Cash registers are used to record payment figures and store cash received throughout the working day. There are several types of cash registers, including electronic cash registers, Square iPad cash registers, and various computer-based cash registers. Each type has its own specialties as well as similarities to each other.
Step
Part 1 of 4: Setting Up the Cash Register
Step 1. Put down the cash register and connect it to mains power
Place it on a hard, flat surface. Ideally, the cash register is placed on a cash register that is wide enough for the buyer to place the products he will pay for. Connect the cash register directly to a power source (do not use an additional power cord).
Step 2. Install the engine battery
The battery provides backup memory for the cash register in the event of a power outage, so it needs to be installed before you run any program on the cash register. Open the cover of the payment receipt paper and find the battery compartment. You may need a small screwdriver to open the battery compartment cover. Then install the battery in the direction indicated on the machine. Next, close the battery compartment again.
- On some types of cash registers, the battery compartment is located under the receipt paper holder.
- Replace the battery once a year to ensure that the cash register is always working properly.
Step 3. Install the payment receipt paper
Open the cover of the receipt paper holder. Make sure the ends of the paper roll are cut straight so they can fit easily into the rollers. Insert the roll of paper into the roller so that it goes all the way to the front of the cash register, so you can tear up the payment receipt to give to the customer. Press the FEED button for the machine to suck up the paper and carry out the rolling process.
Step 4. Unlock payment cash drawer
This cash drawer usually has a lock that secures the money paid from the buyer. Take care not to lose this key. You can put this key in the cash drawer when it's unlocked, so you can find it easily when you need to lock it.
Step 5. Turn on the cash register
On some cash registers, the ON/OFF switch is located on the back or side of the machine. On other types of cash registers, this button is located on the top front of the machine. Start the engine, or turn the key to the REG (register) position.
Newer types of cash registers do not have a physical button, but have a MODE button. Press the MODE button and find the REG or operational mode options
Step 6. Set up the program on your cash register
Most cash registers have buttons that can be programmed to group similar details into categories. These groups or categories can be determined based on whether the details are taxed or not. You can also set the date and time display settings.
- Programming functions can usually be accessed by turning the dial to the PRG or P option, or by pressing the mode dial towards PROGRAM. Some cash registers have a manual lever located under the cover of the payment receipt paper. This lever can be moved to the Program options.
- Most cash registers have at least 4 tax buttons. These buttons can be programmed for various tax rates, based on whether you are subject to a flat sales tax rate (as is the case in some places) or you are subject to a system-specific tax rate (for example, GST, PST, or VAT, depending on your location).
- Follow the specific instructions in your cash register manual to program the various functions.
Part 2 of 4: Making Sales
Step 1. Enter the security code or password to start using the cash register
Many cash registers require a cash register code or other type of security code before they can be used. The cashier code is useful to provide information about who the cashier handles each payment transaction. With this code, you can track every sales transaction and deal with any errors that occur.
- If you work in a restaurant, you may need to enter the employee code along with the table number and the number of guests at the table.
- Newer types of cash registers (for example, Square cash registers) may require you to log in with your email address and password.
Step 2. Enter the first product price number
Use the number keys to type the price for this product. Usually, you don't need to enter a decimal number, as the cash register will enter it automatically.
Some cash registers have a scan function (scanner), so you don't have to enter the price numbers manually. This scanner will read the barcode and enter product information automatically. If your cash register is of this type, you don't need to press the category or department buttons in the next step
Step 3. Press the corresponding category/department button
Most cash registers require you to press a button after the price number has entered, to determine what category each product sold belongs to (eg clothing, food, etc.).
- Category/department buttons can be programmed based on whether the sale is taxed or not. Check your cash register manual to learn how to program tax rates for the buttons.
- Observe the payment receipt paper: press the arrow or FEED button to make the machine roll up the paper, so you can read the total number of transactions recorded on the paper.
- Each product you add will also be added to an increasing total, which is usually shown on the cash register screen.
Step 4. Add a discount if necessary to the listed selling price
If a product is on sale, you may need to enter the discount percentage number. Type the product price, press the category/department button, type the discount percentage number (type 15 to enter a 15% discount, for example), then press the percent button (%). This key is usually located in a group of keys to the left of the number pad.
Step 5. Type the price of the other products
Use the number keys to enter the price for each product that has not been listed. Make sure you press the corresponding category/department button for each of these products.
If you want to enter the same product several times, press the number of the product, then press the QTY button, enter the unit price of the product, then press the category/department button. For example, if you want to include 2 books for Rp. 70,000, press the number 2, then press QTY, then press 70000, then press the corresponding category/department button
Step 6. Press the subtotal button
This button will show the total products included in that sale. This amount will also be added with applicable taxes where necessary, according to the programming that has been carried out in each category/department button.
