Financial Services
XX.X WORK INSTRUCTION: ONESTOP DAILY
TASKS
Responsible Position:
Manager - Financial Operations
Approved by:
Director Financial Services
Date of Effect:
June 2010
_________________________________________________________________________________
Table of Contents
OVERVIEW ......................................................................................................................................................... 2
PURPOSE .............................................................................................................................................................. 2
COVERAGE ........................................................................................................................................................... 2
ONESTOP DAILY PROCESSING .................................................................................................................... 2
OPENING AND LOGGING INTO ONESTOP ............................................................................................................... 2
RECEIPTING .......................................................................................................................................................... 3
RECEIPTING EXAMPLES ........................................................................................................................................ 7
VOIDING/CANCELLING RECEIPTS ....................................................................................................................... 10
END OF DAY – CASHIER ..................................................................................................................................... 13
END OF DAY – SUPERVISOR ............................................................................................................................... 15
RELEVANT POLICY AND GUIDELINE DOCUMENTS ........................................................................... 16
OTHER RELATED DOCUMENTS ................................................................................................................. 16
PROCEDURES AND GUIDES ................................................................................................................................. 16
FORMS................................................................................................................................................................ 16
CONTACTS ........................................................................................................................................................ 16
REVIEW ............................................................................................................................................................. 16
FINP 4.1 – Invoicing and Receivables PolicyFinancial Management Unit
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Policies and Procedures Practice Manual
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Overview
Purpose
This Work Instruction provides the steps for the main daily tasks performed in OneStop by
cashiers.
Coverage
This Work Instruction applies to all University cashiers.
OneStop Daily Processing
Opening and Logging into Onestop
1. Double-click on the Onestop icon to open the Onestop application.
2. When the Log On window appears, enter your username and password and
select OK.
Note: Your One Stop User ID will be the same as your UTAS POP
account. However your password will not be automatically
synced with your UTAS Access password. You will initially be given
a temporary password, which, when you log in for the first time
you will be asked to change.
Once you have logged on, the Onestop Toolbar should appear on your screen –
only the items you have been given access to will be ‘active’ and available to
select.
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Receipting
There are essentially three main steps to Receipting using the Onestop Register:

Select the type of payment (Transaction Code)

Enter the details required for that type of payment (Transaction Details
screen)

Specify how the customer is paying (Tender screen)
The first and second of these steps may need to be repeated if the multiple
payment types (Transaction Codes) are to be included in the one receipt. The
steps are described in detail below:
1. Select the relevant Transaction Code (i.e. type of Payment) by either:
 Typing the transaction code number and hitting Enter
 Double clicking the relevant Code in the list
 Selecting the relevant HOT KEY (if one exists for the relevant Code)
Note: There will be a number of Hot Keys available at the bottom
of the screen. These will be populated to create a shortcut to
facilitate the most widely used transactions. They maybe ‘clicked’
on with the mouse, or selected using the relevant ‘F..’ Function
key.
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2. Enter Required Details – Different information will need to be entered,
depending on the Transaction Code selected.
Note: Some fields are mandatory whilst others are only optional
– the Total and Subtotal buttons will only be available, allowing
you to progress to the next step if all mandatory fields have
been completed.
Once all mandatory information has been entered, the user may either select:

More button – to add another payment for the same transaction code on
the same Receipt (N.B. if you tab onto the More button, you can select it by
hitting the Space Bar or Enter). This will then display the Transaction Details
screen again allowing the details of the next payment to be entered – the
first line will appear in the top section of the screen indicating that it has
been saved.

Subtotal (F10) – to add another payment for a different transaction code on
the same Receipt

Total (F11) – to proceed to the Tender screen if the transaction details are
complete
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3. Specify how (i.e. using what Tender) the Customer will Pay
 If Customer paying by one tender type only, and if providing the exact
amount, select the appropriate Tender type push button (or use shortcut
key) without entering the amount. For cash, if customer provides more
than the required amount, type in amount given and then click the cash
button.
 If customer is paying by more than one tender enter the amount to be
paid by the first tender, then the relevant Tender button (or shortcut key).
The remaining balance will appear as the Outstanding Amount – repeat
this step to process the remaining tender/s.
NOTE - For EFTPOS payments: if you have integrated EFTPOS (i.e. using
EFTPOS Plus) the instructions provided on the screen should be followed.
Generally, you should not need to select Reprint or manually tear the
receipts – the receipt printer should cut at the appropriate points.
Once the full Payment Due has been processed (by one or more tenders)
the Receipt will automatically print to your Receipt Printer (if you have one).
You will then be returned to the Transaction Code screen. ‘Transaction
Completed’ will appear and receipt details will be displayed in the top
section of the screen:
Follow the steps below when using the EFTPOS Machines



