- Where is the POS quicklist ('Sales) located?
- Product / Salon voucher
- Cash deposits and cash withdrawals
- Close day
- Transaction report
- POS Help Centre
Where is the POS quicklist ('Sales) located?
At the top of the calendar view you will find a small symbol representing a till. With a click on the till you can open the so called ‘POS quicklist’ with the most used functions of the Treatwell POS module.
Product / Salon voucher
This function can be used when customers come without appointment but want to buy product items or salon vouchers or gift cards. This window does not show any services and is basically the same procedure as checking out a service.
Cash deposits and cash withdrawals
Whenever you take out cash from the drawer or put in cash in the drawer you have to carry out a transaction. In order to do that compliantly you always have to carry out the correct transaction type. Whenever you take out cash from the cash drawer without carrying out a checkout or issuing a refund, you have to enter a ‘cash withdrawal’. One of many possible examples would be if you take out cash to bring it to your bank. On the other hand, whenever you put in cash in the drawer and you are not carrying out a checkout or issuing a refund, you have to enter a ‘cash deposit’. This could be for when you are put in change in the cash drawer to give out change during future checkouts in the first place.
To carry out these transactions you have to use the POS functions ‘cash deposit’ and ‘cash withdrawal’ from the POS quicklist.
‘Cash deposits’ and ‘cash withdrawals’ must not be used for cash checkouts or cash refunds.
Questions regarding how these ‘cash deposits’ and ‘cash withdrawals’ have to be labelled for the rules of orderly bookkeeping are considered as tax consultancy and therefore we have to advise you to direct these question to your tax consultant or accountant.
Treatwell POS has a key rule: Each business day that has once been opened, needs to be closed eventually.
How to close the day
Closing the day should be the very last task on any business day. First, check if all of today’s appointments in the calendar have been checked out. The appointment colours will help you: The blue ones are checked out, the green ones aren’t yet. Afterwards open POS quicklist and click ‘close day’. Then ‘open cash drawer’ and count the cash inside.
If you want to open your next business day with that amount, just type it and close the day. If you want to start your next business day with a different ‘opening cash balance’, don’t close the day just yet and register a cash withdrawal or a cash deposit. As an example: You’ve counted that there are ₤247 in your cash drawer and you want to start the next day with ₤100. Obviously you have to take out ₤147 from the cash drawer. Then register a cash withdrawal of ₤147 and capture a proper withdrawal note (i.e. “transfer to bank account”). Then go back to ‘close day’, type the amount that now is in your drawer (100₤ in our example) and close the day. You’ll then receive the ‘end of day report’.
Concept of opening and closing business days
If you’re not familiar with the concept of opening and closing business days it obviously requires some explanation:
Opening the business day is easy as it happens automatically. It’s always the very first POS transaction of the day, i.e. a checkout, a refund, a cash withdrawal or a cash deposit, that opens the day. So days without any POS transactions, typically those when your salon is closed, will never be opened in the first place.
Closing the day is trickier: Mostly, it’s your final confirmation that everything POS related has been done for today. So by closing the day you confirm that you have checked out all customers correctly, and, if necessary, that you have also issued all refunds or registered all cash withdrawals and deposits.
Once you close the business day, it is closed once and for all. POS transactions will be deactivated until the next day calendar breaks dawn. The next POS transaction will then open a new business day. If the past business day has not been closed yet, you’ll be required to do so first. Simply because otherwise the present day can’t be opened.
Notes: Based on your POS transactions Treatwell POS always expects a certain amount of cash in your drawer. If during close day the amount of cash that you have entered does not match the expected amount, Treatwell POS will capture the amount that you entered and an automatic ‘cash drawer adjustment’.
Under ‘Transaction report’ you will find and see every transaction and receipts ever recorded in the Treatwell POS module. You can switch between the days using the left and right arrows and also switch between a ‘basic view’ and an ‘advanced view’. This way you will be able to see all daily transactions listed in a detailed and chronological order. Here every monetary flow of the day can be retraced. This way you are able to capture what has been sold when, to whom and at what price.
Note: The ‘Transaction report’ is accessible through the ‘Reports’ menu as well.
POS Help Centre
The POS Help Centre can be opened via the POS Quicklist too. This way any questions or misunderstandings can easily and quickly be dealt with.