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System Requirements & Installation
System Requirements
Installing Easify
Installing Easify for the first time
Installing the Easify Client on a New Computer
Upgrading Easify
Getting Started
Running Easify for the First Time
Evaluation Window
Installing your License
Initial Setup
Setting the Administrator Password
Login Window
Selecting your VAT status
Easify Main Window
Adding Products and Services
About Adding Products
Adding Manufacturers
Adding Suppliers
Creating Product Categories and Subcategories
Configuring Options
Configuring Options
Customers
Phone Dialing
Customer Types
Postcode Lookup
Advanced Options
Finance
Payment Routing
Payment Terms Options
YesPay
Regional Settings
Orders & Quotes
Order Statuses
Order Types Options
Advanced Options
Point of Sale
Receipt Printer
Advanced POS Print Options
Pole Display
Advanced POS Options
Products
Product Options
Default Margins Options
Product Info
Advanced Options
Purchases
Purchasing Options
Advanced Options
General
Document Management
Email Notifications Options
Updates
Advanced Server Settings
Help System
VAT Settings
VAT Settings
You're Ready to Go!
Products and Services
Products
Product Sales History
Adding a New Product
Adding a New Product
Product Details
Product Pricing
Product Stock Levels
Product Notes
Product Info
Editing Multiple Products
Designing & Printing Product Labels
Printing Product Labels
Importing Products into Easify
Importing Products into Easify
Supported Import File Types
Doing a Product Import
Customers
Customers
Orders & Quotes
Orders & Quotes Main Window
Order Status Explained
Working With Orders
Raising a New Order
Working With Products
Product Status
Internal Notes
Document Management
Scheduling
Assigning Users to Jobs
Keeping Track of Hours
Billing
Taking Payments for Orders
Purchasing
Purchasing
Raising a New Purchase
Adding Notes for Your Supplier
Purchase Internal Notes
Document Management
Scheduling Purchases
Recording and Searching Serial Numbers
Paying for Purchases
Paperwork Designer
Overview
Working with Text
Working with Pictures
Working with Boxes and Lines
Working with Data
Working with Sections
Section Editor
Menu Editor
Formula Editor
Advanced Field Formatting
Document Security
Toolbar Reference
Point of Sale
Electronic Point of Sale (EPOS)
Raising a Sale
Cancelling a Sale
Changing Product Quantities
Adding Comments to a Product
Selecting a Customer for a Sale
Creating a New Customer for a Sale
Discounting a Sale
Loading and Saving EPOS Sales
Printing Receipts & Other Paperwork
Taking Payments
Returns and Refunds
Setting the Float
Cashing Up
Knowledgebase
Knowledgebase Overview
Knowledgebase Article Editor
Users & Security
Security
Users
User Permissions
Finance
Finance
Accounts
Accounts
Cashbook
Cashbook
Bulk Invoicing
Troubleshooting
Installation Problems
Installation Error Codes Explained
MSXML6 Setup Failed
The SQL Server service failed to start
Could not load file or assembly when loading reports
Crystal Reports 2008 Runtime SP1 - Error 1935
Easify Advanced Server Upgrade
Easify Advanced Server (EASU)
Getting Started with EASU
EASU Installation Guide
Easify Advanced Server Manager
Running Multiple Companies in Easify
Running Multiple Companies in Easify
Installing an Additional Company
Installing EASU for a New Company
Scheduled Orders, Purchases & Backups
Scheduling Overview
Scheduling Recurring Orders
Scheduling Recurring Purchases
Scheduled Backups
Creating Scheduled Tasks
Viewing & Editing Scheduled Tasks
ECommerce with XML/SOAP
ECommerce with XML/SOAP
Easify Connector for WordPress / WooCommerce
Easify Connector for WordPress / WooCommerce
Installation Guide
Setup Options
Orders Options
Customers Options
Shipping Options
Payment Options
Logging Options
YesPay
YesPay Card Payment Processing Overview
What You Will Need
Setting up YesPay
Taking Payment with Chip & PIN
Taking Cardholder not Present Payments
Guides
How to move Easify V3 to another computer
How to manually uninstall Easify V3
Easify V3 is no longer supported.
For continued support and to get the latest features we recommend that you
upgrade from V3 to V4
as soon as possible.
CLICK HERE TO LEARN MORE ABOUT UPGRADING TO EASIFY VERSION 4
NOTE:
This help article refers to Easify Version 3 which is
no longer supported
.
Click here if you are looking for Easify Version 4 help articles
.
Cashing Up
Easify has comprehensive cashing up facilities allowing you to easily cash up and zero your till (or tills) at the end of the working period.
Any discrepancies that are found whilst cashing up can either be resolved at the POS via the cashing up screen, or in the event that discrepancies cannot be resolved Easify will automatically raise discrepancy transactions in its built in cashbook so that they can be analysed and dealt with away from the till.
When you are ready to cash up a till, either press Ctrl + Z on the keyboard, or press the
Cash up and zero the till
button.
Note: You may need to scroll the POS button bar by dragging it or clicking the scroll arrows if you are unable to see the cashing up button.
