Cash Register Operations

Important Points

  • 1. All transactions pass through the cash register.
  • 2. Cash, credit card, and debit card sales are registered with separate keys in order to facilitate record keeping. For more information See the Cash Register Operations
  • 3. We do not accept personal cheques.
  • 4. Almost all transactions are taxable with HST (13%). The exception is Status Indians who pay GST, but do not have to pay HST. Details for these sales are given below.
  • 5. Each sale is registered to a specific department. The department keys are programmed to automatically calculate the appropriate taxes. For more information  See the Department Details
  • 6. You are responsible for making sure you have enough change. Check the change every day and go to the bank during overlap time if necessary.
  • 7. Know the size and type of cash register tapes and Interac paper you need and keep an eye on your supply. When you are getting low ask your Supervisor to bring some before you run out!

CHANGE

1 roll of pennies = 50 cents

1 roll of nickels = $2.00

1 roll of dimes = $5.00

1 roll of quarters = $10.00

1 roll of loonies = $25.00

1 roll of toonies = $50.00

Prior to going to the bank to get change, write out how many rolls of each denomination you require, how much it is worth and the total amount; ensure that you have the correct amount in bills to exchange for coins.

Example:

2 rolls of pennies = __$1.00____

2 rolls of nickels  = __$4.00____

2 rolls of dimes    = __$10.00___

2 roll of quarters = __$20.00___

2 rolls of loonies = __$50.00___

1 roll of toonies   = __$50.00___

TOTAL    = __$135.00__

Cash Register Operations

Cash Register Operations – The Basics

[CA]    For cash purchases

(Cash)

[CH]   For Credit card purchases

(Credit aka Charge)

[CHK]  For Interac purchases

(Debit aka Check)

 

Department Details

Department Details

[DEPT 1]

All plant sales          

(HST)

[DEPT 2]

All ‘other’ sales (soils; other items as specified)           

(HST)

[DEPT 3]

All plant sales

(GST)

[DEPT 4]

All ‘other’ sales

(GST)

Status Indians are not required to pay HST if their purchase is to be used on a reserve and if they have a status card number.

  • Ask the customer to show you their card and record the number
  • By advancing the cash register tape and writing the number directly below the transaction OR
  • If your cash register has an electronic journal, record the number on a separate note for your envelope to Ruth at closing time.

Daily Check and Basic Cash Operations

Daily Check

  • Float correct?
  • Cash register plugged in
  • Interac machine connected to phone line
  • Low battery symbol not on
  • Enough paper for the day? (Cash register and Interac)
  • Time and Date accurate.

Basic Operation for Cash Register

  • Switch key to REG or REG1
  • Enter amount 1-4-9-9 (for $14.99, no decimal is necessary)
  • Enter [DEPT #]
  • Repeat 2 & 3 for each item
  • For three items at the same price:
  • – Enter 1-4-9-9 [DEPT #] [DEPT #][DEPT #] or
  • – Enter 3 [@] or [qty/date] 1-4-9-9 [DEPT#]
  • Enter [#TM-SBTL] or [subtotal w/tax]: the clerk and the customer see the amount owing on the display
  • Ask the customer if they are paying with cash, credit or debit

Cash purchases

  • If the customer gives you a $20.00 bill, enter the amount given as
  • 2-0-0-0 [CA/AT/NS] or [CA/AT] or [amount total tend]
  • The display will show the change due
  • Keep the $20 bill outside the drawer until after you give the change to the customer
  • Count the change to the customer, give them their receipt, put the money in the till and hand the customer their products
  • Say thank you

Debit purchases

  • Do not press [CHK] or [check] on the cash register until after the transaction has been approved.
  • Enter the purchase amount on the debit machine, press [OK] and then swipe the customer’s card
  • Hand the key pad to the customer and discretely look away

-Customer says [OK] to continue

-Customer says [OK] again to confirm amount

-Customer selects account (FI for Chequing and F3 for Savings)

-Customer enters his/her PIN and presses [OK] key

If the terminal displays:

