Section 8
End of Day Processing

The END OF DAY PROCESS consists of counting the contents of your cash drawer, running the reports you need to help in balancing the cash drawer (see the reports section for more information regarding this task), and creating the export file to upload to your host system for posting to your main accounting system(s), such as your general ledger, and whatever sub-systems that may be impacted by your cash receipting activity (for example, Utility Accounts Receivable, Parking tickets, tax sub-systems, etc.)

You may also need to Export/Import transactions from multiple registers if your systems are not connected to the same database.

BALANCE SCREEN

Select main menu➔ file➔ Balance
There are a number of entry boxes in which you can post the counts for coins, rolled coins, bills, and the totals for your other methods of payment such as checks, money orders, etc. Each time the cursor advances to another entry field the program will recalculate the totals for all boxes entered.

Note: You can adjust the names of the 14 fields in the two right columns of numbers using values in the Misc Parameters Table.

There are entry boxes for coins, rolls, and bills, etc. You can use the arrow keys to cursor directly to that field, or you can simply press the tab key to move from one field to the next, or the standard shift+ tab combination to move backwards.

When you are done entering the values, the program will automatically save your entered values to a small data file. This can be reloaded on subsequent runs of the program so that you don't have to re-enter your values again if only minor changes are required. The Load Data option restores the settings that were saved the last time the balance program was performed. The program does not re-load the values unless you ask it to do so.

You can also elect to clear all the entry boxes at once with the Clear All button or by pressing f12.

Lastly, using the Print Report button, you can cause the program to print a short report listing your entered values on the receipt printer. This serves as your balance report. The values on this report be compared to the other report totals (e.g,. CASH RECAP) to determine if you are in balance after all posting is completed for the day.

CREATE UPLOAD DATA FILE

Select main menu➔ file➔ Create Upload Data File

When you do this, the following screen will be displayed: The system will assume that you want to export and upload the data for the currently set accounting date, which was set via the Start of Day processing screen.

However, you can select another date or a range of dates using the drop down calendar boxes located at the top-left corner of the screen.

You can select either a single accounting date or a range of dates, or a single calendar date or a range of dates combination of the two.

For most users, the Accounting Date option work best, as most of the time transactions are grouped for deposit by Accounting Date.

The Starting Date must be less than or the same as the Ending Date.

If the settings are correct simply click the Create File button and the program will read the transactions for the date range specified and export the data to file name indicated.

Each time the program runs it creates a new data file, and will replace any existing file of the same name. If the file already exists (from a previous execution of the program) a warning message will be displayed. The file name and location can include a drive letter and path which must be a valid location to which you access privileges on your local drive or network.

NOTE: Reformatting the Output File

Many of our customers have import interfaces that require the export file to be in a specific format, as opposed to the generic format created directly by the initial export process described above. To address this issue, RASWIN provides a special module that reads the generic output file and converts to the format required. This module can be run by creating a setting in the MISCPARMS table that tells the export module what custom format is required. If your system is set to run the RE-FORMATTER module, you will see the following screen after your have created the initial export file: All you need to do is click on the green read/reformat button and the LEGACY FORMATTER module will read the file created by the previous step and create an output file that is ready for import into your existing interfaces. The process takes just few seconds.

After the process is completed, RASWIN will display a summary of the export showing the number of records in the various categories and dollar totals. If any records were not included in the as a result of settings you have established, the count and dollar total for these items will also be shown.

Export Transaction Data

Select main menu➔ file➔ Export/Import Transaction Data

If you are exporting data, the following screen will be displayed:

The dates will default to the currently set accounting date, and register number will default to "*" (all) another register number from the drop down list. After selecting a date range and clicking on the 'Check Records' button RASWIN will verify the number of records that meet these criteria and display a count of how many records match.

Note: You can adjust the date range and register number if required.

If there are matching records found, you will be able to click the EXPORT command button. If there are not any records, then you will not be able to do the EXPORT until the you specify a date for wh ich you have transactions for the register number specified.

When you click the EXPORT button the program will create a file for the register number/date combination you have specified. You will then see the following screen which will confirm that the records were created. The file will be created in the C:\programdata\quadrant\exports directory. The file name will include your location name and the date range (starting and ending data). It is a SQL script that can be run to import the data into another database.

Import Transaction Data

RASWIN offers several options for importing transaction data from external sources. In some cases, Quadrant will create a custom interface program to access and format your data so it can be properly imported into the RASWIN database. In others, an external system will generate a file that RASWIN can access us ing simple setup steps to allow the data to be imported and turned into RASWIN receipts.

To start the import process, select main menu➔ file➔ export/import transaction data

It will display a sub-menu which contains several options related to importing data. These are shown in the screen shot below. There are four basic transaction data import options. Each is described below:

Reformat Import Data

This option permits you to execute an external program that will export or read data from your host application and format it into a file that can be read by RASWIN. In some cases this is a program you have developed, and in others it is a program developed by Quadrant Systems. These are used when the external data format is so not directly compatible with the data format required by the RASWIN import process that it is more practical to have this done by an external module rather than incorporated directly into RASWIN.

The goal is to get the data into a format that the standard import routines included in RASWIN can handle the data easily. Examples of such 'simplification' steps include converting from a CSV or TAB delimited files to a FIXED RECORD layout, removal of batch headers and trailer records, converting formats of data (e.g., dates from 'non-standard' to a valid date format, etc.)

Most modern software applications are capable of generating an export file that does not need such reformatting. However, sometimes you have no control over what your system is able to produce or an existing export format is easier to use or can not been changed for some reason.

After the reformat step is done, if necessary, you will then proceed to the actual import in to the RASWIN database, described below.

External System Transaction Import

This menu option is the one most often used to import data from external systems such as lockbox export files, etc.

RASWIN permits you to define any number of transaction import 'profiles' via the IMPORT_DEFS table. Once a profile is defined, it can be used over and over again as long as the file structure of the import file does not change. When you select this option the program will display the import screen. It requires just a few steps to read and import data from these files. First you must select the Import Profile that relates to the data you wish to import. This is done by choosing the option you want to us from the list near the top-left side of the screen. When you select one of the entries the program will load the import profile that defines the import format from the RASWIN database. The profile stores the expected import file name and looks to see if the file exists. If it is found, the file name box color will be green, indicating that the file is present and ready to be imported.

If it is not found the name box will be red, as shown below. This means the file was not found and obviously can't be imported. If the file is not present, or the pre-defined name in the profile is incorrect, you can manually type in a file name in the file name box, or double click in the file name box to browse to the file you will be importing. Once RASWIN is able to locate the file the box will turn green, indicating the file is found.

Click on the PREVIEW button to have RASWIN read the file and determine if all the values are correct.

It will display a record count and dollar total that you can compare to the totals you expected to receive from you external system.

If any of the import trancodes are payment methods are invalid, RASWIN will display error message indicating what is wrong. These must be corrected before the data can be imported.

If everything is validated as being correct, the import button will be activated (instead of being grayed out). At this point all you need to do is click on the import button and the program will read the data from the file and add each item in the file to the RASWIN database as a new receipt. The time this will take depends on how many items need to be imported, but it is a fairly fast process. It typically processes about 5 to 10 items per second. As each item is processed the values showing the number of items being read is updated along with the total dollars read from the import file.