Guide to the Terminology and Jargon of Cash Registers:
WHAT IS AN "X" or "Z" or "Z2" REPORT?
Answer: One of the most important function of a cash register is to record your sales, tax collected, media totals, discount, voids, and more. The report printed at the end of day or shift that reports this information and resets it for the next day or shift is known as the "Z" report. The "Z" report function prints the sales on the cash register tape while erasing the data from the memory. A "Z" is a once only report for the period of time you are reporting on.
Many Cash Register have "Z2" feature that allows you to add "Z" reports together and "Z2" them out to erase them for a longer period of time. And example of a "Z2" report is a monthly or period to date cash register sales report. Every time the register is "Z'd out" (Report taken) that total is erased from the daily sales files and added to the "Z2" file. Most people then "Z2" the cash register at the end of the month for a monthly report. Just like to "Z" report the "Z2" when taken erases the "Z2" report from memory. So the "X" reports are the identical information, however it only reports, not resets, or clears the memory. "X" reports can be taken as often as you would like with no effect on sales data.
Every day the "Z" reports are printed, and the totals from these reports go into their respective accumulators. At the end of a week, all accumulators will contain 7 days worth of totals. The "Z2" reports can now be printed as a weekly report. After the report is printed, the "Z2" totals are cleared, ready for another week's worth of totals. The "Z2" report must be run regularly every week.
GROUPS/DEPARTMENTS Top of Page
A basic ECR function, this feature allows for the analysis of sales data by department. The number of departments required varies according to the type of retail business. For example, although a restaurant may only need 20 departments, a grocery store will need a much larger number of departments due to its wide range of merchandise. When recommending an ECR model, remember that the number of departments must match the needs of the user.
By registering items according to product categories, the department function allows users to better track money, sales volumes, etc. The ability to preset unit prices and limit the number of digits that can be input speeds up operations and helps eliminate registration errors.
Benefits:
- Accurate sales records according to individual items or item categories enable efficient management of purchasing.
- When used in combination with the periodic total function, users can easily analyse sales cycles.
Suggestion of application:
- Useful for all types of stores, especially for those that sell a large variety of products.
PLU Top of Page
PLU (Price Look Up) is remarkably adaptable and versatile. It can be assigned different functions according to the business needs of each user. For example, the one-touch entry is handy for popular menu items in restaurants, and inventory control is convenient for controlling the inventory of specific merchandise at grocery stores. Remember, the number of PLUS required depends on the function’s intended use, not on merchandise quantity.
PLU (Price Look Up) allows registration through individual PLU codes instead of item prices.
When PLU codes are entered, the ECR automatically registers the item price, department number, and other information previously entered in memory.
Benefits:
- Using individual product codes, the PLU function gives a detailed picture of current product movement, providing users with enhanced sales.
- Product registration with fewer keystrokes makes checkout fast and accurate.
- The Direct PLU function speeds up the process and improves accuracy.
- Suggestion of application:
- Useful for all kinds of stores handling a wide variety of merchandise, especially stores such as fashion boutiques which need precise single-item sales control.
CASHIER/CLERK Top of Page
The cashier/clerk control feature is usually used to manage employees. This feature is mainly used to manage employees’ cash-handling and gauge per cashier sales volume.
This function provides totals for both sales and item quantities according to salesclerks or cashiers. There are three modes of operation: use of real keys (Lock switch), stay down key, and code number entry.
Benefits:
- Individual checking by cashiers is possible.
- The cashier’s name (code) is printed on a receipt/journal.
Suggestion of application:
- Handy for stores with one ECR used by several cashiers.
EFTPOS/CREDIT CARD/CHEQUE (MEDIA KEY) Top of Page
The importance of a media key for cheque and credit is increasing now. Especially due to increasing payment by credit cards, specialty stores (higher price per customer) tend to need the multiple credit keys for sales analysis by credit brand.
ECRs provide fast and efficient registration of cash, cheque or credit card payments as well transactions made on account. Methods of payment can be combined freely and the cash payment key even provides automatic change calculation.
Benefits:
- Providing diverse methods of payment is easy.
- Customers appreciate having a wide choice of payment methods.
- Sales analysis by media type is possible.
Suggestion of application:
- A “must” for all types of stores, especially those which accept various methods of payment.
