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Point of Sale End of Day Guide

The Point of Sale module is a retail Point of Sale system that supports the sale of inventoried and non-inventoried items from your Ships Store, Parts Counter and Fuel Dock. This module interfaces with the Inventory Control, Special Order Processing, General Ledger and Accounts Receivable modules.

Creation Date: Jun 10, 2024

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DockMaster Point of Sale

Transactions entered can consist of all of the following:

  • Sales transactions that are paid for at the time of Sale.
  • Sales transactions that are charged at the time of Sale.
  • Received on Account transactions – where a customer comes in an makes a payment towards what is owed to the company.  Functions – Received on Account.
  • Part returns from previously sold items.   Functions – Refund Items
  • Refunds to customers account. Functions - Debit Customer Account.
  • Cash Paid out – Functions – Paid Out
  • Create a Special Order for a part that is not in stock and needs to be ordered.  Functions – Special Oder.

1. Click Functions​

When the day is finished or when you change clerks during the day – The END OF DAY process should be run to balance out the till. This process should be run at least once a day (usually at the end of the day) in order to keep the accounting for that day’s transactions separate from another day.

Click Functions

2. Click Daily Procedures​

Click Daily Procedures

3. Click End of Day​

Click End of Day

4. The Register is Automatically Selected. If closing multiple tills (see below) select the Register to close by checking the All Registers box.​

Normally the End of Day will be run for the Register that the clerk is working on. Each clerk would have their own register and own cash drawer.

This is not the best practice, but is an option if necessary: IF THERE ARE MULTIPLE REGISTERS - select All Registers and then select the register you would like to close. For example, if there are three registers on site, you could bring the three cash drawers to a central location and close out each drawer individually by using one computer. In another case, a marina may use a designated computer to ring up card only transactions for fuel. Both registers can be closed at the same time since there is only one cash drawer to count, but two registers with card receipts.

The Register is Automatically Selected. If closing multiple tills (see below) select the Register to close by checking the All Registers box.

5. Verify the Start Date and End Date and click Select.​

This will display the recap of the tickets completed on that date. It is EXTREMELY important that the POSTING DATE is the same date as what you are closing out. If the end of day is being run for a prior date you MUST remember to change the POSTING date as well. This is important for the following reasons:

  1. When a POS ticket is completed, it will update the Universal Sales tax report as of the day it is completed.
  2. If the End of Day process is not run in a timely manner, you will need to go back and run the process for a prior date. If the date falls in the previous month, make sure that the Journal Transactions created are on the correct complete date to avoid issues with reconciling Accounts Receivable, Cash Clearing and your Bank Account.

Verify the Start Date and End Date and click Select.

6. Enter the Counted amount for the cash drawer​

Once the tickets are selected and your grid is displayed recapping the various pay type used, it is Extremely important that the “COUNTED” amount be entered correctly for each pay type.

Enter the Counted amount for the cash drawer

7. If the incorrect amount is entered for the Cash count, the amounts entered will result in a cash/over short journal transaction being created for Cash.​

If the incorrect amount is entered for the Cash count, the amounts entered will result in a cash/over short journal transaction being created for Cash.

8. A warning will display regarding this Over/Short issue so you can verify that the amounts you entered are correct.​

A warning will display regarding this Over/Short issue so you can verify that the amounts you entered are correct.

9. Click Post​

When everything is entered correctly and you click Post/Print or Post – a display will come up giving you the Batch that this process is creating and the Journal Transactions that will be created for this process. It is our recommendation that this information be written down and turned in along with the Monies and Credit card receipts for the day.

Click Post

ℹ️ We recommend that someone be given the responsibility of running the following report on a weekly basis to verify that all POS tickets have been batched out. The report is found in DockMaster – Inventory Management – Point of Sale Reports – Reports – F6 and select DM.POS.UNBATCHED.TKT.

Audit Point of Sale Batches

10. Click Inventory Management​

Click Inventory Management

11. Click Point of Sale Reports​

Click Point of Sale Reports

12. Click Reports​

Click Reports

13. Right click Report ID​

Right click Report ID

14. Click List DM Reports or click F6 in the text box​

Click List DM Reports or click F6 in the text box

15. Double click to select DM.POS.UNBATCHED.TKT or click to highlight the report and select the report​

Double click to select DM.POS.UNBATCHED.TKT or click to highlight the report and select the report

16. Select the report​

Select the report

17. Select Report Main​

Select Report Main

18. Add Status to the Selected List if it is not already included​

Add Status to the Selected List if it is not already included

19. Click the paper icon to generate the report​

Click the paper icon to generate the report

20. Click the magnifying glass to preview​

Click the magnifying glass to preview

21. Review transactions​

The report example below indicates that for Register 950, the end of day needs to be run for each day that there is a Completed (Status = C) ticket listed. The tickets with the Status “O” should be reviewed to see if they can be completed or if they should be voided.

Review transactions

Review Journal Entries

This journal transaction is the transaction that recaps ALL Sales type transactions.  Any Received on Account type transaction will not be included as an ROA transaction will write a separate journal transaction when that ticket is completed. The amount posting to the “CASH CLEARING” account represents the amount of Cash, Checks and Credit Card transactions taken at the time of the Sale.

22. Click General Ledger​

Click General Ledger

23. Click Journal Transactions​

Click Journal Transactions

24. Click Journal Transaction Inquiry​

Click Journal Transaction Inquiry

25. Right Click and list Posted​

Select the batch you would like to review.

Right Click and list Posted

26. Review the G/L Entries​

If the drawer had a Cash over/short indicated when the End of Day Process was run, a separate entry may be made. If the journal transaction was created in error and there truly was no Cash over/short then the Journal transaction should be posted individually and then reversed OR the transaction could be deleted. DockMaster does not recommend ever deleting journal transactions as it corrupts the Audit Trail created from the End of Day Process.

Review the G/L Entries

ℹ️ Please note that in the description it shows the word “Cash”.  This comes from the Pay Type Payment Category Code.  If your transactions are created with “NOCAT” in the description you need to go to File Maintenance – Pay Type Codes – and bring up each pay type and enter a unique Payment Category Code.

**If at any point you run into any issues, feel free to email [email protected] for assistance.**