SAP Business All-in-One

SAP ECC 6.00 October 2008 English

it.wholesale W02 - Cashbox (Point of Sale) processing Cash Pickup Order

Business Process Procedure

SAP Business All-in-One

Cashbox Processing

Contents
1 Purpose..................................................................................................................................................................................................................... 3 2 Prerequisites............................................................................................................................................................................................................. 3 3 Process Steps........................................................................................................................................................................................................... 8 3.1 Process Flow Diagram ....................................................................................................................................................................................... 8 3.2 Process Overview Table................................................................................................................................................................................... 10 4 Scenario.................................................................................................................................................................................................................. 12 4.1 Tray Out Check out a tray.............................................................................................................................................................................. 12 4.2 Create POS Cash Sales Order Cash Pickup Sale......................................................................................................................................... 13 4.3 Sales Order Billing......................................................................................................................................................................................... 15 4.4 Review document flow...................................................................................................................................................................................... 17 4.5 Display Tray Status (Optional).......................................................................................................................................................................... 18 4.6 Display Cash Journal........................................................................................................................................................................................ 19 4.7 Tray Check In TRAYIN.................................................................................................................................................................................. 21

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Cashbox Processing 1 Purpose

It.wholesale POS (Point of Sale) is a solution that works with SAPs standard Cash Journal and Sales Order processing functionality to address the clients over the counter (OTC) sales requirements. It enables OTC sales by streamlining sales order processing and recording OTC activities utilizing the cash journal as a transaction register. The primary object in the cashbox processing is the cash tray, out of which the sales processing is performed by the various cashiers throughout the day. The process begins with the chief cashier (head cashier) checking out a tray at the beginning of the days sales. He can assign multiple secondary cashiers to the same tray, thus ensuring that many cashiers can work with a single tray at the same time. During tray checkout, he assigns some amount of initial cash to the tray in order to process cash sales effectively. Once the tray has been checked out, the individual cashiers can start making cash sales through the tray. When a customer wants to make a point of sale purchase for an item which needs to be picked separately, the checkout cashier creates a pickup sales order. Once the sales order is saved, a pick ticket is automatically created, and post goods issue is automatically performed. Once the warehouse clerk delivers the goods to the customer, billing and payment occurs. The customer can choose to pay by cash, credit card or check. A popup screen informs the cashier of the amount to be paid. Once the customer pays the requisite amount, the cashier keys in the appropriate data in the popup screen and saves the order. A pulse command opens up the physical cash tray in order for the cashier to tender the balance or process the transaction. Throughout the days sales, the cashier can access the cash journal to view the various transactions that has happened during the day, or any particular time period and compare it with the existing cash balance in the tray. At the end of the days sales, the primary cashier checks in the tray, and enters the ending cash balance in the tray. The system prompts the cashier to check for a calculated balance, against which the cashier enters the actual balance. The system prompts the cashier to confirm if there are any differences detected. After confirming the actual amount, the cashier checks in the tray. All the cashbox transactions that happened during the day are automatically posted to FI by means of a background job.

Prerequisites

You have entered the master data required to go through the procedures of this scenario. Ensure that the following scenario-specific master data exists before you test this scenario: 1. Customer Master data

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SAP ECC Menu Transaction code

Logistics Sales and Distribution Master Data Business Partner Customer Display Complete XD03

Customer W02-102

Name Cash box customer

Sale Org 3000

Distribution Channel 01

Division 01

2. Maintain Material Master SAP ECC Menu Transaction code Logistics Materials Management Material Master Material Create (General) Immediately MM01

Material W02

Description Cashbox material

Plant 3001

Sales Org 3000

Distr. Channel 01

Div 01

Ensure that inventory is present in Plant 3001, Storage Location 0001 using MMBE. 3. Maintain Cash Tray Master The tray is the controlling object in it.wholesale POS. It can represent an actual/physical cash tray or multiple cash trays (if the multiple users per tray functionality is used.) Here you make default settings for the tray which determine among other things the sales organization the tray is assigned to, the cost center to which over/under amounts are posted, and the actual over/under tolerance amounts. SAP ECC Menu Transaction code /n/ITS/TRAY