KITCHEN PRINTER Top of Page
Installed in the kitchen, the kitchen printer prints orders transferred from service personnel.
Benefits:
- A kitchen printer automatically prints the items of each order. This lets service personnel concentrate on their guests without having to carry orders to the kitchen.
Suggestion of application:
- Kitchen printers are useful for businesses such as restaurants and fast food shops.
VOID (CORRECTION) Top of Page
The void function allows correction of recorded data incorrectly entered or requiring alteration for other reasons. The void key can be used to correct data immediately after its registration (last void = direct void) or before the transaction is completed (indirect void, subtotal void). In addition to regular void key corrections, ECRs have a manager access key which allows data to be corrected after a transaction is completed (manager void).
REFUND Top of Page
The refund key handles payments to customers.
For example, when goods are returned, this key can be, used to record a partial or total refund given to a customer.
RA (RECEIVED ON ACCOUNT) Top of Page
Used to record monies received for purposes other than purchases, this key is useful when settling charge accounts, taking deposits, or adding money (e.g. for change) into the drawer.
Using the RA key separates these amounts from sales amounts.
PO (PAID OUT) Top of Page
This key is used for payments other than change and refunds. For example, when payment for phone charge or newspaper bill is required, the amount paid out will be registered independently.
DISCOUNTS Top of Page
There are two types of discount keys are available: one for amount discount and one for percentage discount.
Amount discount:
This key provides amount discounts for individual item purchases and subtotals of items purchased. Certain models also incorporate a function to guard against mistakes such as the discount amount being greater than the subtotal.
Percentage Discount:
Two kinds of percent calculation functions offer convenient cash handling. One can be preset with a constant rate. The other calculates various rates. Both functions perform automatic percentage calculations for individual item purchases and subtotals of items purchased.
Benefits:
- Discount/premium of sales is quick, accurate and easy.
Suggestion of application:
- Especially useful for stores which often offer discounts.
NS (NO SALE) Top of Page
This key is used when operating the cash drawer without marking a sale, for example when changing money.
# (NON ADD) Top of Page
This function is used to enter and print numbers that are not included in the registration such as credit card numbers or charge account numbers.
Benefits:
- This function allows you to confirm transactions by freely entering numbers on the receipt / journal.
AUTO KEY FUNCTION Top of Page
This function allows the ECR to memorize frequently used processes, enabling the cashier to do several processes with a push of a key.
Benefits:
- A series of processes can be quickly and accurately completed.
Suggestion of application:
- Ideal for stores that wishes to automate simple repetitive ECR operations. Like tendering, and end of day procedures.
Example: A $8.00 notebook and a $1 .OO pen are on sale together for $8.50 and customers often use a ten-dollar bill. If you use the Auto Key, it automatically enters necessary data and shows the change.
DEPARTMENT GROUPING Top of Page
This function helps to follow sales trends by grouping departments.
Examples:
SET PLU Top of Page
This function allows you to put multiple PLUs together and sell them as a set. The set PLU can have a sale price that is less than if the items are purchased separately.
Benefits:
- Operation is made easier by putting together items to be sold as a set. In addition, this function can be used for promotions.
Suggestion of application:
- Stores which deal with sales promotion products, as well as fast food outlets and restaurants.
PLU LEVEL SHIFT Top of Page
Level 1 Coffee $1.00
Level 2 Juice $ 2.00
Level 3 Beer $3.00
Benefits:
- By changing to a different level, the key can change to a different PLU.
Suggestion of application:
- For stores which switch product items and prices according to morning, afternoon, and evening.
DRAWER ALARM Top of Page
When a draw is left open longer than a fixed time, an alarm rings.
Benefits:
- This function prevents a cashier from leaving a drawer open unintentionally.
Suggestion of application:
- For stores whose cashier is not always standing in front of the ECR.
COMPULSORY CASH/CHEQUE DECLARATION Top of Page
ECRs won’t provide a total for the amount of cash assumed to be in the drawer until operators first input the actual amount of cash in the drawer.
Benefits:
- Deters wrongdoing by operators by forcing them to input the actual amount of cash in the drawer and compare it with the amount tallied by the ECR.
INVENTORY CONTROL Top of Page
As part of the PLU and sub-department functions, the inventory control function provides enhanced management of individual inventory items.
Benefits:
- Helps users track overstocked items and maximise store space.
