Cash and shifts
In this process you will learn how to work with shifts and cash registers in the Siesta Extranet.
Last updated
In this process you will learn how to work with shifts and cash registers in the Siesta Extranet.
Last updated
The Cashier function is used to monitor the cash flow in the accommodation facility. It allows you to easily record all monetary transactions in each receptionist shift. Once the receptionist finishes his shift and hands it over to another, the shift cannot be changed in any way to prevent cheating. If you are interested in using cashiers, we recommend that you contact your technical advisor to set it up for you.
First, create a cash register in Applications / Settings / Cashiers, by clicking on the "Add cashier" button.
Fill in the name and use the "Add payment type" button to select which types the cash register will receive and register.
For payment types it is necessary to fill in the “Payment type”, then you have to fill in the payment method ID, in the invoicing application Vyfakturuj, with which type of payment in the cashier we pair. Multiple payment types can be added to each checkout, but it is preferable for each checkout to only accept one payment type.
The foundation of the cash register creates the first "shift" that manages the cash register. The operation of shifts will be described in detail in the following section.
First, it is necessary to make an initial deposit in the cashier. To enter the initial state it is advisable to set up the so-called Movement types (there are 4 default movement types in the extranet - 2 for payment and cancellation of payment from the guest and 2 for shortage / surplus at the cash desk). In order to make payments directly, (or withdraw money from the cash registers) you need to set up additional types of movements.
Set the type of motion in Applications / Settings / Movement types. Click “Movement Type.” Then just enter the motion name and whether it is an expense or a receipt.
In order for the cash register state in the extranet to be responsible to the cash register state in fact, it is necessary to make a deposit. We deposit the deposit at the Reception / Cashier using the "Add movement" button. Select the cash register that applies to the movement. Currency, Payment type, and Movement type. In the value field we write the amount that we have put into the cash register. We then save everything.
To make it mandatory to select a cashier when recording payments, this must be set. In App/Settings/Payment types, after clicking on the payments that we want to register through the cash register, switch the "Cash register" button to Yes.
On the left we see all active cash registers. As you can see from the overview, there are currently several types of payments with different amounts in the checkout. On the right section of the screen we can see information about shifts.
On the “Cash registers overview” screen, click on the active shift, or switch to the shift tab and click here again on the shift you want to work with.
In the upper left part, you can set filters, which can be used to display only some transactions made during the shift. All transactions made in a given shift are displayed at the bottom left. The shift overview is available at the top right. In the “Cashier status” column you can see the current state of finance in individual currencies. In the “Shift status” column you can see the resulting total exchange status - how much money was received during the exchange.
To close and forward the shift, click on the “Shift closure” button. During closing, it is necessary to select the user who will take the shift in the next window. The most important thing, however, is to check the state of the finance in the cash register. If the real cash register state corresponds to the cash register state in Siesta Extranet, then everything is OK and no further adjustments are needed. If the cash register states differ, the cash register state in Extranet needs to be adjusted. The state of the real cashier is entered in the “Cashier - reality” column. Siesta Extranet calculates the amount of deficit or surplus. As soon as the actual cash register is registered in the Siesta Extranet, we can close the shift by clicking on the “Close shift” button.
Attention! This action is irreversible! Once a shift is closed, it cannot be modified subsequently. Likewise, any payment that is recorded in a closed shift cannot be subsequently adjusted.
The shift history is available from the shift tab. The active shift is marked with yellow lettering “Active”. The status indicates whether the shift was passed correctly and without distinction. For more information about the exchange, just click on the exchange that interests us.
By clicking on the cash register we can display the history of all transactions of the cash register. The screen is divided into three parts - at the top left, we have filters for filtering transactions. At the bottom left are all transactions that have been recorded in the cash register. In the upper right part of the screen you can see the total cash register divided by currencies and payment types.
There are two ways to add a transaction to a shift. Via the "Add Movement" button on the "Cashier Overview" screen or the second. A more common method, which is more or less automatic - all payments created will be written to the shift. When creating a payment in your account, simply select the cash register and save the payment.
We use the same method when creating an invoice. If we want to automatically create a payment together with the invoice, we select the cash register on the new invoice screen. If we receive the payment for the invoice only after it is issued, we select the cash register on the “Payment Details” screen, which is displayed when you click on the “Pay” button on an existing invoice.
If you accidentally entered a payment with a guest or moved it to the cash register, it can be corrected, but only if you haven't closed the shift.
To correct a guest's payment, just edit the payment parameters on the guest's accounts when booking. If the payment is associated with an invoice that has already been sent to EET, the payment parameters cannot be changed. Instead, you need to issue a corrective invoice that automatically generates a negative payment at the checkout. After you issue a corrective invoice, you can issue a new invoice with different payment parameters.
If you entered the movement through the cash register screen, just left-click on it to open the same screen as when creating the movement. From this screen, you can adjust any motion parameters.