Check the display to see that the machine is ready
Swipe the card in the machine
Either enter the amount of the amount will already be there
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



Allow the cardholder to select account type (eg: savings, credit,
cheque) and enter a pin if required
If the cardholder selected credit, please ensure that a signature is
obtained and it matches with the signature on the card.
Give the customer the second copy of the printout.
Write the receipt number on the original copy for reference purposes
Once the transaction is completed the screen should look similar to the one
below:
FINP 4.1 – Invoicing and Receivables PolicyFinancial Management Unit
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Receipting Examples
EXAMPLE: Mixed Transaction Types on a Single Receipt using Subtotal
In the example shown below, the user:
 Selected the ‘Library Fines’ Transaction Code and entered details for a
payment of $5.
 Chosen Subtotal to enter another Student Payment on the same Receipt
The details of the payment are displayed as the top of the screen as the first
line of the receipt. The Transaction Code list is again displayed allowing the
user to select the next Transaction Code for the next payment:
The user has now selected the ‘Library Replacement Charges’ transaction
code for the second payment. The bottom of the screen is used to enter the
details for the current payment whilst the details of the first payment are still
displayed at the top of the screen:
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The user has then selected Total to proceed to the Tender screen. Both
payments now appear in the top of the screen, and the total of these appears
as the Payment Due Tender Entry screen – the bottom section of the screen
ready for the Cashier to specify how the customer will pay. If the customer is
paying by one tender only, the Cashier will simply need to select the
appropriate Tender key.
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EXAMPLE: Multiple Tenders
In this example, the user has:
 Selected the ‘Student Fees’ Transaction Code and entered details for a
payment of $2000.
 Chosen Total to enter a $1800 EFTPOS transaction
 Is now ready to enter the $200 balance.
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The Cashier has now selected Cash to indicate that the remaining $200 is to
be paid by cash. The Receipt would be printed at this point and the following
screen displayed showing that the transaction is complete:
Voiding/Cancelling Receipts
Introductory Comments
A receipt that has been completed and printed must be voided, which
effectively results in a reversal receipt being created. However, if a receipt is in
progress, the user may:
 Either ‘cancel’ out of the receipt if no transaction lines have been saved, or
 Void the transaction if a transaction/s (a line on the receipt) has already
been saved.
The instructions below describe which action should be taken in each case:
 If still on Transaction Detail screen (without having clicked More or Total or
Sub-Total) – select Cancel. Transaction will not be saved and Transaction
Code list will appear allowing the user to start a new receipt
 If already on the Tender screen – select Cancel. This will return the user to
the Transaction Code selection screen allowing the user to add more rows.
However, If wanting to void the receipt, select Correct, then V.Tran (or F4).
You will be asked to confirm that you want to Void the transaction – select
Yes
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Onestop then prints the receipt with the words ‘VOID TRAN’ at the bottom.
 If on the Transaction Detail screen but a previous line/s have already been
created using either More or Subtotal– to cancel only the line you are
currently entering, select Cancel. To cancel/void the entire receipt
(including all lines already created), after selecting Cancel select Correct,
then V.Tran (or F4). As per the above, you will be asked to confirm that you
want to Void the transaction and you will need to select Yes. The screen
will then appear as follows
 If the receipt has already been completed and has printed AND was created
within the current day (i.e. a ‘Z Report’ has not been run since the receipt
was created), Select Correct, then V.Prev. Enter the Receipt number (details
should populate on the right-hand side of the window), then select a Reason
code (can be selected from a list by using F1) – in the highlighted region
below
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Select OK - you will be asked to confirm:
Note: If the receipt requiring voiding was created on a previous day and/or at
another Campus/POS – the receipt will have to be voided by a Cashier Supervisor
(using the V.Prev function as described, but selecting the ‘Void Older Transaction’
tick box) or referred to the Revenue Section. Cashiers will not have access to this
function.
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End of Day – Cashier
The Onestop ‘End of Day’ process primarily involves the following for the
Cashier and their Supervisor:
 Cashier runs a ‘local’ Z report to balance their Till
 Supervisor checks Cashier’s Z report/cash etc and runs the ‘Campus’ Z
report to finally close off the session, produce the Bank Deposit and End of