Suggestion of application:
- Helps avoid inventory shortages by tracking items which are selling well, and those which aren’t.
- A great help for stores selling many different items and desiring more efficient control over their inventory and purchasing.
OVERLAPPED CASHIER ENTRY Top of Page
This function allows switching from one cashier to another in mid-transaction, So one cashier can interrupt another cashier’s entry. Once the second transaction has finished, the first entry can be resumed.
Example:
- Cashier 1 Entry started
- Cashier 2 Cashier change 1 to 2 (Cashier key 2 is pressed)
- Cashier 2 Cashier 2 transaction finished
- Cashier 1 Cashier change 2 to 1 (Cashier key 1 is pressed)
- Entry resumed
Suggestion of application:
- Useful when there are several cashiers using one ECR and one needs to leave the ECR during a transaction for some reason.
TRAINING FUNCTION Top of Page
This function allows users to train on ECRs. With this function, receipts or journals can be issued without affecting memory (except for cashier memory).
Benefits:
- Beginners can train on ECRs even during store operation.
Suggestion of application:
- For training new employees. New staff can practice using the ECR by themselves during the day or after the store has closed.
BUT WAIT......THERE'S MORE Top of Page
Activity Count The activity counter keeps track of the number of times an entry is made on a PLU, or function key. EG: how many did I sell
Alpha Keyboard Overlay The alpha keyboard overlay represents a new set of functions and characters for each key on the keyboard. When you are programming a field that requires alpha numeric entries, the keyboard automatically shifts into the alpha keyboard so that you can simply type the message or descriptor you wish to program. An overlay legend sheet is provided to place on the keyboard while you are programming.
Audaction Refers to the total of all sales ending in a negative balance.
Auto Scale Registrations of PLUs with auto scale status will automatically multiply by the weight placed upon a scale connected to the register. Use for items such as produce, that are always sold by weight.
Auto Tare With auto tare status assigned, a preprogrammed tare weight will automatically subtract from the weight from the scale.
Cancel Press the CANCEL function to abort a transaction in progress. All current items are removed (voided).
Check Cash Use the CHECK CASH function to exchange a check for cash outside of a sale.
Check Endorse If compulsory check endorsement is set with the CHECK key, use the CHECK ENDORSE function to print the endorsement message after a check is inserted into the appropriate printer.
Clerks Sales clerks are individuals who are responsible for selling the merchandise to the customer. Typically, management wants to know merchandise sales levels for each clerk, in order to monitor productivity, account for cash and other media, and/or pay commissions.
Clerk Interrupt Several sales can rung up at the same time by different operators. 2 or more clerks can use the same till at the same time
Compulsory When an operation is programmed compulsory, a function (i.e. Non-add number entry) must be performed in order to complete the operation.
Consecutive Number A count appears at the bottom of each receipt and after each transaction on the journal tape. This count increases by one with each transaction, report, or scan.
Currency Conversion Use one of the 4 available currency conversion functions to convert and display the value of the transaction in foreign currency. Only cash tender is allowed after pressing a CONV key. Change is calculated and issued in home currency. Not widely used in Australia.
Default Program The register has a default program which makes it operational after a RAM clear. Nearly all option, rate, and status programs are set to zero as the default condition.
Destination Refers to the destination for the sale i.e. eat-in, take out, drive thru.
Discount (Item) An item discount (coupon or %) subtracts an amount or percentage from the price of an item. This subtraction nets the Department or PLU total.
Discount (Sale) A sale discount (coupon or %) subtracts an amount or percentage from the entire sale.
Electronic Journal The electronic journal is an area of memory designated to keep a sales journal. The electronic journal can be printed, if necessary, to provide a traditional record of all register activity.
Error Condition An error condition signals that miss-operation has occurred. It is identified by an audible tone and an error descriptor appearing on the display. Error messages are found in the manuals
Error Correct An error correct operation voids the last item entered, it must be used within a sale.
Food Stamps In the United States, Food Stamps may be used to purchase eligible food items at food stores that participate in the program. The SPS 1000 can assist a retailer in handling food stamp transactions by sorting food stamp and non-food stamp eligible items within each sale and tracking food stamp payments for eligible items.
Gross Sales The total amount of money received in a specified period before any deductions for costs, taxation, etc.
Groups Groups are totals that collect information from designated PLUs. For example all PLU dessert items could collect in a group total called "desserts".