Step 7. Determine the type of payment to be made by the buyer
Buyers can pay by cash, by credit card, or by other means. You can also accept payments in the form of cards or payment coupons, which are usually treated the same as payments in cash.
- Cash: Type in the number of cash the buyer paid and press the CASH/AMT TND button (usually this is the largest button located on the lower right side of the cash register keypad). Many cash registers will immediately show the number of change that you must give to the buyer. However, some cash registers don't work this way, and you'll have to do the math by heart. Once the cash drawer is open, put the payout in it and take the amount of change you need.
- Credit card: Press the CREDIT or CR button and use the credit card machine to swipe the buyer's credit card.
- Checks: Type in the payment amount listed on the buyer's check, press the CK or CHECK button, then insert the check sheet into the cash drawer.
- To open the cash drawer when there is no sale, you can press the NO SALE or NS button. This function may be protected and can only be performed by the manager. The manager may need to use a key to move the machine settings to a different mode so that the NO SALE function can run.
Step 8. Close the cash drawer
Always close the cash drawer again immediately after using it, so that it is not left open and you are at risk of theft or robbery.
Always empty or remove the cash drawer at the end of the workday, and store it in a completely safe place
Part 3 of 4: Fixing Errors
Step 1. Cancel the sale
If you accidentally enter an incorrect price number for a product, or if a buyer cancels a purchase for a product after you have entered the price, you may need to cancel the product or sale. Canceling this will result in a reduction in the subtotal number.
- Type the specific number you want to cancel, press the category/department button, press the VOID or VD button to make it subtract from the total number. You must cancel a product before entering the price data for the next product. Otherwise, you will need to add up the subtotals of all the products, then press the VOID button, then press the price number you want to cancel, and press the category/department button. This will subtract the incorrect number from the subtotal number.
- If you need to cancel an entire sale consisting of multiple products, do so by canceling each product individually.
Step 2. Refund payment
If a buyer wants to return a product, you need to factor it into the total number of days in question before giving this refund to the buyer. To make a refund of this payment, press the REF button, type the price number of the product being returned, and press the corresponding category/department button. Press the subtotal button then the CASH/AMT TND button. The cash drawer will open and you can give the buyer a refund.
- Certain buttons and functions such as refund payments may be protected and may only be used by managers. This may mean the manager will need to use a key to switch the cash register to a different mode in order to make a sales cancellation or refund.
- Check with your supervisor about the correct policies for handling product returns and payments.
Step 3. Stop the error sound
Some types of cash registers will make a certain sound when an error occurs because you press the buttons in the wrong order or combination. To stop this error sound, press the CLEAR or C button.
Step 4. Delete the wrong numbers
If you have pressed the wrong number and have not pressed the category/department key, press the CLEAR or C key to clear the wrong number. If you have pressed the category/department button before, you need to cancel the transaction.
Part 4 of 4: Get Sales Reports and Cash Register Balance Information
Step 1. Read the rising daily total
Some managers may want to know the total sales figures at any time of the day. To find this temporary total, turn the comb to position X or press the mode button and select X. Press the CASH/AMT TND button. The total daily sales figures meanwhile will also be printed on the payment receipt paper.
It's important that you keep in mind that X represents a temporary total that will continue to move up, while Z will return the temporary total to zero
Step 2. Run the daily sales report function
At the very least, this report will show you the total sales figures for that day. Many types of cash registers can also show total sales figures per hour, per cashier, per category, or by other means. To get this report, press the MODE button and select the Z mode, or turn the key to the Z position.
Keep in mind that Z will return the total number of sales for the day to zero
Step 3. Know the cash register balance
After running the daily sales report function, count the money in the cash drawer. If there is a check or credit card payment sheet, add the number to the total. Most credit card machines can also show you the daily total sales, so you can easily match that to the total sales you get from the cash register. Subtract this total from the number of money you used before you started trading for the day.
- Put all cash, credit card payments and checks you receive in a bag and take the bag to the bank.
- Keep records of cash, credit cards and checks. This will help you in the overall accounting process.
- Put some money in the cash drawer each time before you start a work day. Make sure that you keep your money in a really safe place when it's not a weekday.
Tips
- Find your cash register manual on the Internet using an online search engine. Enter the brand and type of your cash register in the search engine.
- If you use a Square type cash register, you can apply most of the instructions that apply to a regular cash register. Refer to the Square cash register manual for more information.
