End Of Shift & Reconciliation
Finalising shifts can be called as takings, cash up, z-read or reconciliation. The finalise shift process allows you to quickly and easily compare actual payments taken with orders put through the POS so that you can track and control your revenue by payment type.
This will minimise cash variances and ensure accountability by conducting regular shift closures at every end-of-trade or end-of-shift. The venue is recommended to perform finalise shift procedure at least daily, or by shift, if you have longer trading hours.
For example, cafe or casual dining place will the finalise the shift at the end of the day when they close . For a restaurant, it could be done after lunch service and then after dinner service. Or just at the end of the night and include both services.
In this article, we would cover the below topics
Prerequisite
The staff performing this procedure would need Perform Shift Closure permission from POS permissions
Configuring Shifts Workflow
Depending on the workflow in the venue:
Shifts may get counted by different staff or at different (or multiple) times of the day,
You might want to display your hourly sales
Receive your Shift Reports via Email directly
This needs to be configured once, so POS knows how shift closures are performed
In your Back Office => Settings => My Store:
OR:
Venues & Stores ( if you have multiple venues ) => select a STORE:
Shift Settings
Under ' Details ' => select your preferred option to end your Shifts => SAVE:
By Employee - Generally a very niche use case: this is applicable if each of the staff members has their own cash drawer. It means that at the end of the day, each user would need to reconcile the total from the sales that they themselves finalised.
By Device - This option needs to be selected if the venue wants to finalise the shifts for every POS device separately. This is used when each POS device has its own dedicated cash drawer.
By Store -This option needs to be selected if the venue wants to finalise the shift across all the POS devices together or if there are multiple POS devices but only one cash drawer. This is the most common workflow.
Sales by Hour
Under ' Details ' => Tick ' Sales by hour ' to display your hourly sales amount in your Reports:
This is how it will show in your Reports:
Email Preferences: Sales by emails
Under ' Details ' => Tick:
Daily Sales Summary: To receive an email automatically every morning around 6am including all your sales of the previous day.
Shift Summary: To receive an email automatically after every shift is closed
( you will receive several emails if you open / close several shifts a day )
For example:
Shift Summaries email:
How to Finalise Shifts?
⚠️
Update on Shifts: you can now access your ' Open ' / ' Closed ' Shifts
using the dropdown menu of the top left side on your POS under ' Shifts ' :
Step 1: Navigate to Shifts screen on the POS, select the menu icon on the top right of the screen
Step 2: Review the totals of your current Active Shift. This will give you an idea of what to expect to count for each payment type. You can review the totals by
View the active shift details
Printing the Shift summary of the active shift.
Select Shifts to view your current active shift.
Select Close shift to start finalising the shift. If there are still open orders present you will prompted with a dialogue box. This is a warning that some orders or tables are still open. Finalise your open orders
Step 3: Review & Finalise Open Orders before continuing to finalise the shift. If there are still any open orders present, the POS would prompt with a dialogue box. This is a warning that some orders or tables are still open. Finalise the open orders before continuing.
Note - Shift can be ended without finalising the open orders if needed. However, those sales will not be included in the shift report for that day
Step 4: Enter your Cash takings total - either enter the total counted amount or denominations.
The counted option will prompt an interface with numbers where you can enter the total amount counted
The denominations option will prompt an interface with all the denominations of notes and coins so totals for each denomination can be entered.This makes handling money easy at the end of busy nights.
The expected Cash count displayed will include Money In /Money Out events that have been recorded using Cash Management screen.
Step 5 View & Print totals from the Payment terminals.
The terminal can generate a Totals report. This gives an overview of the total amounts for sales, refunds, gratuities (tips), and cancellations that the terminal processed on the current trading day.
There is a reset option on the payment terminal that can be used to reset the totals on the payment terminal in the case where venue requires to finalise multiple shifts in a day.
All the terminals will be reset automatically at the end of day( 5 AM every day) to ensure the totals always display for the current day.
