Reconciliation of a Shift
Once a sales shift is ended, Ventrata allows cashiers to start doing the shift reconciliation, making sure that the amount of cash, card, and vouchers that have been brought in correspond to the sales that the seller has made through the applications. These may differ because of errors on part of the sellers, money is lost, etc.
The cashier is a user with access to the shift management tool in Ventrata backend, and their responsibility is to check what the sellers turn in and what is missing (or in excess). This is a cash-up process where the seller controller (or cashier) has to make sure that what was reported by the seller is what is in their cash drawers.
Ventrata also has the figure of the approver, in smaller operations it might even be the same role as the cashier, but in larger operations, it will be someone from the accounting/reconciliation departments.
With an ended shift, once the cashier presses the Start Reconciliation button, the cashier is auto assigning themselves as the cashier (although it can be edited later by the approver). They can start reconciling what the seller brought in (or left in the cash drawer).
On the shift summary, the cashier will see two main sections:
Sales: On the left hand side of the shift summary
Transactions and reconciliation: On the right hand side of the shift summary
The Sales section is where you will find all interactions the seller has made with the client, the sales, voucher exchanges, OTA/connected tickets redemptions, and even scans. Each of these sections is delimited by a box with a breakdown of the bookings affected. On each of the titles of these boxes with you will see they have a BLUE text colour indicating that you can press on the link and a new tab will appear with the bookings.
Sales are the left hand side, where you can see the sub boxes of :
SALES: Cash/Card transactions made by the seller
VOUCHERS: Paper vouchers exchanged (not connected)
UPGRADES: Upgraded tickets (seller should hand in the original tickets)
CANCELLATIONS: Cancelled tickets / orders made by the seller
EXTRAS: Extras sold by the seller
PURCHASES: Retail items sold by the seller
REDEMPTIONS: OTA/Web tickets and all connected suppliers that are exchanged
SCANS: Scans made to get on the attraction
PRINT ERRORS: How many times there was an error while printing tickets
If more than one currency / Denomination is allowed at the point of sale, more than one box will come up (each with their own currency). Transactions are registered in Ventarta as:
CREDIT/DEBIT CARD: All card present transactions
CASH: Cash in currency denominations
OTHER: Bank transfer / check transactions (useful for shop cashiers)
TOTAL: The total sum of each (sales and refunds) and absolute total
You might be wondering what the +/- column is for. This is for the adjustments that the cashier will be able to add for those inconsistencies.
Under this section is the seller/cashier/supervisor role section. The seller does the sale, the cashier does the reconciliation, and the supervisor approves or rejects the shift.
The total amount of CASH / CREDIT/DEBIT CARD / OTHER transactions might not reflect what was originally given it (for example the seller might mistake CASH for OTHER and bring in more cash). In situations like these, the cashier has the opportunity to correct that, and add or subtract the quantity in the given transaction. The cashier will have to give a reason for this (eg. seller gave back to customer an extra 1.5 USD in petty cash by mistake) and then save the adjustment
You can find a log of all the transaction adjustments in Ticket Terminals -> Shift Adjustments section.
The next section is the cash declaration. As with the transactions, you will get one per currency allowed, so there might be more than one. The cashier will need to recount the bills and coins in the denominations delivered by the seller. The coins section is the petty cash field, but the rest of the denomination bills will accept only a whole number.
Once the denominations have been entered, pressing on SAVE CHANGES will count the cash and raise any differences to what is declared in the shift. If the sum is over or under, the cashier will need to add in transaction adjustments in order to finish up the reconciling
The declared cash under the declaration will show you when you are under or over, and where to investigate (like clicking on CASH in the Transaction section and taking a look at the cash transactions that the seller made.
You can see Reconciliation Status below, which indicates if particular type of sales (CASH, CARD, VOUCHER, OTHER) is reconciled or not.
You can’t Approve Shift until all the reconciliation is completed. In case you can't successfully finish reconciliation, the only option is to Reject Shift.
In both cases you may un-approve and un-reject shift later, when needed.
Besides that you can see a couple of more information such as PIN, Token or Serial Number of a device. Note also an option to save Reconciliation Notes.
