Quick Reference Sheet OneStop Cashiering The following Quick Reference Sheet describes the daily functions of OneStop Cashiering. Please contact the OneStop Helpdesk on extn 2211 or email [email protected].

Table of Contents

Logging in .............................................................................................................................................................. 2 The Taskbar and Menu Line ................................................................................................................................... 3 The Register........................................................................................................................................................... 3 Select the Transaction/s..................................................................................................................................... 4 Tender Entry ...................................................................................................................................................... 6 Cash Tender ................................................................................................................................................... 6 Multiple Tenders............................................................................................................................................ 6 Correcting a mistake .......................................................................................................................................... 7 Correcting a Mistake Before Entering the Tender Type................................................................................... 7 Correcting a Mistake After Entering the Tender Type ..................................................................................... 8 Void a Current Transaction ............................................................................................................................. 9 Void a Previous Transaction ......................................................................................................................... 10 Refund ......................................................................................................................................................... 13 Dishonoured Cheques .................................................................................................................................. 15 End of Day (EOD) Processing ................................................................................................................................ 16 Register Close .................................................................................................................................................. 16 Session Close ................................................................................................................................................... 18 Reprint End of Day Session Report ............................................................................................................... 19 Register - System Options .................................................................................................................................... 21

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Logging in To start OneStop, execute the shortcut from your desktop or go to Start\Programs\Unilink\Cashiering:

Enter your login as provided to you by the system administrator.

Note: • Your user name is your staff ID. • You will be allocated a password by the system administrator, which you will be prompted to change when you first log in. • Your log in credentials for OneStop ARE NOT linked to your Oasis staff log in. You can change your password in OneStop when your Oasis password changes by: 1. Click on File then Change User

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2. Click on Password to change your password.

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The Taskbar and Menu Line

1. The Menu Line gives access to the taskbar functions as well as less commonly used functions such as data file input. 2. The Taskbar buttons give access to the most commonly used tasks.

The Register The ‘Register’ function allows you to process receipts for transactions related to your area. You can access the ‘Register’ function by clicking on the ‘Register’ button on your toolbar or go to View, Register.

The Register window will now display:

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1. The Transaction Types window will only display the transaction types that have been assigned to your account. To process a particular transaction, double click on the relevant transaction type or enter its code and press enter. 2. The Hotkeys provide quick access to the labelled function e.g. selecting the keyboard function key F2 will provide access to the Permits area, as will clicking on the F2 Permits button in the register. 3. The Status Line gives you information about the current session:

A

B

C

D

E

F

A: Describes your last action B: Your current session number C: Current receipt number D: Number of transactions processed in the current session E: Network status (may be offline when the network is down) F: Receipt printer status on or off.

Select the Transaction/s The data required in the transaction screen varies depending on the chosen ‘Transaction Type’. For example, to process a transaction in ‘Fees Centre Student Central Docs’ screen, the ‘Transaction Type’ and ‘Student Number’ fields are mandatory:

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If you are receipting a single transaction, press Total (F11):

1. The amount due is added to the receipt line item. 2. The outstanding amount is displayed. If you are receipting a number of transactions, click the Subtotal (F10) to place the payment into the receipt’s line item and allow you to enter more transactions to the current receipt:

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Tender Entry When you have completed adding the fees, select Total (F11). Enter the Amount Tendered and select the tender type from the tender options in the Taskbar (tender options will vary depending on your location):

Cash Tender If cash is tendered, the system will automatically calculate the amount of change to issue. Multiple Tenders Multiple tender types can be used for a payment. Always process the cash payment as the final tender so the system will calculate the change. Enter the amount for the first tender and then press the corresponding tender type key. The outstanding amount will be displayed and you can then enter the value of the next tender. This can be repeated until the receipt is fully paid.

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Correcting a mistake Correcting a Mistake Before Entering the Tender Type If you make a mistake in the middle of a transaction you can open the transaction for editing, deleting or copying by right clicking on the transaction line and selecting the desired option:

This will redisplay the transaction to copy or amend:

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When you select “Remove Item” confirmation box will display:

Select YES and the transaction line will be cancelled. You can also cancel a transaction line by highlighting the line and selecting “Delete” in the keyboard. Correcting a Mistake After Entering the Tender Type Press More (F12) for more correction options:

F4 (V.Trans): Will void the current transaction. This option is used to void the current transaction before the tender type has been entered and the transaction completed. F5 (V.Prev): Voids a previous receipt. This option is used when no funds have hit the bank account. F6 (No Sale): Allows the operator to open the cash drawer, usually to give someone change. This action is recorded on the journal but a receipt is not produced. F9 (Refund): Used to refund money back to the customer when funds have hit the bank account. F10 (Park): Not Used. F12 (Back): Return to the main menu screen. These options will be discussed in more detail in the following section.