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Check if the following trays are present. Tray No 3001 Description Tray 3001 Tray Status A Sales Org 3000 Tray Acc No 689001 Clearing Acc No 689000 Multiple User Checked

4. Maintain Cash Tray User These settings identify all users within the organization that are designated as potential OTC personnel. Prior to setting up the user, he/she must have a valid SAP logon. Transaction Code IMG Menu SPRO it.solutions it.solutions-Cash Box (POS) it.solutions-POS User Administration

Double-click on it.trade Cash User. Ensure that the following users are maintained. In addition to this, the user ID of the person executing this scenario must be added to this list. User APR SHN US9901 US9902 Account 689001 689001 689001 689001 OutputDev LOCL LOCL LOCL LOCL

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RJI

689001

LOCL

5. Maintain User-Tray Mapping Once the user has been identified as a potential POS user it is necessary to map him/her to a tray or trays. This setting is used by the system to verify that the user is authorized to use a certain tray. Note that while it is possible to assign the same user to different trays, only one tray can be used to record OTC sales at a time.

Access the activity using one of the following navigation options: Transaction Code IMG Menu SPRO it.solutions it.solutions-Cash Box (POS) it.solutionscash-User Administration

Double-click on it.trade User-Tray mapping. Ensure that the following entries have been set up. In addition to this, the user ID of the person executing this scenario must be added to this list as a chief cashier. Tray Nr 3001 Trade-user APR Chief Cash Checked Account 689001

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3001 3001 3001 3001

SHN US9901 US9902 RJI

Unchecked Checked Checked Unchecked

689001 689001 689001 689001

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Process Steps

3.1 Process Flow Diagram

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3.2 Process Overview Table

Step Step Name External Process Reference Business Condition Role Transaction Code Expected Results

4.1

Tray Checkout

Chief cashier checks out the tray for the days sale

Chief Cashier

/n/ITS/TRAYOUT

Tray 3001 is checked out with primary and secondary cashiers POS sales order is created. The customer pays for the sales either through cash, credit or check. Delivery and Invoice are automatically created Order is billed and payment is completed

4.2

Sales Order Entry

Secondary Cashier

VA01

4.3

Sales Order- Billing

Customer needs to be billed for the goods after he has received them

Secondary Cashier Secondary Cashier VA03

4.4

Review Document Flow

Document Flow is displayed.

4.5

View Tray Status

Chief cashier needs to know the users assigned to any tray for assigning/ de-assigning users Chief Cashier needs to view the cash journal to have an overview of the days sales At the end of the days sale, chief cashier needs to close

Chief Cashier

/ITS/TRAYSTATUS

Current users of tray displayed

4.6

Display Cash Journal

Chief Cashier Chief

FBCJ

Cash journal is displayed Tray is checked in

4.7

Perform Tray Out

/ITS/TRAYIN

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the tray

Cashier

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Scenario

4.1 Tray Out Check out a tray

Use
This procedure is used to start cash order processing with a tray. In this process, a tray is populated with requisite cash, assigned to various users and checked out

Procedure
1. Access the transaction choosing one of the following navigation options: SAP ECC Menu Transaction code Business Role /n/ITS/TRAYOUT Customer Service

2. On the initial screen, enter the following values: Field Tray Number Cash User Financial Tray 3. Press Enter. 4. Click on Secondary Cashiers. All the secondary cashiers that have been mapped to that tray will appear in a new window. 5. In order to remove any secondary user, select the user and click on remove all users except SHN and US9901 as an example. 6. Click on Outgoing Tray. The Outgoing Tray Count Cash screen appears. In this screen, you are required to enter a float by specifying the number of bills and coins that you are checking out. A float is basically the cash you take out in order to make change for cash transactions. 7. Input the flowing values Field S001 (1 Dollar) S005 (5 Dollars) S010 (10 Dollars) Values 10 4 2 . As part of this demo, Values 3001 Enter your SAP ID Check this field

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8. Press Enter. The Coun.Act.Bal field lets you know the dollar total of the float, in this case, $50.

9. Click on the Save/Post button

10. The message ZTRAY performed confirms the tray is now ready for sales. Click the Continue button. 11. The Outgoing Tray report is printed. It basically states the amount of money that was checked out for change

12. Click the exit button

twice.