  • Approved – return the card to the customer
  • Declined * – you can try the process one more time (sometimes there is a problem with the magnetic strip on the card)
  • Press [OK] twice to print the receipt. Remember to rip off the first copy as it comes out to separate it from the second copy.
  • If the transaction has been approved, push [CHK] or [check] on the cash register to open your drawer and finish the sale. If the transaction does not clear, see the more detailed instructions below.
  • Put one copy of the Interac slip in the till drawer and give one copy, the sales slip and the debit card to the customer.
  • Say thank you

Credit Purchases

  • Do not press [CH] or [charge] on the cash register until after the transaction has been approved*.
  • Enter the purchase amount and press [OK]
  • Swipe the customer’s card
  • The machine tells you it’s dialling…answering…receiving and processing
  • Two copies will print, make sure to rip off the first copy before the next copy prints
  • Have the customer sign one copy (you keep the signed copy; put it in register)
  • Push [CH] or [charge] on the cash register
  • Give the customer their credit card, the un-signed copy of the credit slip and the cash register sales slip.
  • Say thank you

* What if the Debit or Credit cards don’t swipe?

  • Double check that the magnetic strip on the card is facing the display screen
  • Try sliding the card at a faster or slower steady speed, or in the opposite direction
  • The Interac machine is pretty self-explanatory, so when in doubt, first read the directions on the screen.
  • Ask the customer if they have an alternative form of payment

Payment with Part Cash/Part Credit or Debit

  • 1. Ring in the sale as usual up to [Subtotal]
  • 2. Enter the amount of Cash given and press [CA]
  • 3. The cash register will recognize that the cash entered will not be enough to cover the purchase total. The cash register will tell you how much is still owed.
  • 4. Process the Debit or Credit card on the Interac machine for the amount still owing.
  • 5. Enter the amount charged to the Debit or Credit card on the cash register and press Credit [CH] or Debit [CHK]
  • 6. Continue as described under applicable Debit or Credit section above.

Cash Register Discounts

  • Sometimes we may run specials or sales that require giving a discount.
  • You may also from time to time receive Burt’s Greenhouses discount coupons from promotions.

Discounts never apply to soil sales

  • As a staff member you are entitled to a 20% discount on all regularly priced Burt’s Greenhouses merchandise (plants only). Please have your co-worker ring in your sale during overlap time and write your initials on the cash roll in the register. If your register has an electronic journal, write a note for Ruth to justify the discount.
  • Wednesday is Seniors’ Day. Seniors are entitled to a 10% discount on all regularly priced Burt’s Greenhouses plants. “Seniors” are considered to be anyone over the age of five (5) – no need to ask for ID!

Entering a discount on individual items

  • To give a 10% discount on an item that costs $14.99
  • Enter the price 1-4-9-9
  • Enter the Dept. [Dept. 1]
  • Enter the discount 1-0
  • Enter the [%] or [-% RA] key
  • Continue as usual with any other items that are not on sale.
  • Finalize the sale as usual.

Entering a discount for several items (plants only – no soils!)

  • To give a 10% discount on an entire transaction, or on a series of orders within your transaction do the following
  • Enter Item 1
  • Enter [Dept]
  • Enter Item 2
  • Enter [Dept]
  • Continue with all items
  • Enter [MDSE/SBTL] or [#/st/ns] (this will calculate the total before tax)
  • Enter the discount 1-0
  • Enter the [%] or [-% RA] key (this will apply the discount to all items)
  • Enter non-discounted items if any
  • Enter [#/TM/SBTL] or [subtotal w/tax] (this will calculate the total including tax)
  • Finalize the sale as usual


Giving Cash Back

If a customer makes a purchase, and you have enough money in your till, then you can give the customer cash back upon request. This is your call. If you don’t have enough money to give cash back, then decline and suggest a bank machine close by.