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Void a Current Transaction A transaction can be void when it hasn’t been finalised and no funds have hit the bank account. This option is usually used when the customer has decided not to make a purchase during the process. Select More (F12) then ‘V.Tran’ (F4):

You will receive a void transaction confirmation:

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Void a Previous Transaction If it is discovered that a transaction that has been finalised contains an error use the Void Previous option to make the correction. The Void Previous option is used when funds have not hit the bank account and before session close has been completerd. You may need to void the entire transaction or only a part of the transaction. Both options will be discussed. Void the entire transaction Access the ‘More’ correction options and select V.Prev (F5).

Enter the transaction receipt number and the reason code in the Void Previous Transaction Search window and click OK. Note: if the receipt number is unknown search for it using the Advanced Search option.

To void the entire transaction, select “Void Entire Transaction”

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A receipt showing the transaction has been “Corrected”:

Void Part of a Previous Transaction A partial void may be necessary when, for example, the customer decides they do not want to purchase part of the transaction. Access the ‘More’ correction options and select V.Prev (F5).

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Enter the transaction receipt number and the reason code in the Void Previous Transaction Search window and click OK. Note: if the receipt number is unknown search for it using the Advanced Search option.

Select “Void and Re-Tender”:

Remove the item you DO NOT wish to void by right clicking on the line and selecting “Remove Item” then selecting “Yes” to remove/delete:

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You are now left with the item you wish to void. Select the correct tender type:

A correction receipt will be issued confirming the item has been voided.

Refund A refund is required when the transaction has been receipted, finalised and the funds have been banked. Select More (F12):

Select Refund (F9):

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Enter the receipt number of the transaction you wish to refund, select the reason code for the refund and click OK:

Note: If you do not know the receipt number search via the Advanced Search option. Click on the button for the correct tender type for the original payment:

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A refund receipt will be issued:

You can partially refund a receipt by removing the transaction/s you wish to keep and refunding the balance (see page 12). Dishonoured Cheques As there are numerous scenarios for the processing of dishonoured cheques, please contact the OneStop Helpdesk on extn 2211 for assistance in processing.

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End of Day (EOD) Processing Register Close Running EOD processing will close the current session on the register. A session cannot be reopened once it is closed. It is recommended that a user run the Audit report to perform a reconciliation and make any required adjustments prior to running EOD processing. To access the ‘Audit’ function, select ‘System’ (F10) option and ‘Audit’ (F5) function:

Run the report to include the tender listing. The following will display:

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To run End of Day processing, select System (F10) options and EOD (F6)

End of Day reports for the register will be generated upon clicking ‘Yes’ in the following window:

And the report will display:

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Session Close Once all the registers for the location have been reconciled and closed the area needs to perform a session close. This process will generate a bank deposit slip and update the file that will be imported into Finance One the following day with the area’s receipt data. Select Session Manager from the toolbar.

Click on the area to perform the end of day function on and then click EOD Report located at the top of the window.

End of Day reports for the area will be generated upon clicking ‘Yes’.

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The End of Day report displays:

The report consists of: • • • •

EOD Sales Summary by register Sales by Tender Type Sales by Tender Group Bank Deposit

Reprint End of Day Session Report To reprint the end of Day Session Report: 1. Go to Session Manager on the toolbar

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2. Click on “Show Closed” in the top menu bar. Enter the date you are enquiring about - in this example the session for the 31st of July, 2012 and select Refresh.

3. Click on the closed session to highlight it and select the link “Reprint” and the report will display:

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Register - System Options There are a number of register options in the System (F10) function:

Function Print Valid Audit

Function Key F2 F3 F5

EOD

F6

ExtRef

F7

P/Date

F8

Journal Email Back

F9 F10 F12

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Description Reprint the last receipt Validate the last receipt on a slip printer Request a current audit report, printed to the receipt printer, including a summary of transactions and tenders. Request an End-Of-Day report, printed on the receipt printer, includes the above Audit report and then clears the figures for the current session. This function allows a central report to be produced Set an external reference description for the current receipt. Normally used if a receipt is conducted manually somewhere outside the cashiering system and is being reproduced. Set a logical previous date for the current receipt. This is used if an operator needs to post transactions that should have been done before today. Access the electronic journal Email the last receipt Return to the previous page

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