Link PLU If you wish the registration a PLU to automatically cause the registration of another PLU, enter the number of the PLU you wish to register automatically in the LINK PLU of the PLU.
Macro Macros record key sequences for later execution. Up to 10 macros may be recorded and executed by pressing a function.
Memory Allocation Memory allocation is a program that determines how the system memory is divided to provide the correct features for your application. For example, you may require more or less employee memory or PLUs. Memory allocation allows you to maximize the features you need while minimizing the features you do not need.
Modifier Preceding a PLU entry, a modifier key changes a digit of the PLU number, causing a different PLU to be registered. Modifier keys can be set to change any of the 14 PLU digit positions to any specified digit (0-9).
Net Sales Total Sales less any discounts and sales returns & allowances.
NLU Use any of the NLU keys to categorize merchandise (as you would with traditional department keys.) NLUs can be programmed to access any PLU number in the register.
No Sale No sale is an operation to simply open the cash drawer.
Override Override is an operation used to bypass a programmed price or HALO.
PLUs Price look-ups (PLUs) are accessed by indexing a code number and pressing the PLU key, or by pressing a PLU key. PLUs can be programmed with a preset or open price. PLUs record their own activity count and dollar total on the PLU report.
Post Tendering The Post Tendering feature allows the operator to use the register to compute change on cash Transactions after the sale have been finalized. To calculate change due after finalizing the sale, enter the cash amount presented by the Customer and then press CASH. The amount of change due to the customer is then displayed, and the cash drawer may open. This is a calculation function only, and no totals or counters are updated by the use of this feature.
Price Level If memory is allocated for price levels, prices may be assigned to several different price levels for each PLU item. Price level keys can then be used to shift the price of a PLU.
Promo The PROMO operation allows items to be sold without cost, i.e. buy two, get one free. PROMO activity will remove the item cost from the sale, but the sales count will include the promo item.
PO / Paid Out Used to pay suppliers or buy shop needs from the cash register float and keep a record of the PO on the financial reports EG: To buy milk for the staff or to pay the bread delivery man
RA / Received on account RA is mostly used to enter a cash float into the till. It can be also used for other payment types such as a Credit Note or Gift Voucher.
Receipt A receipt is a printed tape given to a customer as a record of the sale transaction.
Register Number The register number is a programmable number which prints on the receipt and journal tapes. It identifies the electronic cash register the sale or report was performed on.
Stay-Down When a function is programmed as a Stay-down function, it is valid until changed. For example, a Stay-down clerk remains signed on until either signed off, or another clerk is signed on Stock PLU Stock PLUs track the quantity of the PLU item in stock. Each time the PLU is registered, a whole unit subtracts from the stock counter. (Note that if multiplication or decimal multiplication is used when the PLU is registered, the resulting quantity of activity will subtract from the stock counter. Stock is maintained increments to the second decimal position, i.e. "X.XX".) Surcharge (Item) An item percent surcharge adds a percentage to the price of an item. This addition nets the department or PLU total.
Surcharge (Sale) A sale percent surcharge adds a percentage to the entire sale.
Tare Weight A tare is the amount of weight accounted for by the container or packaging. By entering a tare weight (as required by law in some areas) the weight of the container is subtracted and only the true weight of the product is measured on the scale.
Tax Exempt Tax exempt is used to exclude the tax from an entire sale. Tax Shift Tax shift keys are used to reverse the tax status of a PLU entry. Eg: A GST PLU would become a Non GST PLU
Tender The method of register operation in which payment is made and the transaction is finalized.
Training Mode Training mode is used when a clerk practices register operations with out adding to the day’s sales. Good for new staff to get to know the cash register
Transaction Number A count appears at the bottom of each receipt and or journal tape. This count increases by one with each transaction, report, or scan.
Void A void operation will erase a previous item entry. It must be used inside of a sale only.
Waste The Waste function is used to start and end entries of items that are wasted. Inventory is adjusted.
WLUs Window look-up. This links several PLUs to one window EG: when the WLU is called red wine when the red wine button is pressed it displays my red wine PLUs
WHAT IS? Top of Page
What is Rounding Rounding becomes necessary where low denomination coins in a currency are withdrawn or otherwise made unavailable, but the currency's subdivisions remain the same. Since it may not be possible to make exact change for a purchase, rounding the total bill to the lowest available denomination of coinage is required if a customer is paying in cash. If payment is being tendered using credit card, debit card, EFTPOS or cheque, no rounding is necessary.