Here you can see the cashing up screen as it initially appears.
This initial view is divided into 6 areas. From left to right they are Cash, Receipts, Cheques, Cards, Other and Totals.
The first 5 areas represent the different payment methods that you will need to cash up, the final area (Totals) is a read only area that shows you the cashing up totals.
To cash up the till you work along the top row of text boxes entering the amount of cash, receipts, cheques, cards and other payments that are in the till.
If you enter all five amounts, and they match with the amounts that Easify expects to see in the till (based on its takings) you will get 6 green ticks and everything will balance.
Note: Easify automatically allows for the till float, so in the case of cash simply enter the amount of cash that is in the till and Easify will compensate for the float for you.
In the above case your work here is done and you can click the
Enter
button to view the cashing up summary.
Here you are congratulated on a well zeroed till, and are given a summary of the status of the Cash, cheque, card and other payments processed through the till. Since everything balanced all you need to do is to make sure that the various payment methods are taken (physically in the case of the cashbox) to their destinations. In this example the cash and cheques should be put in the cashbox, cards and other payments will be automatically transferred to the Easify current account.
Click the
Enter
button and you are finished.
Using the Cash AdderUpper
If like me you are easily distracted whilst counting coinage and noteage, we have created a handy cash AdderUpper that you can use within the cashing up window. To use the AdderUpper click the
Show the Cash AdderUpper
button.
The cashing up window will expand to reveal the AdderUpper.
Simply count each denomination of cash that you have in the till and enter the amount (in pounds) into the relevant box of the AdderUpper.
As you add money into the AdderUpper the
Total Cash in Till
value will be updated in real time. You will also notice the discrepancy in the cash area reduce as you enter values into the AdderUpper. The discrepancy value always shows you how much more cash needs to be entered to zero the cash amount in the till.
If you enter an invalid amount such as a non numeric value, or an impossible amount such as �1.23 in five pound notes the value in the AdderUpper will turn red to warn you of the problem.
Cashing up - Receipts, Chits and Petty Cash
Easify allows for petty cash to be dealt with at the till. During the working period, if you need cash for small purchases you can take it from the till and replace the cash with a petty cash chit for the amount taken. You then make your purchase and replace the petty cash chit in the till with the receipt for the goods and any change you were given.
When you cash up, you enter the total amount of petty cash receipts and chits into the
Total Receipts in Till
box. This amount will be subtracted from the total cash expected in the till.
Easify can also automatically raise purchases for petty cash purchases. To do this you will need to expand the receipts area by clicking the green down arrow at the top right of the receipts area.
In the
Add Receipts
box, enter each receipt one at a time. The receipts are conveniently added up for you and are displayed in a list below the
Add Receipts
box.
With the receipts added in this way, Easify will automatically raise a purchase for each receipt listed when you complete the cashing up process.
Dealing with Discrepancies
If after you have entered the various amounts into the cashing up window, you have a discrepancy somewhere, the cashing up window can assist in dealing with those discrepancies.
Some discrepancies are obvious such as the cash is a penny over because someone did not want their change. Other discrepancies will take more thought to address.
Each area in the cashing up window can be expanded by clicking the green arrow at the top of it. When expanded each area will show you a list of the payments that were entered into the till for that payment method.
In the example below we've entered the total amounts of each payment method but the cheques and cards are showing a discrepancy of �44.06.
To determine where the error lies, start with the cheques, and enter the value of each cheque into the
Add / Check Cheques
box one at a time. If the value you entered matches a cheque in the list the cheque in the list will turn green to show that a match has been found. If there are multiple matching amounts you will be prompted to choose which one you want to match against.
Continue to add all of the cheques in this way.
Next enter all of the card payments in the
Add / Check
Cards box. We recommend that you keep merchant copies of PDQ transactions in your till for this purpose.
As you can see below we have entered all of the cheques and card receipts and have the following cashing up window.
There is a cheque for order no. 100021 for �44.06 that was not matched and is still showing in black. We also have a card payment of �44.06 for an unknown order showing in red. This suggests that the �44.06 was entered in the POS as a cheque payment when it should have been entered as a card payment.
To fix this simply drag the �44.06 cheque payment from the cheques area to the cards area.
As you see the unknown red card payment has turned green and the discrepancy has been resolved. When you click the Enter button Easify will automatically change the erroneous cheque payment to a card payment.
Living with Discrepancies
You won't always be able to eliminate discrepancies at the till, the good news is that Easify can deal with this for you automatically allowing you to cash up and deal with any problems later.
In the example below we're having a very bad day. Nothing will zero and we have to leave on time for something unmissable.
Not to worry, just click the
Enter
button, we will live with the discrepancies for now and will sort them out later.
In the cashing up summary you can see that we get a brief summary of the state of cashing up, along with the opportunity to comment on the nature of each issue encountered.
Enter a comment related to the discrepancy and click the
Enter
button when done.
Easify will zero the till, create the necessary entries in your cashbook and will auto-create discrepancy account entries to cover the discrepancies encountered.