After implementing SAP Customer Checkout, most customers review their internal processes and take the guidance of the standard SAP processes. As the spot test from Governments occur more often, it makes sense, with the legal requirements in the background. to review the cash management..
We often get the question “How do I open the cash drawer without booking?”
and we recommend the answer “By selling a product or a booking via financial transactions”.
Why is that?
Due to transparency, every cash movement must be booked at the time they happen at the POS.
Financial transactions – Cash-In / Cash-Out
At the beginning of the shift, the cash drawer is empty and the cash float has to be booked into SAP Customer Checkout. So overnight, there is no money in the Shops and throughout the day customers can get their change. In SAP Customer Checkout, a cash-in could look as follows:
Sometimes, when many cash payments are done and the notes are piling up, the cash drawer needs to be reduced and some money has to be transferred into BackOffice safe or bank account directly. In SAP Customer Checkout, a cash-out could look as follows:
In case of an integration into an ERP-system like for example SAP Business One, those transactions can be defined in CCO backend. The cash movement happens between petty cash account and master petty cash account. The master could be a BackOffice safe or a transit bank account. Even different accounts per currency are possible:
Financial transactions – Pay-Out/ Pay-In
The Cash-In and Cash-Out functionality is used for increasing oder decreasing the cash amount throughout the shift. But there are more cash movements at your Point of Sale: For example the trainee fills up the petrol of a fleet car or stamps need to be bought. In this case, the functionalities Pay-Out (when cash is given out before purchase from cash drawer) or Pay-In (when change is returned after purchase to cash drawer) are very helpful. They ensure transparency when Money is given out of the cash drawer:
As the examples show, tax and type (connection to financial account) are predefined and will be sent to integrated ERP system. In the backoffice, finance department can easily track purchase receipt and match the numbers accordingly.
Tips for Financial transactions and cash movements
In order to get the best out of those functionalities, it is best to examine the existing processes and find answers to the following questions:
- Is there an accessible key to the cash drawer? Who is in charge? Two-man rule existing?
- Is it possible to open cash drawer without booking? If yes, why?
- Are all goods movements and cash movements booked in SAP Customer Checkout? If not, what needs to be changed? 100% marketing discount? theft?