To obtain the Totals report from Payment terminal
Select 9 & Confirm button -> Transactions > Totals.
Enter the passcode: 2015
Now
View a Totals report for the period shown at the top of the report.
Print the Totals report by selecting the print button:
Start a new reporting period by selecting the reset button:
Step 6: Reconcile Card Totals
For Card payments through an integrated EFTPOS- the field will not be editable because the payments doesn't need to be counted
The field will automatically display the total amount processed through the payment terminals. This will include Card Sales, Payment surcharge, Tips & Refunds.
Totals printed from Payment terminals can be reconciled with the value shown in Card to confirm there is no mismatch.
If there is any mismatch in the figures it can be caused because of one of the three reasons
Settlement Period : Payment Terminals might be having a different period than to the shift start end and time. This usually happens if the shifts are continued for multiple trading days or payment terminals showing the cumulative sales instead of the current trading days since they haven't been reset.
Transactions entered manually through the EFTPOS terminal :Some of the transactions have been processed manually on Payment terminal and have been completed via
Sales are still open in POS even though the payment is approved.
Note: None of the above reasons would affect the right amount of money being settled into the bank account. All the transactions that have been processed before the cutoff times will be settled into bank account the next day.
Step 7 : Reconcile Online Totals
For Venues using our QR ordering solution, all the orders paid online will be recorded and displayed under payment type Online. This will not be editable because the payments doesn't need to be counted.
Step 8 : Enter the counts for Manually Created Payment types
For Manually created payment types like E-Gift Cards, Vouchers or Manual EFTPOS (unintegrated Card transactions) , these are the payments recorded manually. The amount should be entered in their respective fields.
Step 9: Select End Shift to Confirm
Will be navigated to Closed Shift (use the dropdown on the left side of the screen) by printing the shift summary report from the receipt printer. Here, the users can review the past shift closures and print them out if needed. The Shift history displays the payment breakdown and sales summary information for their respective shifts.
Counted: How much has been counted for each payment type.
Recorded: How much POS recorded through the shift period.
Diff.: The difference between what was counted and what was recorded, AKA the variance.
Viewing the Shift Summary Report from Back Office
While the shift is active or complete , the shift report can be accessed by navigating to Back Office any time.
View Shift Report. Navigate to Reports->Shift Summaries to view all the shifts completed for the selected period.
Detailed shift summary view can be accessed by selecting a particular shift. The shift data can be emailed from this screen if required( Email Coming soon)
You can filter the Shift Closures you would like to see using the drop down boxes available, these options are as follows:
Show data from - Allows you to choose a date range, you can choose from a set range or select Custom to select dates from a calendar
Filter by Venues (only available if you have the Multi-Venue Management) - Allows you to view all end of day reports that were completed at a specific location area
Filter by Store - Allows you to view all end of day reports that were completed at a specific location
Filter by Device - Allows you to view all end of day reports that were completed on a specific device
Filter by Staff - Allows you to view all end of day reports that were completed by a specific staff member
Understanding the Shift Summary breakdown
A. Shift Info
Shift Number- An ID number automatically generated and assigned to the end of day report once a shift is created on POS device
Device name - The name of the device the shift is performed
Store - The Store shift end was completed at
Opened by - The staff member who opened the shift
Created At - The date and time the shift was opened
Close by - The staff member who performed shift end. If the shift is active, it would display pending
Closed At - The date and time the till was closed
Recorded - Total expected from all sales for the period, and inclusive of money ins and outs, and refunds.
Counted - The counted amount automatically counted with your integrated payment terminal (for card payments), Integrated Online Payments or manually entered by your staff (for non-card payments)
Variance - This is the variance between the expected and the actual amounts
B. Payment Breakdown
This focuses on the payments methods within the chosen report. Under each payment method, you will see the payments, refunds, money in/out, and tips - all contributing to the recorded, counted, and variance amounts.
For Integrated payments Counted & Recorded measures aren't displayed as it is not required to enter the counts during the shift end process.