To enter cash back correctly with your cash register, do the following steps:

  • The purchase including tax is $24.98 [#/TM/SBTL] or [subtotal w/tax]
  • The customer wants $40.00 Cash Back
  • The total for the transaction will be the sum of the two: $64.98

1.  Ring in the sale for the total purchase as usual up to [Subtotal]

2.  Swipe the debit card on the Interac machine and enter $64.98 as the amount and continue the Interac procedure as usual

3.   Enter $64.98 on the cash register and push [CHK]

4.  The cash register will tell you to give $40.00 ‘change’ to the customer

5.  Have the customer initial the debit slip for received cash.

When you are balancing, the amount of money given as cash back will show up at the bottom of your Z report as CA/CG

Correcting Mistakes on the Cash Register

  • Always try to catch your mistakes and fix them before you finalize the sale
  • The sooner you catch the mistake, the easier it is to fix
  • Remain calm. Most mistakes are very easily fixed if you just stop, breath, and proceed calmly!

For the following example, assume you are trying to enter a sale of $14.99, and the ! shows where you realize you made a mistake.

  • 1. You enter 1-5 !
  • a. correction [CL] or [clear]
  • b. continue with correct information
  • 2. You enter 1-4-9-9 [DEPT 2] !
  • a. correction [VOID] (this reverses the last action)
  • b. now enter 1-4-9-9 [DEPT 1]
  • 3. You enter
  • a. 1-4-9-9 [DEPT2] [#TM/SBTL] or [subtotal w/tax] !
  • b. correction 1-4-9-9 [VOID] [DEPT 2]
  • c. now enter 1-4-9-9 [DEPT 1] [#TM/SBTL] or [subtotal w/tax]

Occasionally you won’t realize you have made a mistake until after you have pushed [CA/AT/NS] or [CA/AT]. In other words, the sale has been completed.

This should be avoided and should be a rare event, but it is possible.

If this does happen:

  • Keep the sales slip for the incorrect transaction.
  • Re-do the sale correctly for the customer.
  • Write a detailed note of explanation to Ruth, staple it to the incorrect transaction sales slip and put them in the till for inclusion in your envelope.

To erase a long transaction after you have already pushed [SBTL] or [#/st/ns] but before you finalize the sale (for example when the customer changes his/her mind) you have two choices:

  • 1. If all merchandise is under the same DEPT
  • a. Enter [MDSE] then [SBTL]
  • b. Enter [amount] then [VOID] then [DEPT]
  • 2. If the merchandise was under different DEPTs
  • a. Read from the cash slip (still in the machine)
  • b. Enter [amount] then [VOID] then [DEPT] for each item. Never do a full void with the void key if the sale has been completed and the cash has been rung off.

Refunds

Refunds are not provided under the terms of the plant warranty.  Refunds will normally only be offered in the event of a customer wishing to return a mistaken purchase, soon after making it, and when the plant material is still in good condition. For example, the customer purchased 3 flats of petunias but only needed 2, or bought geraniums but meant to buy impatiens … and returns them soon after making the purchase (not 3 weeks later after the plants have been baking on the deck in the summer sun).

The customer must offer the original receipt for a full refund (sole exception being recorded purchases at the Odessa site).  If there is only one single item on the receipt, keep the slip, otherwise circle the item on the customer’s copy and add RFND and your initials before returning the slip to the customer.

  • Cash register model XEA155 or ERA310
  • Enter the product price amount 1-4-9-9 [RFND] + [DEPT#].
  • Cash register model 583CX
  • Press [return], then 1-4-9-9 + [DEPT#].
  • Do the above for each item being refunded. The tax will be automatically calculated by the cash register.
  • Press [CA/AT/NS] or [CA/AT] or [amount tend total]
  • Have the customer initial the cash register receipt and give them the refund money.
  • Write a brief explanation on the back of the slip and put it in the till. Include it at the end of the day in your envelope for Ruth

Rolls of Cash Register Tape

When you change the roll of tape in the cash register, secure the yellow paper journal roll (if applicable) with a piece of tape, write the date and your location in a visible spot and place the roll(s) in a Zip-lock bag.  This bag will be picked up periodically and delivered to Ruth.

When placing a new roll in the Interac machine, make sure it is right-side-up.  If not, the print will not show.

A frequent error is to put the Interac rolls in upside down. The printer is a thermal printer and the tape will only print on one side. If you are not getting anything from the printer then try turning the roll around to print on the opposite side.