A batch is a group of transactions that have taken place between the opening and closing amounts being recorded in the register. This article describes the recommended end of day procedure for closing a batch on a register and recording the takings.

Some retailers will opt to open a new batch as soon as they've closed that day's batch, in readiness for trading the following day. Others will wait and open the new batch at the start of the day's trading. Either option is effective, and you can choose which is most practical for your business.

1) Open the Till menu and click Close Batch and Z Report:

2) This will open the Close Batch screen. At this point, you need to check your closing figures. You should count the cash in your cash drawer (including any opening amount / float that was present when the batch was opened) and check the total on your card terminal. Enter this cash total and card total into the relevant tender fields. 

There is also an optional Change Calculator next to the Cash field. 

This allows you to enter your denominations of coins and notes and Cloud POS will automatically calculate the associated cash total for you. Click Apply to automatically enter the total into the Cash field.

3) Once you have entered your cash and card totals, click Save Closing Amounts and Request X Report.

This will generate an X Report. The important section for the purpose of checking your end of day figures is the Tender Summary towards the bottom of the X Report.  You can use this Tender Summary to identify any discrepancies between the closing figures you have entered and the figures the system was expecting to see, for cash and card.

The 40-Col example below shows the closing figure we have entered for cash, and the Expected figure which the system was expecting to see. Here, we have counted 55.00 in the cash drawer, but Cloud POS was expecting 60.00, so the X Report highlights that the cash total is ‘Down By’ 5.00.

For more guidance on the different sections of a Z Report, please refer to this article: What do the different sections mean in the X Report and Z Report?

4) If any discrepancies exist, these should be investigated. You can return to the Close Batch screen and make any adjustments to the closing figures as required (for example, if you locate the missing 5.00 in the cash drawer). 

5) At this point, you can perform checks on the other tender types if you wish, but this will depend on your process in store. For example, tenders relating to online orders would usually be reconciled later, e.g. at the end of the month. Cash and card are the important tender types to reconcile in the store on the day. For this reason, most users would simply use the figures from their X Report to populate the other tender fields on the Close Batch screen at this stage. For example, if your X Report says your ‘Expected’ value for Gift Voucher redemptions is 75.50, you can type that into the Gift Voucher field.

6) Click Commit Amounts and Request Z Report. You will see a dialog box asking if you are happy to proceed:

7) Click Yes to proceed. Cloud POS will now check your total Expected amount against the total value of the tenders you have entered. If there is a discrepancy, you will see a warning message advising you of this:

8) Click No to return to the Close Batch screen and investigate the discrepancy. Click Yes to proceed and close the batch.

Once you click Yes, a Z Report will be generated and the batch will be closed. This will print a 40-Col receipt. You can also view a Full Size report on your screen by clicking View Report. 

Remember that this procedure needs to be completed on each of your registers.

Frequently Asked Questions