Total Collected for Card & Online Payment type represents the total amount that has been processed via integrated payments that is expected to be paid out less the associated fees.
Note: The Total Collected will include the payment surcharge.
C. Sales Summary
Number of Sales- Number of sales orders that have been completed during the shift.
Transaction Count- Total number of of transaction during the selected shift for all payment types
Refund Count - The total number of refunded transaction during the selected shift for all payment type
Gross Sales- The overall revenue from sales transactions within the selected shift before deducting discounts, surcharges & returns.
Returns- Gross Sales of the products that are in the refund transactions.
Discounts- A total of discounts added to sales, including manual discounts & automatic discounts
Surcharges - A total of surcharges added to sales, including manual surcharge & automatic surcharge. This doesn't include payment surcharge.
Net Sales -Total amount of product sales in the shift after sales returns & discounts are deducted
Tax Amount - Total Tax amount collected for products sold in the shift.
Sales Amount - Sales Revenue generated by products with in the shift.
Tips - Total Tips collected from Card & Online Payment types for the orders that have been completed in the shift
Cash Rounding - Total cash rounding number that have been added/removed to the order while completing a cash payment.
Payment Surcharge- Payment surcharge collected as a result of processing Card & Online payments.
Total - Total Revenue generated in the shift including Tips & Payment surcharge
Sales Average - Average sales per the shift. Net Sales/Total Number of Sales
Cost of Sales - If you've inputted a ' cost of sales ' on your Products it will display here
Total Profit - Price of the product - cost of sales (if set on your products)
D. Void Summary
Breakdown of the voided items in that shift displayed by Void reasons. Detailed information about these voids can be found via Reports -> Void Reports
E. Sales by Product Type
Breakdown of product sales by Reporting Group as configured in Backoffice.
If no reporting groups are assigned to your Products: they will display as ' Others '
Accessing Transaction & Settlement Reports for Integrated Payments
Users will need to access the Oolio payments portal to understand the payment processing fees and payout information for the transactions that are processed through the shift.
The Oolio Payments merchant portal is a record of all payments processed through Integrated Payments( Card & Online) , and the associated payouts.
To Access the Oolio Payments Portal , Navigate to https://pay.oolio.io & login using the same credentials used to get into Oolio POS Back Office.
Payment Settlement Report
When processing card or Online payments with Oolio Payments and the Oolio POS, the transaction is either approved or declined almost immediately - however, the funds from that transaction will not immediately appear in your bank.
The Settlement report allows you to track when your transactions are processed and then funded into your bank account.
The Settlement report provides an overview of all payouts from Oolio Payments transactions. Each settlement includes a batch of transactions either pending a pay out or paid out into your bank account.
To understand the Settlement report, it's important to know the payout schedule for processed payments. A payout schedule represents when you can expect to see your funds.
To access the settlement report , Navigate to Settlements Tab and apply relevant date filters to view the reports
Settlement Report is made of 6 data columns with each row representing a settlement date. Detailed Overview which gives the transaction amount split by Payment terminal can be found by expanding the settlement record.
Settlement Components Explained
Payout Date: Date when the settlement is paid out.
Trading Date: Date of all the transactions associated with this settlement. This refers to the Shift End date in POS .
Batch Number: The batch number for the payout. This is usually seen on the bank statement against the deposit.
Sales Channel: To determine whether the settlement is for POS or Ecomm transactions.
Gross Sales: Total transaction amount for the mentioned trading day. This will include Refunds processed for that day too
Cost of Transaction : Transaction Processing Fees associated. This is usually closer to the payment surcharge if the merchant decides to pass on the processing the fee to his customers.
Pay out: The amount that hits the bank account. Gross Sales - Cost of Transactions. T
What to Reconcile ?
When balancing the totals between Oolio POS and Oolio Payments dashboard, please remember that the settlement date( payout Date) is always after the Shift End date.
