Managing finances in Aztec

1. Log on to Aztec
2. Select ‘Finance’
3. Select ‘Cash Management’
4. Select ‘Floats’
5. Select the Insert / Money Belt / ATM Cassette you wish to refloat and select ‘Set Float’
6. Select the safe the adjusted float has come from and select ‘Next’
7. Adjust the figures to reflect the correct float and select ‘Finish’

*If you have floated the wrong insert or money belt, you will need to complete this process for both the insert you floated, and the correct one, to make sure they are both correct. If in any doubt, manually re-count both to confirm what money is in them and check this against the floated amount.

1. Log in to Aztec
2. Select ‘Finance’
3. Select ‘Cash Management’
4. Select ‘Misc Income / Expense’

*You will need to create a new entry for either a misc income or misc expense dependant on where the error has been identified.

5. In the Reference box, state ‘corr, [original entry description], [original date of entry]’
6. Enter the full amount previously entered incorrectly as a negative figure. This action will cancel out the original incorrect entry.
7. Start a new entry using the correct amount as stated on the receipt
8. A safe count will be required to balance any safe variance which was caused by the input error earlier in the week.

1. Log onto Aztec
2. Select ‘Finance’
3. Select ‘Admin’
4. Select ‘History’

*All entries made that day will be displayed, under the relevant heading. 

5. Expand the heading to show the entry you wish to edit or delete
6. Select the entry you wish to edit or delete
7. The entry will be highlighted in blue, and the View, Edit and Delete buttons will appear at the bottom of the screen. Select as appropriate.

*If you select ‘Edit’, you will be taken through all relevant screens for that entry. Work through the screens, making the required changes, until finished. 

*If you select ‘Delete’, you will be asked to confirm. Once confirmed, the entry will be removed from the system. 

1. Log in to Aztec
2. Select ‘Finance’
3. Select ‘Cash Management’
4. Select ‘Safe Transfer’
5. Select ‘Transfer Money’ at the bottom of the screen
6. Select the safe from which the money is being taken from, and select ‘Next’
7. Select the safe into which the money is being transferred to and select ‘Next’
8. Enter the value, by denomination, of the money being transferred in the relevant boxes
9. Select ‘Finish’

1. Log on to the till
2. Select ‘Manager Functions’
3. Select ‘Refund’
4. Use the menu to select the product you wish to refund
5. It will appear on the order in red text with a negative price.
6. Repeat steps 2 – 4 for each item you wish to refund.
7. Select ‘Pay’
8. Select the payment method you wish to use to refund the guest

1. Log on to the till
2. Select ‘Options’
3. Select ‘Closed Tabs/Tables’

* The right hand-side of the screen will show a list of tabs/tables that have been cashed off. The purple buttons in the centre of the screen can be used to filter this list to enable you to find the correct tab/table.

Select the tab/table requiring the refund from the list on the right-hand side, this will then be highlighted in yellow

*The tab/table details will be displayed on the left

4. Select ‘Reopen Account’
5. You will then be taken to the clears/voids/faults screen.
6. Depending on the scenario, follow one of the below options:

A – If You Are Refunding the Entire Bill

B – If You Are Refunding Selected Items from the Bill

A – If You Are Refunding the Entire Bill

1. Select ‘Void’
2. Select the payment method line as displayed on the right-hand side of the screen
3. If the guest has paid using a card, you will be asked to confirm the refund – this is irreversible. Select ‘Yes’ to confirm.
4. Select ‘OK’
5. The cash drawer will open.

*If the guest originally paid by cash, you can now remove this from the cash drawer and return to them. If they paid by card, their card payment will now have automatically been refunded, and a customer and merchant copy refund slip will be printed.

The tab/table will now still be open with the items, and will need to be closed in one of the following ways:

1. Paying off the account to guest recovery (Pay > Discounts & Promos > Guest Recovery)
2. Voiding / Faulting off the items
3. Leaving open if payment is required from another guest

B – If You Are Refunding Selected Items from the Bill

1. Select ‘Void’ if item(s) have not been prepared, Select ‘Fault’ if item(s) have been prepared, i.e. Wastage
2. Select the item(s) that are being refunded from the list on the right-hand side
3. These items will now be displayed on the left-hand side of the screen
4. Select ‘OK’
5. You will now be returned to the main order screen. The total amount for the items voided/faulted will be displayed as a negative account balance.
6. Select ‘Pay’
7. Select the payment method you wish to use to refund the guest

*If the guest requires a card refund, they will need to reinsert their card and follow the instructions on the EFT.

The tab/table will then be closed.

1. Log on to the till
2. Select ‘Manager Functions’
3. Select ‘Refund’
4. Use the menu to select the products from the original tab/table
5. Repeat steps 2 – 4 until all products have been selected
6. Check to ensure that the negative account balance shown, matches the total balance of the original tab/table
7. Select ‘Manager Functions’
8. Select ‘Walkout’
9. Confirm the amount by selecting ‘Enter’
10. This account will now be closed, and the amount credited to the Walkout line of your P&L.
11. You now need to charge the guest for the tab/table.
12. Ring through the items from the original tab/table in the usual way
13. Pay off the account using the appropriate payment method

Try the below options:

A – All Closed Sessions Declared

1. Select ‘Finance’
2. Select ‘Declarations’
3. Check the ‘Awaiting Declaration’ column and ensure that no sessions are awaiting declaration.
4. Complete any outstanding declarations and return to daily sign off

B – All Safes Counted

1. Select ‘Finance’
2. Select ‘Admin’
3. Select ‘History’
4. Ensure ‘Today’ is highlighted on the left-hand side
5. Expand the ‘Repository Counts’ section by selecting the ‘+’
6. Check that all safes have been counted at least once that day
7. Complete any outstanding counts and return to daily sign off

C – No Open Sessions

1. Select ‘Finance’
2. Select ‘Cash Management’
3. Select ‘Declarations
4. Check the ‘Trading’ column and ensure that no sessions are still trading
5. End any sessions that are still trading:
6. If the floor till(s) are still trading, you will need to perform a session change on these
7. If a bar till is still trading, you will need to perform a session change and this will need to be declared
8. If a money belt is still trading, the team member will need to end their money belt session and this will need to be declared
9. If the roaming EFT or iServes are still trading, you will need to select ‘Session Change all Mobile Devices’
10. End any open sessions, complete any new declarations required as a result, and return to daily sign off.

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