Day reports for FRP Revenue and interface the transactions to the Finance
System.
The actual steps required by the Cashier to perform their part of the End of Day
process are:
1. When ready to balance till, select System, then X Report. A dialogue box
will appear telling you if you already have submitted an X report. The Print
Journal Summary now check box should be unticked so that only a
summarised X report is generated. Select the Request Report push button to
initiate the report creation – X report will be printed via the Receipt Printer
2.
X-Report should be similar to that shown below:
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3. Check takings (i.e. cash, cheques, EFTPOS settlement etc) against the XReport totals
4. If balanced – Select System and then Z Report. If the POS has integrated
EFTPOS, the cashier will be asked if they user want to Process Bank
Settlement (EFTPOS) to close off your POS (Till). The answer should be yes if it
is the final settlement for the day. WILL WE HAVE MORE THAN ONE-JO WILL
CONFIRM? The POS Z-Report is similar in appearance to the X Report, but
there is one important difference in its role: the creation of a Z-Report acts
as the equivalent of closing a batch. Therefore the cashier is unable to
change or void any receipts after the creation of a Z-Report. That’s why a
Z-Report is only produced after the cashier is sure that they have balanced
for the day/session. Provide this Z Report to your Supervisor for approval and
to have a Bank Deposit report generated. BANK DEPOSIT SLIP FORMATS
5. If not balanced - select System, then X Report. This time leave the Print
Journal Summary now check box ticked so that a detailed listing of receipts
will be generated with the X-Report. This may then be used to investigate
the cause of the imbalance.
6. If necessary, correct any receipts that are causing the imbalance (this may
require voiding and re-entering a receipt/s as per the instructions above.
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7. Once corrections have been made, repeat the step above to create a
new X-Report. If now balanced, refer to the step above to create a Z
report.
8. The user should settle the EFTPOS once balanced. IF WE ARE ONLY DOING
ONCE PER DAY _ WHAT ABOUT DOING BALANCING THEN LEAVING EFTPOS
AND CASHIERING OPEN _ SAY AFTER A 3.00PM CLOSE
End of Day – Supervisor
The following is the End of Day process for the Supervisor. CHECK HOW WE WILL
RUN THESE ONCE JO HAS DECIDED.
1. Log onto Onestop as per Section 2.1
2. After checking the totals of each of the tender types (e.g. cash, cheque
etc) against the totals appearing on the Cashier’s Z report, Select
Receipts > POS Register Reports from the menu
3. A Z should appear next to the cashier’s POS # indicating that they have
run their Register/Cashier’s Z report. Ensure that the Print? tick-box for this
POS (and this POS only) is selected. (Note: the amount appearing in the
Total field should equal the Total appearing on the Cashier’s Register Z)
4. Select the Print X/Z push button (on right of screen)
5. Select Print button to initiate the Campus Z report/process (Note: no other
fields on this screen should to be changed/selected).
6. A comments box will display allowing you to enter comments; however
this may be left blank.
7. Select Print Now – messages will appear indicating that the request is
being processed. The POS Register Reports window will disappear when
complete. If the POS Register Reports option is re-selected, the POS
previously processed, will no longer show with a Z. The Campus Z report
should automatically print on the Supervisor’s default Laser printer.
8. The pages of the report produced must be divided up as follows (and
clipped together in the order listed): WE NEED TO DECIDE ON FORMS
 For FRP Revenue:
- Summary for the Day. Z-Report (always Pg 1). This must be signed
by both the Cashier and the Supervisor.
- Interface Production Deposit (usually the last page/s)
 For the Bank:
- Bank Deposit For Till X. (Note: if cash was collected, the Cash Total
and Deposit total must be manually completed on this page.)
- Bank Deposits (Note: these pages will only be printed if Cheques
and/or Money Orders have been receipted, and will list each
individual Cheque/Money order. If both Cheques and Money
Orders have been receipted there will be a page for each. )
FINP 4.1 – Invoicing and Receivables PolicyFinancial Management Unit
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Policies and Procedures Practice Manual
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Relevant Policy and Guideline Documents
FINP 4.1 Invoicing and Receivables Policy
xx.x Cashiers Back Office Guidelines
xx.x Cashier and Revenue Collection Guidelines
Other Related Documents
Procedures and Guides
xx.x Work Instruction: OneStop Enquiries
xx.x Work Instruction: OneStop Quick Open and Close
xx.x Work Instruction: OneStop New Transactions
OneStop Easy guide
Forms
New User Request
OneStop Product/Service Request Form
Contacts
The contact officer for this guideline is:
Manager - Financial Operations
Financial and Business Services
Review
This Work Instruction will be reviewed as required by changes to operations.
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