Single Day
If you are trying reconcile the shift that was closed on Jan 25th , you will be comparing it with the settlement on 26th Jan
To do so , Navigate to Oolio Pay > Settlement Tab > filter by 26th Jan
Weekend:
If a settlement is after a weekend then Friday through Sunday ( 20 , 21 and 22 Jan) will be batched together. In this instance you will look for a settlement filtered by 23 Jan
The Total Collected displayed on POS Shift report will match to the Gross Sales value displayed on the Oolio pay-> Settlement.
Cost of Transactions denotes the fees associated with processing these payments.
Gross Payout is the amount that has been deposited into the bank account .
Note: If you have Surcharging Enabled, there is always a residual difference between cost of the transactions and Payment surcharge displayed on the shift report.
The surcharge is calculated by the initial original amount from POS.
The fee is calculated based on actual paid amount. Original amount + Surcharge = Paid amount.
As a result there will always be a very small variance that may sometimes round up to no more than a few cents.
Payment Transactions Report
The Payment Transactions report provides an overview of all payment transactions made with Oolio Payments. Users can search for transactions by date or order number or Transaction Amount. Results can be further filtered by payment status and/or card type.
Transaction Reference Number: The unique identifier for a transactions automatically created by Oolio Payments
Date: the date time of the transaction
Payment Method :Denotes the card brand associated with the transaction. Supports Eftpos Australia, Visa, MasterCard,JCB , American Express. Displays Unknown if the Oolio Payments doesn't support the card brand used for the transaction.
Amount : The authorised payment amount for the transaction
Settled Amount : The authorised payment less the associated payment processing fee. This is amount that will be deposited into bank account as a part of the settlement payout.
Order # : The associated order number From Oolio POS. This is the reference to cross check any discrepancies between orders and payments.
Channel: Source of the transaction if it's from Ecomm or Payment Terminal
Pay-out Schedule:
Transferring funds will appear in your account on the next Business Day, so if a transaction happens on Tuesday, you can expect to see that money in your account on Wednesday.
For Example. A Cafe ended their shift at 3 PM on Tuesday. All the card and online transactions paid in the shift will hit the bank account on the next business day which is on Wednesday.
Transferring funds does not occur on weekends, so Friday, Saturday & Sunday transactions will be deposited into your account on Monday.
The table below will show a clear visual representation of when you should expect your deposits
Trading Date |
| Pay out Date |
Monday | → | Tuesday |
Tuesday | → | Wednesday |
Wednesday | → | Thursday |
Thursday | → | Friday |
Friday | → | Monday |
Saturday | → | Monday |
Sunday | → | Monday |
INSIGHTS APP: Report Sales on your phone
Learn how to install / use the Insights App, in this article:
Frequently Asked Questions
How often do I need to finalise my shift?
It is recommended performing your shift closure daily to ensure easy reconciliation with payments.
Do I need to grant special permission for my staff to finalise shift?
Yes. Staff must be granted permission from the Users Page under POS Permissions. You would need to tick Perform Shift Closure
Can I edit the recorded or counted amount after the shift is finalised?
Once the shifts are finalised, these are locked from editing to ensure the security and accuracy of the counts. If you missed some of your counted money from your shifts you can create and enter a second shift immediately afterwards with the extra amount included.
Where do I find how my sales amount for integrated delivery partners like Uber Eats or Doordash?
Go to Shifts History for today's date, the one not finalized yet. You will find sales for all integrated delivery partners under Payment type called Online. To view sales individually between these channels you can navigate to Sales Summary Report and filter by sales channel
Can I edit the payment type for an order after it is paid?
Once orders are finalised, it is locked from editing. If you have entered the incorrect payment type during completing the sale , simply refund the order and enter again with the correct payment type.
Can I opt to not show my staff the expected amount for takings?
Yes, you can do that to make sure that your staff does not just enter what was recorded by POS but the actual real amount. This setting is in the users page under POS Permissions. You would need to untick View Current Shift
Can I take tips out of the shift for my staff?
Yes, tips can be taken out through the cash management screen. A Money out event would be recorded for the same.