Shift Screen Overview
Shifts (also referred to as Z Number) are the cash flow controlling object of the register. All aspects of cash flow are tied in to the Shift including sales, paid in/outs, prepaid received/redeemed, etc. The Shift is the paper trail for the contents of the cash drawer. All transactions regardless of tender type (cash, check, credit, prepaid) are tracked by the specific Shift that has been selected for use. Shifts are unrelated to the time clock. The best scenario is to use more than one Shift a day such as morning Shift, afternoon Shift, and evening Shift or to switch Shifts when switching the cashier responsible for the drawer.
Shift Screen Introduction
The Shift screen is the starting point for the day’s activity on the register side of CSM. It is the foundation for all activity related to the cash flow of the program. All activities are recorded to the Shift in use. Understanding the components of the Shift screen and their importance is key to successfully tracking the financial flow of the business.
Employee Name – The name of the person that opened the Shift or that the Shift has been assigned to. Unless specific permissions to start Shifts for other employee’s have been given to an employee, this will default to the last person to log in to the system. The drop-down list, when available, will contain all active employees.
Select Shift - This drop-down list contains all of the Shifts available that were started by the employee who last logged in to the system. If a Shift is not available this will indicate a New Shift must be started. The details shown in the drop-down list are as follows:
- Open Shifts will display simply the Shift number “2019”
- Closed Shifts will have the Shift number surrounded by parenthesis “(2019)”
- Starting date and time
- Employee ID of the person starting the Shift (selected from the Employee Name drop-down list when the Shift was started
- Register number the Shift was started on
- Reg – This indicates the number of the register CSM has been assigned.
Show All Shifts – Selecting this will populate the Select Shift drop-down list with all of the shift records. The employee logged into CSM must have permissions to see this checkbox.
Starting Cash – This is the amount of the Starting Cash in the drawer. Typically the employee starting the shift should count the Starting Cash in the drawer to verify it is correct. This number cannot be changed once the Shift has been started.
Cash Drawer to Use – This is the physical cash drawer the Shift is tied to that will open at the appropriate time. The cash drawers, as well as the default drawer to select in this drop-down list are setup under the System Options.
Display – This is the physical Pole Display the Shift is tied to that will display order information to the customer. The Pole Displays, as well as the default display to select in this drop-down list are both setup under the System Options.
Ended By – This is the employee responsible for closing out the shift and counting the cash in the drawer. This is automatically set to the current Employee logged in.
Calculated (Cash, Checks, Credit, Totals) – These are the totals that are calculated by system tracking all Cash, Check and Credit tender that is processed through the system. These totals are not editable. They take in to account all register activity such as sales, voids, returns, paid in and outs.
Counted (Cash, Checks, Credit, Totals, Over/Short) – Cash, Checks and Credit are the totals that are counted by the employee closing the shift. Once entered, the system will calculate the Total and Over/Short (these two totals are not editable). By default the Checks and Credits field will have a total filled out. The employee should tally these two items to make sure the numbers shown are correct. The onscreen Worksheet can be used to calculate the Cash field.
Reason – This field is for entering or displaying the Over/Short reason for the Shift. If there is an Over/Short, the Reason is required.
Check Listing – Displays a summary report of all checks processed for the day, for all Shifts.
Visa Recap – Displays a summary report of all credit cards processed for the day, for all Shifts.
Worksheet – Opens an onscreen utility for calculating the cash totals. This is used when counting out the drawer at the end of the Shift.
X Report – Displays a report showing the current totals of various aspects of finances relevant to the Shift. Current Sales, Calculated cash and credit levels, prepaid account activity are a few examples. The X report contains the same information as the Z report except there will be no totals related to actual cash counts (because they have not occurred yet).
Z Report – Displays a report of all key details of the Shift required to reconcile all tender types and account activities. This report generates after a Shift has been ended.
Master Z Report – Opens the Master Z report screen for generating a combined report of all of the Shifts selected.
No Sale – Opens the cash drawer.
New Shift – Clears the totals and prepares the Shift screen for opening a New Shift.
Cancel – Closes the Shift screen.
Close Shift – Closes the Shift once all of the totals have been entered.
Continue Shift – Continues the selected Shift. Once this shift has been selected and continued all activity will be recorded against the Shift selected. It is extremely important to select the correct Shift. There is no way to move transactions to a different Shift once they have been recorded.