System Options - if using EFTPOS transactions.
- Set Swedish Rounding on SUBTOTAL = No
- Set Swedish Rounding on CASH = Yes
What is P/O & R/A?
P/O & R/A literally stand for Paid Out, and Received Account.
We use P/O keys to help balance the till for any pay outs such as stationary purchases or other petty company expenses.
R/A is basically the reverse of this. Often used to enter the float
What is a Receipt?
A physical record used for tax purposes to show on an itemised basis what the customer has been charged for and the items that they have purchased.
What is a Journal?
A journal is an exact or abbreviated (depending on machine) transaction & keystroke entry print out of what has occurred during the days trading.
What is % & how is it used?
% Keys can be used as a surcharge or a discount, they can be preset or left open.
You would use these keys for staff discounts – general discounts or surcharges to be added onto the sale.
Usually you would want to set them up to occur once only at subtotal to enable the correct discount to be applied.
What is a descriptor?
A descriptor is a describing term.
It could be any descriptor from PLU’s to Report Headings
What is open Pricing?
Open Pricing is where the value for the PLU/Departments are not preset.
The operator keys the price desired price for the PLU
What is split Check?
Split Pricing is used to split a bill in a hospitality scenario
A check # is required and is available on system registers such as SER7000, SPS1000 ETC
We can use the payment key to achieve this on lower range models
What is split tendering?
The ability to split the method of payment between cash eftpos etc
What is a single item?
A single item is a plu that when entered first on a transaction will automatically cash out.
You would use this feature in a newsagent environment where the herald is priced at $1.50 and people commonly lay $1.50 on the counter to pay for it.
If the item is entered in a transaction with other items proceeding it, the draw will not open until the transaction is finalised.
What are price levels?
Price levels are different prices for the same PLU
Eg Small, Medium, Large & Take Away / Eat In
What is VOID MODE?
Void Mode is used to reverse any mistakes made in reg mode. It does this by deducting the PLU or Department pressed.
NB you have to do this manually.
What is No Sale?
A counter to track how often the cash drawer was opened. And a transaction that is not a sale.
What is an EJ?
This is short for the Electronic Journal. An electronic version of the Journal Roll on two station printers.
What is a NLU?
A Number Look Up is just the PLU number looked up when you push this button. E.g. Push the button marked ‘COKE’ and it looks up the PLU # for Coke and sells it. It works the same as entering the Coke PLU # and pushing the PLU button.
What is memory allocation?
This is perhaps the most important step in programming a register
Come to the intermediate course to learn more.
What is Post Tender?
Post tender is used to correct tendering mistakes. If someone tenders incorrectly it allows you to change the amount and press the cash key, this will provide you with the correct change for the sale.
What is a Group?
A group is used to hold a collection of similar items together for reporting purposes. Eg Milk, yoghurt, cheese, butter, margarine, and ice cream can all be linked into the DAIRY GROUP.
What is a PLU?
This simply means Price Look Up, a PLU contains:
- A Number for referencing i.e. plu 42 could be a loaf of bread
- The price of a product
- The group its linked to
- Its tax settings
- Its basic settings for operation
- On most models a description
What is a Condiment PLU?
A condiment PLU is used in conjunction with a standard PLU, it usually contains cooking instructions, kitchen messages, and any extras or modifications to a product, and these can be made compulsory for items such as steaks where cooking instructions are necessary.
CASH DECLARATION?
This ensures that the operator enters in the Dollar value of cash, eftpos, charge and other tenders before reports are run.
This provides the shopkeeper with extra security as it forces the clerk to state the amounts of moneys thus in a report this shows any difference being positive or negative; if the drawer was over in a standard z report the clerk could have taken the unaccounted moneys, and the owner would not know any different.
What is X Mode?
This is the term used when sales reports are ‘READ’ but not re-set. They give you the sales figures, but the figures continue to ADD to the reports.
What is Z mode?
This is the term used when sales reports are ‘READ’ and the figure are reset. They give you the sales figures, and the end of day totals.
What is P Mode?
P mode is the mode where the majority of the programming is done, from PLU programming through to function key programming.