Cash registers have come a long way from the original mechanical versions invented in the late 19th century by James Ritty. He was a saloon owner who created this device to prevent his employees from stealing his profits.
Today’s registers take advantage of the latest technology like cloud-based point-of-sale (POS) systems, integrated payment processing, and mobile checkout. Electronic cash registers, PC-based POS systems, and tablet/mobile devices each have their own pros and cons for small and large retailers to consider when selecting a solution.
However, the basic purpose remains the same – to accurately ring up sales, accept payments, provide receipts, and track transactions. Learning how to properly use a cash register is an essential skill for any retail employee. In this comprehensive guide, we’ll provide tips on effectively using cash register systems.
What is a Cash Register?
A cash register is a mechanical or electronic device used to process and record transactions in retail stores, restaurants, and other businesses. The key features of a cash register include:
- Main Functions: The main functions of a cash register are to accurately calculate totals for sales transactions, securely store cash and process payments, automatically produce receipts for customers, and keep detailed records of all transactions.
- Calculations: Cash registers tally up totals for each sale, calculate any relevant taxes, discounts, or coupons, and tell the cashier how much change is owed to the customer. This automated calculation helps avoid errors in totaling transactions.
- Payment Processing: Registers safely store cash in locked drawers and process other payment types like credit cards, debit cards, and checks. Advanced versions even allow for integrated payment processing.
- Transaction Records: Detailed transaction logs are kept for inventory and accounting purposes. Modern versions store this data digitally for easy tracking and reporting.
- Receipts: Printed receipts provide customers with a record of what was purchased and the final amount paid. Cashiers can compare receipts with register data to reconcile transactions.
- Evolution: Cash registers have evolved from purely mechanical versions to today’s digital point-of-sale systems with advanced reporting features and connectivity. But accounting for transactions remains the core function.
How to Efficiently Use a Cash Register
Understand the Basic Functions
Most cash registers contain basic features like department keys, a numeric keypad, payment type buttons, and a display screen. Department keys categorize items and help track sales and inventory. The numeric keypad is used to enter pricing information. Payment type buttons allow you to select cash, check, or card payments. The display screen shows the transaction details including the total sale amount. Knowing the basics of cash register working will help you easily navigate different cash register models.
Log into Your Register
Cash registers are often assigned to specific employees with individual logins. Locate the login or key code on your register and input your unique credentials. This allows the transactions to be tracked by user in the register reports. Properly logging in also ensures your employee discounts or overrides are available during your shift.
Ring Up Items and Apply Discounts
To begin a new sale, make sure the register display shows a $0.00 balance. Scan or manually enter each item’s price using the numeric keypad. The register display will show the updated total sale amount as you add items. If the customer has any applicable discounts or coupons, press the discount key and enter the specific information to subtract it from the total. Ringing up items accurately is critical to avoiding pricing errors.
Enter Cash Payments
When the total transaction amount is reflected correctly, ask the customer for their payment. For cash payments, press the “cash” button on the register. Enter the amount of cash provided by the customer using the numeric keypad. If change is required, the register display will show the amount owed. Give the customer their change and press the cash button again to complete the payment. Entering the wrong cash amount can result in errors that affect the drawer balance.
Process Check and Card Transactions
For check payments, press the “check” button and enter the check amount. For card payments, select “credit” or “debit” then swipe the customer’s card on the register’s card reader. Make sure the name, card number, and expiration date appear correct on the register display. For debit cards, customers will enter their PIN. Have the customer sign or approve the receipt. Processing payments properly is essential to preventing fraudulent transactions.
Provide Receipts to Customers
Once payment is completed, the register will print a transaction receipt. Make sure all the item, discount, payment, and balance details are accurate. Give the customer their receipt along with any change due. Receipts allow customers to double-check transactions details and serve as proof of purchase. Always offer receipts unless otherwise requested by the customer.
Follow Protocols for Voids and Returns
Mistakes happen! If an item needs to be removed from the current sale, use the “void” function. If a customer needs to return an item that was already purchased, select “refund” or “return” to reverse the original payment. Follow your store’s proper protocols and obtain manager overrides as needed. This will ensure errors are promptly fixed and registers are accurately balanced.
Count Your Drawer at Shift Changes
When your shift ends, count the cash in your drawer to confirm the amount matches the register’s expected balance. Start with the printed receipt tape total if available. Document any discrepancies and remove excess cash over the starting amount. When handing off to the next shift, have them recount the starting cash. Proper drawer counts ensure accuracy and prevent loss.
Change Receipt Paper and Inspect for Damage
Be proactive in maintaining your cash register. Check that paper rolls for receipts or reports don’t run out during your shift. Replace with new paper rolls promptly when needed. Also inspect registers daily for any damage or warning messages that could indicate problems. Alert your manager promptly if repairs or maintenance are required. Well-maintained registers have fewer errors and less downtime.
Utilize Advanced Features
Many modern cash registers include advanced functions like detailed sales reports, inventory lookup, and customer accounts. Learn how to generate reports that track best-selling products, busiest hours, and user sales totals. Use inventory lookups to check stock levels in real-time and inform restocking. Customer accounts can save purchase history and contact info for loyal patrons to provide personalized service. Mastering additional register features helps boost productivity, analytics, and customer relations.
Integrate Loyalty Programs
Retailers running loyalty promotions can sync those programs with their cash registers. This allows cashiers to apply digital coupons, accumulate reward points, or reference customer histories right from the POS screen. Offer reminders about deals and politely promote the loyalty program while ringing up sales. This provides better and more consistent customer service. The register becomes a tool for fueling ongoing sales growth through stronger patron relationships.
Final Verdict
Mastering the use of a cash register is vital for smooth retail operations. From understanding basic functions to utilizing advanced features, each step ensures efficient transactions and satisfied customers. By following proper protocols for handling payments, maintaining security, and embracing technology, cashiers can enhance productivity and build strong customer relationships.
Regular maintenance and utilization of loyalty programs further contribute to business growth. Ultimately, a well-trained cashier equipped with the knowledge of how to effectively use a cash register plays a crucial role in the success of any retail establishment.
Neil Duncan, a professional in business innovation and management, has a deep interest in writing and sharing his voice by publishing articles on different b2b and b2c websites/blogs like this. He currently serves as the Vice President in AZ.
Leave a Reply