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Recommended procedures to take before closing a branch

Procedures to take before closing a branch

Before shutting the tills down and packing them away there are several procedures that need to be done in order to ensure the data at head office is correct. There must also still be a connection available from head office to the branch at this time in order to carry out the tasks below.

The following needs to be done as soon as the branch has ceased trading, not before.

Check all Transactions have polled to Master Till

Ensure all transactions from all tills are on the master till i.e. till 1.

This can be done by logging onto the main menu, going to Transactions and Search Transactions. Ensure that you select "All Tills" and select the date range to include the day the last transactions were taken.

Cross reference the above with the last transaction on each of the tills, which can be done by logging onto the Main Menu, going to Transactions, then View Transactions, then pressing the Last button to view the last transaction taken.

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Check for outstanding Purchase Orders and Shipping Notes

Ensure there are no outstanding purchase orders or shipping notes for the branch.

  • Outstanding Purchase Orders - This can be done at Head Office by going to Purchasing -> Purchase Orders -> Outstanding Purchase Orders. You will either need to book in the purchase order on the till or expire it at head office.

    • Purchase Orders can be booked in by logging onto the Main Menu on Till 1, going to Utilties -> Stock In -> Book Stock In. Either enter the purchase order number on the Purchase Order tab or enter its relating shipping note number on the Shipping Note tab and press OK. Ensure you are booking the stock in using the correct method, as using the wrong method could potentially put the stock figures out. Once you are happy with the items on screen to be booked in, press the Save button.
    • Purchase Orders can be manually expired by going to Purchasing -> Purchase Orders -> Search, enter the search criteria, select the purchase order from the list of results and press the Expire button.
  • Outstanding Shipping Notes - This can be done at Head Office by going to Stock -> Goods Out -> Outstanding Shipping Notes. These can either be booked in on the till or manually expired at head office.

    • Shipping Notes can be booked in by logging onto the Main Menu on Till 1, going to Utilties -> Stock In -> Book Stock In. Select the Shipping Note tab, enter the shipping note number and press OK. Once you are happy with the items on screen to be booked in, press the Save button.
    • Shipping Notes can be manually expired by going to Stock -> Goods Out -> Manually Expire Shipping Note. Enter the shipping note number and press OK.

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Transfer Stock

Transfer stock to relevant branches or suppliers by logging onto the Main Menu, going to Utilties -> Stock In -> Book Stock Out.

The Shipping Note references will be what is used to book the stock in at the destination branch.

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Zero remaining Stock

Zero any left over stock figures at the branch by doing a blank stock take. This will ensure that reporting at head office will not mis report stock being available at the branch once it has closed down.

  • On Till 1, log onto the Main Menu, go to Utilities -> Full Branch Stock Take and select to create a new Stock Take.
  • Select all items for stock take and Press OK.
  • Freeze the stock and wait for this to complete.
  • Process the stock adjustments.

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Poll all data to Head Office

Perform a manual Receive All Data for the branch from head office. Ensure all data is polled and imported before proceeding.

Check data has been polled by using the Sale Transaction Viewer and Reports provided at head office.

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Shutting the Tills down safely

You are now ready to power down the tills. Log onto the Main Menu on the till and select Exit. Press Yes to confirm Exit. An Engineer button will appear in the middle of the screen. Press this and press the Shutdown button on the far right hand side. The till will now shut itself down safely. Wait until the till has completely powered down before proceding to unplug. Please call WinTill Support for instruction if required.

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Last Updated
30th of May, 2012

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