Daily Audit

Contents of this Topic: ShowHide

Overview

The Daily Audit System’s primary function is to allow for cash drawer resolution at the end of a shift, end of day or for a given date range.
OMS provides a record of the total amounts recorded in the program for each payment method used by customers during the period.
The Audit Data tab is used to enter the actual amounts received during the period to balance against the reported amounts. For currency collected, enter the number (count) of each denomination, not the monetary value, into the Bills and Coins columns. For checks, enter the dollar amount of each check received into the Amount field(s) under the Checks column. For Credit Cards and other user defined payment methods, enter the total amount reported by the payment gateway or payment terminal for the given period into the Actual Deposit field(s).
To open the Daily Audit screen, go to:

Main Menu>Settings>Order Functions>Daily Audit

Configure the Daily Audit

Go to the Main Menu>Settings>System Functions>Set System Parameters. Enter "audit" in the Search For: box at the top of the screen as pictured below:

Review the parameters that affect the Daily Audit (POS, Program, and Report parameter groups) and choose the appropriate settings according to the business needs.
1. AuditCurrentDayOnly - If TRUE, the Daily Audit form and report reflect data for the current date only. If FALSE, the merchant will be able to enter a date range. This parameter can also be set at the POS Setup: Miscellaneous tab, and determines if the Calendar button is visible on the Daily Audit screen.
2. AuditIncludeDrawerCloseInCash - Set this parameter to TRUE to enter all bills and coins in the cash drawer into the daily audit screen, including the closing amount to be left in the drawer.
3. AuditPOSOnly - If TRUE, only transactions from orders entered at the POS form or at the Manual Orders form with the POS option selected will be included in the Daily Audit. If FALSE, transactions from all orders, including Internet orders, will be included in Daily Audits. This parameter can also be set at the POS Setup: Miscellaneous tab.
4. DailyAuditForm - choose the form to use for Daily Audits. "Daily Audit" is in United States' currency. "Daily Audit UK" is in British currency.
5. DailyAuditReportShowTransactions - Set to TRUE to show all transactions for a given audit on the Daily Audit Report
6. DailyAuditTemplate - Name of the report to use for printing Daily Audit data. Presently, there is only one Daily Audit report that is supplied with the program. If a custom report is created, type the name into the field rather than selecting the standard report from the drop-down list.
7. DrawerStart - Amount of cash that is put into each cash register at the beginning of each day. Do not include a decimal point or dollar sign.
8. POSTrackTransactionsByShift - Set to false to turn off the shift tracking system at the POS. If this system is turned off, you cannot run the Daily Audit by Shift, you can only run the audit by date or by register. This parameter can also be set at the POS Setup: Miscellaneous tab.

Select Save after changing the setting of each system parameter.

Audit Data Tab

The Audit Data tab is used to record the amount of currency and checks received during the course of the day. At the end of the day or the end of the shift, enter the number (count) of each denomination, not the monetary value, into the Bills and Coins columns. For checks, enter the dollar amount of each check received into the Amount field(s) under the Checks column.
As information is entered, the Daily Audit screen calculates and displays the totals for the day or selected date range. If a mistake is made, the user can start over at any point by clicking the Start Over button, which clears the manually-entered data from the screen, including the selections made in the Entered By and Audit By fields. (This function button can only be used before the data has been posted by clicking the Print button.)
Record any known reasons why there may be discrepancies between the expected and actual amounts for each type of transaction (credit cards, checks, cash).
When data entry is complete, click the Print button to post the data and to print a copy of the audit report. Once an audit of each type has been posted in the system, a new tab, PAST AUDITS, is visible and contains a list of previous audits.
Select the Reprint button to print a copy the selected audit report. If the Daily Audit is set up to include transactions on the report, the transaction list will only print on the initial printing of the audit report. Changes can be made to the transactions after the initial printing which would cause discrepancies when reprinting.
Select Close to exit the Daily Audit screen.

Audit By Drop-down List

The top of the Daily Audit screen changes slightly depending on the value selected in the Audit By drop-down list, as shown by the images below.

Date - offers the ability to enter the amount of cash or checks received by a salesperson, as well as review all transaction data for the current date or a range of dates.

The image below shows the screen when a Salesperson is selected from the Entered By drop-down list and the Audit By selection is Date. The starting amount of cash is set to $50.

Register (POS Only) - select this method to enter cash and checks received and review all transaction data for a specific register on a specific date.

Shift (POS Only) - use this method to enter cash and checks received and review all transaction data for a specific register at the end of a shift. The shift must be "closed" in order to review the data.

Transactions Tab

The Transactions tab lists all credit card transactions that have been entered and/or received by the system.
The credit card transactions are summarized on the Audit Data tab and cannot be modified.

Past Audits Tab

Once an audit of each type (Date, Register, or Shift) has been posted in the system, a new tab, PAST AUDITS, is visible and contains a list of previous audits.
Select Reprint to print a copy the selected audit report.
Select Close to exit the Daily Audit screen.
If the Daily Audit is set up to include transactions on the report, the transaction list will only print on the initial printing of the audit report. Changes can be made to the transactions after the initial printing which would cause discrepancies when reprinting.

Closing or Ending a Shift (POS)

At the end of each salesperson’s shift (or whenever an audit of the workstation’s transactions is to be performed), the shift must be "closed" in OMS .
The Close Shift, (ZOut) function is assigned to the SHIFT+F1 key combination by default.
Refer to Knowledge Base article, Ending a Shift, for more details.
Refer to the User Guide or the Knowledge Base page, POS Setup - Hot Keys, for more information about adding or changing hot key assignments.

Reporting

OMS provides a standard report that is generated when the Print button of the Daily Audit screen or the Reprint button on the Past Audits tab is clicked.
Refer to system parameter, DailyAuditTemplate, and the first section of this article, Configuring the Daily Audit Feature, for more information. If a custom report is created for this function, the merchant must type the name of the custom report into the parameter text box, as it will not be included in the drop-down list.

Additional Information

Ending a Shift

Point-of-Sale Setup

POS Parameter Group

Program Parameter Group

Report Parameter Group

Created: 1/19/12

Revised: 1/28/15

Published: 04/14/16