4.2 Create POS Cash Sales Order Cash Pickup Sale

Procedure

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SAP Business All-in-One SAP ECC Menu Transaction code Business Role

Cashbox Processing Logistics Sales and Distribution Sales Order Create VA01 Customer Service

1. Access the transaction choosing one of the following navigation options:

2. On the initial screen, enter the following values: Field Order Type Sales Organization Distribution Channel Division 3. Press Enter. 4. Input the flowing values Field Sold-to party PO Number Material Plant Order Quantity Values W02-102 <free form text> W02 3001 5 Values ZBV1 3000 01 01

5. Hit Enter. Notice that a billing block has been automatically placed for the order.

6. Click on the Save button

Result
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Confirmation message appears stating that a sales order has been created. The delivery is automatically created along with the pick ticket which is given as spool output EK00. The goods issue is also automatically completed. This can be seen in the document flow.

the bottom confirms that the sales order was created successfully, the delivery was also created, and (through a special output type) the customer invoice was created as well.

4.3 Sales Order Billing

Use
Prior to this step, the warehouse clerk performs the picking and delivers the goods to the customer. Once goods receipt is performed (automated in the system), the cashier performs billing for the goods.

Procedure
Access the transaction choosing one of the following navigation options: SAP ECC menu Transaction code Business Role Logistics > Sales and Distribution > Sales > Order > Change VA02 Customer Service

1. Enter the order number created above and hit Enter. 2. On the following information screen, click on

3. Remove the billing block present in the sales document. 4. Click on the Save button

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SAP Business All-in-One 5. The POS popup screen is displayed.

Cashbox Processing

Here, to record a Cash Sale you must input the amount tendered by the customer in the Cash field. The amount must be equal to or greater than the amount in the Cash Value field. 6. Enter the cash amount given by the user and hit Enter. 7. A DOS impulse screen opens which is supposed to create an impulse command to open the tray on a real cashbox. To return to the cashbox pop-up follow the menu path: File -> Exit.

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8. If the Cash value is greater to or equal the Cash Value then the Save button appears. In case the customer has paid extra cash, the amount to be returned is displayed in Back field.

Note that the save button is now active.

9. Save the order.

Result
The sales order is updated with the billing document. The invoice is generated for the sales order.

The same procedure can be followed for credit card sales as well as cash sales. Please refer to steps 4.5 and 4.6 of BPP: Cahbox Processing Cash POS Order which describes processing of credit card and check sales.

4.4 Review document flow

Use
The document flow shows how far the sales document has been processed and creates a business transaction out of consecutive documents in the system. For example, a document flow could contain a quotation, a sales order, delivery and an invoice. If you displayed the document flow from the sales order, the quotation would be a preceding document and the delivery and invoice would be subsequent documents

Procedure
Access the transaction choosing one of the following navigation options: SAP ECC menu Transaction code Business Role Logistics > Sales and Distribution > Sales > Order > Display VA03 Customer Service

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1. Enter the order number created above. 2. On the application toolbar, select the icon for document flow:

Result
A successfully posted cashbox transaction will have 3 SD documents, 1 goods issue document, 1 picking document and 1 accounting document.

If you do not see a particular document, click Back , wait a minute or two, then go back into the screen. If any document is missing then more than likely an SD process failed.

4.5 Display Tray Status (Optional)

Use
This transaction is used in order to view the status of a tray to check the current chief and secondary cashiers assigned to the tray

Procedure
1. 1. Access the transaction choosing one of the following navigation options: SAP ECC Menu Transaction code Business Role 2. /ITS/TRAYSTATUS Cashier

On the initial screen, enter the following values: Field Tray Number Hit Values 3001

3. The following fields are displayed in the report

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SAP Business All-in-One Field Tray Number Tray Status Tray User Complete Name Issue Date Issue Time Return Date Return Time Chief Cashier

Cashbox Processing Description Number of the tray Active/Blocked/Example User ID Name of the user Date of tray checkout Time of tray checkout Date of tray checkin Time of tray checkin Indicates if User is a chief cashier

If an entry appears without any return date or time, it indicates that the user is currently checked out with that tray.