You can also perform the following actions:
Refresh - the live date
Edit - to change shift location
Merge Shift - if there is another shift for this seller on the same day
Re-print Receipt
Print Summary
Mark as Live/ Mark as Test
Re-open Shift - after that it's possible to Block Shift
The cashier is a user with access to the shift management tool in Ventrata backend, and their responsibility is to check what the sellers turn in and what is missing (or in excess). This is a cash-up process where the seller controller (or cashier) has to make sure that what was reported by the seller is what is in their cash drawers.
Ventrata also has the figure of the approver, in smaller operations it might even be the same role as the cashier, but in larger operations, it will be someone from the accounting/reconciliation departments.
Reconciliation Process
With an ended shift, once the cashier presses the Start Reconciliation button, the cashier is auto assigning themselves as the cashier (although it can be edited later by the approver). They can start reconciling what the seller brought in (or left in the cash drawer).
On the shift summary, the cashier will see two main sections:
Sales: On the left hand side of the shift summary
Transactions and reconciliation: On the right hand side of the shift summary
Sales Section
The Sales section is where you will find all interactions the seller has made with the client, the sales, voucher exchanges, OTA/connected tickets redemptions, and even scans. Each of these sections is delimited by a box with a breakdown of the bookings affected. On each of the titles of these boxes with you will see they have a BLUE text colour indicating that you can press on the link and a new tab will appear with the bookings.
Sales are the left hand side, where you can see the sub boxes of :
SALES: Cash/Card transactions made by the seller
VOUCHERS: Paper vouchers exchanged (not connected)
UPGRADES: Upgraded tickets (seller should hand in the original tickets)
CANCELLATIONS: Cancelled tickets / orders made by the seller
EXTRAS: Extras sold by the seller
PURCHASES: Retail items sold by the seller
REDEMPTIONS: OTA/Web tickets and all connected suppliers that are exchanged
SCANS: Scans made to get on the attraction
PRINT ERRORS: How many times there was an error while printing tickets
Transactions and Reconciliation
Transactions
If more than one currency / Denomination is allowed at the point of sale, more than one box will come up (each with their own currency). Transactions are registered in Ventarta as:
CREDIT/DEBIT CARD: All card present transactions
CASH: Cash in currency denominations
OTHER: Bank transfer / check transactions (useful for shop cashiers)
TOTAL: The total sum of each (sales and refunds) and absolute total
You might be wondering what the +/- column is for. This is for the adjustments that the cashier will be able to add for those inconsistencies.
Under this section is the seller/cashier/supervisor role section. The seller does the sale, the cashier does the reconciliation, and the supervisor approves or rejects the shift.
Transaction Adjustments
The total amount of CASH / CREDIT/DEBIT CARD / OTHER transactions might not reflect what was originally given it (for example the seller might mistake CASH for OTHER and bring in more cash). In situations like these, the cashier has the opportunity to correct that, and add or subtract the quantity in the given transaction. The cashier will have to give a reason for this (eg. seller gave back to customer an extra 1.5 USD in petty cash by mistake) and then save the adjustment
You can find a log of all the transaction adjustments in Ticket Terminals -> Shift Adjustments section.
Cash Declaration
The next section is the cash declaration. As with the transactions, you will get one per currency allowed, so there might be more than one. The cashier will need to recount the bills and coins in the denominations delivered by the seller. The coins section is the petty cash field, but the rest of the denomination bills will accept only a whole number.
Once the denominations have been entered, pressing on SAVE CHANGES will count the cash and raise any differences to what is declared in the shift. If the sum is over or under, the cashier will need to add in transaction adjustments in order to finish up the reconciling
The declared cash under the declaration will show you when you are under or over, and where to investigate (like clicking on CASH in the Transaction section and taking a look at the cash transactions that the seller made.
Reconciliation Status
You can see Reconciliation Status below, which indicates if particular type of sales (CASH, CARD, VOUCHER, OTHER) is reconciled or not.
You can’t Approve Shift until all the reconciliation is completed. In case you can't successfully finish reconciliation, the only option is to Reject Shift.
In both cases you may un-approve and un-reject shift later, when needed.
Besides that you can see a couple of more information such as PIN, Token or Serial Number of a device. Note also an option to save Reconciliation Notes.
You can also perform the following actions:
Refresh - the live date
Edit - to change shift location
Merge Shift - if there is another shift for this seller on the same day
Re-print Receipt
Print Summary
Mark as Live/ Mark as Test
Re-open Shift - after that it's possible to Block Shift
Updated on: 27/04/2021
Thank you!