When a sales shift ends, cashiers perform a shift reconciliation to ensure that the amount of cash, card payments, and vouchers received matches the revenue recorded through the terminal app.
Discrepancies may occur due to errors made by sellers, loss of money, etc. The seller controller (or cashier), a user role with access to the shift management tool in the dashboard, is responsible for verifying the amounts turned in by the sellers and identifying any shortages or excesses. This cash-up process involves the cashier confirming that the reported amounts match the cash drawer contents.
Additionally, a separate role, the approver, can be created in the Ventrata dashboard to approve the shift reconciliation. In smaller operations, the cashier may also serve as the approver, while in larger operations, an accountant typically assumes this role.
Reconciliation Process
In the Ventrata dashboard, go to Ticket Terminals > Shifts.
Ticket Terminals - Shifts
Select a shift in 'Ended' status.
Select a user with cashier privileges.
Select Cashier
Press the Start Reconciliation button.
Start Reconciliation
Review the information in the reconciliation window, which displays shift information in two columns:
Count all of the bills and coins in the denominations delivered by the seller.
Enter the quantity of bills in their respective denominations. Enter the total value of all coins in one currency in the 'Other' field.
Press the SAVE CHANGES button.
Cash Declaration
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Each currency is declared in its own cash declaration box. Make sure you enter the values in the correct box.
If there is a difference between what has been declared in the shift and the count, add a transaction adjustment.
Difference in Declared Cash
Press the + ADD TRANSACTION ADJUSTMENT button.
Press the SAVE CHANGES button.
Repeat for each adjustment.
Add Transaction Adjustment
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Transaction adjustments are helpful when a mistake was made when recording the transaction by the seller. Transaction adjustments made during shift reconciliation are recording in the Shift Adjustments table.
Review the reconciliation status and reconcile each item.
Review Reconciliation Status
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The Approve Shift button is disabled until every item is 'Reconciled'.
Enter any notes as appropriate.
Reconciliation Notes
If reconciliation cannot be successfully finished, press the Reject Shift button.
Reject Shift
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You have the option to un-reject a shift if the shift can be reconciled at a later date.
Un-reject Shift
If all items are successfully finished, press the Approve Shift button.
Approve Shift
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You have the option to un-approve a shift if previously approved, as needed.
Un-approve Shift
Sales
Sales is a record of all of the interactions the seller has made using the terminal app. The individual section headers are clickable and will redirect the user to the appropriate table view within the Ventrata dashboard.
The following interactions are recorded
SALES - cash/card transactions made by the seller
VOUCHERS - paper vouchers exchanged (not connected)
UPGRADES - upgraded tickets; seller should hand in the original tickets
CANCELLATIONS - cancelled tickets/orders made by the seller
EXTRAS - extras sold by the seller
PURCHASES - retail items sold by the seller
REDEMPTIONS - OTA/Web tickets and all connected suppliers that are exchanged
SCANS - scans made to get on the attraction
PRINT ERRORS - the type and number of occurrences of the print error
Sales
Transactions
Transactions are a record of all available payment methods on the location.
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If more than one currency/denomination is allowed at the point of sale, a box for each currency is displayed.
CREDIT/DEBIT CARD - all quantity and total value of card transactions
CASH - quantity and value of cash transactions
RESELLER VOUCHER - number and value of reseller vouchers redeemed
GIFT CARD - number and value of gift cards redeemed
OTHER - bank transfer/check transactions
TOTAL - the total sum of sales, refunds, and net total
Transactions
Users & Roles
View the seller who's shift is being reconciled. The user in the cashier role can be changed at a later stage by pressing the bin icon and selecting a user with cashier privileges. If a supervisor is assigned, the user assigned this role will be listed here.
Users
Additional information about the Seller can be seen below the shift approval buttons.
These include:
Seller's Shift Info
Additional Actions
Additional actions are possible in the shift detail.
Actions
Refresh - refresh to see new sales if shift still open or update shift
Edit - change shift location, start and end date and time
Merge Shift - if there is another shift by the same seller on the same day, you can merge them together
Re-print Receipt - press to print a sales report of the sellers shift
Print Summary - press to generate a PDF sales report of the sellers shift
Mark as Live/ Mark as Test - change to make seller shift live and include it in your accounting; change to make live seller shift to test and exclude the shift from accounting
Re-open Shift - manually re-open the seller's shift
Block Shift - manually block/un-block the seller's shift