Result
The users of the tray can be seen through this transaction

4.6 Display Cash Journal

Use
The cash journal acts as the transaction register for the cash box. It records all the transactions (sales, TRAYOUT, TRAYIN, and TRAYFI) that are posted to a particular cash box. Unlike the cashbox functionality, the cash journal is Standard SAP. Each cash box has a corresponding cash journal. There are basically two types of cash journal transactions: those that record additions to the cashbox (ZTRAYOUT, Sales, Payments on account) and those that record subtractions to the cashbox (ZTRAYIN, returns).

Procedure
1. Access the transaction choosing one of the following navigation options: SAP ECC Menu Transaction code Business Role Accounting Financial Accounting General Ledger Posting Cash Journal Posting FBCJ Chief Cashier

2. Click on the Cash Journal Selection button 3. Input the flowing values

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SAP Business All-in-One Field Company Code Cash Journal 4. Hit Enter

Cashbox Processing Values 3000 3001

5. The Cash Journal screen is displayed as below. The various parts of the screen are explained in detail below.

4 5

Parts of a cash journal: 1. Dates You can display a days worth of transactions, a week, or a month. You can also enter any date range you want to display. When you do this the system updates the section 5 and section 2 with the corresponding totals for those days. 2. Balances for the displayed period This section displays the balances. Normally a tray will not have an opening balance (trays are reconciled at days end). The cash receipts are the inflows the cash payments are the outflows. Check receipts are not used. The closing balance shows the balance at any point in time. Typically once you execute TRAYIN to close the cashbox the closing balance should be zero. 3. Cash payments - Click this tab to display all the outflow of cash transactions (TRAYIN, returns, and losses). 4. Cash receipts - Click the tab to display the inflows of cash transactions (TRAYOUT, sales, payments on account, and gains). 5. Business Transactions Each cashbox transaction has a corresponding cash journal transaction. Each of these transactions is automatically created by the system using a BAPI. The business transaction type (first column) specifies the type of business transaction (i.e. sale by cash, visa, amex, check, etc.) that was created.

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6. In the above example, youll notice that the system has created a transaction for the Cash sale, the Credit card sale, and the sales by cheque.

The entries appearing on the cash journal are displayed with status which means that these transactions have not been posted to FI. Ordinarily, these are posted by means of an automatic background job, or by running transaction /ITS/POSTFBCJ. However, in case the cashier wants to manually post a single line item to FI, select the line item and click on bottom of the screen. Then, the status of the line item changes to document has been posted to FI. at the , signifying that the

IMPORTANT: You need to be out of transaction FBCJ in order to post further cashbox transactions. FBCJ is the maintenance mode for the cash journal which means it locks up the cash box. If you need to be in display mode, consider transaction FBCJ3. 7. Back out of the screen by clicking on

4.7 Tray Check In TRAYIN

Use
In the last step of the process the user will close the cashbox. This last step is typically executed at the end of the day after no more over the counter sales are expected.

Procedure
1. 1. Access the transaction choosing one of the following navigation options: SAP ECC Menu Transaction code Business Role 2. /ITS/TRAYIN Chief Cashier

On the initial screen, enter the following values: Field Tray Number Tray Keeper Hit Values 3001 Your SAP ID

3. The list of secondary cashiers (if assigned during tray checkout) will appear in a separate window 4. Click on Incoming Tray button

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5. The Count Cash: Incoming Tray screen is displayed as below.

6. The chief cashier enters the number of each currency denomination that is present at the end of day tray counter. 7. The total credit card payments for each credit card type are entered in the respective fields 8. The total cheque amount is entered as a single value in the Check(s) field. 9. In the background the system checks against the actual posted transactions and verifies the user input against the posted transactions. The running total is kept in a field called Difference, in the Difference tab.

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10. If the value in the difference field is not zero then either a loss or gain posting will be created in order to balance the tray out. 11. Click on the Save button .

12. The popup verifies that the transaction was posted successfully.

13. Click on

14. The TRAYIN (incoming tray) report is printed. It shows the breakdown of the receipts as counted by the user.

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Result
This completes the cashbox process. The tray is successfully checked back in and the tray amount is transferred to the vault. END OF SCENARIO

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