register you're creating a till on. You'll be prompted to enter the Starting Cash amount for the till. After entering the amount, select Create Till to proceed.

The Create Till section of the Store Manager in the POS App.

Then, select Open to open the drawer. If the drawer isn't opened, place the till inside, and close the drawer. For each till that is created, a record is written to the Electronic Journal with the starting amount.

The Till Created window with an option to open the till in the POS app.

Closing Store Operations in Point of Sale

At the end of the day, the store closure process involves reconciling the tills and preparing the bank deposit.

Reconciling Tills

To reconcile your store’s tills at the end of the day, on each register, tap the Store Manager Till Summary deep link.

A list of tills in the Store Manager on the POS app, eith each showing a reconciled status, or with the option to reconcile it.

To begin the reconciliation process, tap Go to Reconcile at the bottom of the screen. Select to open the till or not. Enter the total amount of money in your till into the Actual in Drawer field. This amount matches ‌the Expected in Till figure displayed. After entering the actual amount, tap Reconcile.

The Store Manager in the POS app with Expected in Till displayed and the Reconcile button at the bottom.

If there's a discrepancy between the actual and "Expected in Till", select a reason code to note the variance. Users can x out and reinput the amount if it was entered incorrectly. After the reconciliation is complete, continue with any remaining tills. For each reconciled till, a record is created in the Electronic Journal. This record shows the difference between the reconciled amount and the reason code, if applicable.

The Variance window in the POS app, where you pick a reason for the variance and select Reconcile.

Creating Bank Deposits and Closing Store

After all tills are reconciled, proceed to finalize the store closure by creating your closing bank deposit. Tap the Store Manager Till Summary deep link. If any tills remain open, reconcile them. Make sure to confirm that each till status is marked as reconciled.

After confirming, locate the "Close Store - MM/DD/YY" at the bottom of the screen. Verify that the date that is shown is the date that you’re closing. If the date corresponds to a previous day, this indicates that tills from a prior day remain open. Close out any previous days first, followed by the most recent day. After everything is verified, tap Close Store to proceed.

The Store manager showing reconciled registers, and the Close Store option at the bottom.

This action brings up the bank's deposit window displaying the cash in the safe, the suggested deposit amount, and the business date as the closing date. Enter the deposit amount, then scan or manually input the bank deposit bag number and tap Confirm.

Tip Tap the cash calculator icon to enter the specific amount of rolls and counts of each dollar/cent.

The Bank Deposit window in the POS app that shows the bank deposit for the day and an option to confirm.

If there's a variance, select the appropriate reason code. Tap Confirm.

The Bank Deposit window that appears if there's a variance. Pick a reason for the variance and select Confirm.

Before, you close the store, a window displays, allowing you to review the entered information. If accurate, tap Close to finalize and close the store. If incorrect, tap Cancel—the bank deposit is processed and a bank deposit record is written out to the Electronic Journal. The store remains open. If a deposit is made and the store closure is prematurely exited ('X' out), the store can reopen tills and process additional transactions within the same day, allowing for multiple bank deposits. If new transactions occur after the initial bank deposit, the closing procedure is repeated. This can result in multiple bank deposit entries in the Electronic Journal for the same day.

The Close Store window that appears when there's a variance.

Bank deposits are recorded in the Electronic Journal with the deposit amount, variance, and reason codes (if any). The bank deposit bag ID, store business date, and the actual date the bank deposit was made are recorded under the Notes column, indicating the date associated with the deposit. The actual transaction time of the deposit, which may occur after the store has closed, is recorded in the Electronic Journal under Trans Time.