QuickBooks POS: Purpose of X-Out and Z-Out Reports
The terms X-Out and Z-Out originated in the world of cash registers. Registers commonly had a key-operated lock with several positions: one for normal operation, one labeled “X”, and another labeled “Z.” After inserting a key (normally in a manager’s possession) and turning it to the “X” position, the register would print a running total of the activity for that register from the point it was last reset to zero, or zeroed out. The “Z” position would “zero out” the register totals at the end of a shift or business day.
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We know how complex retail can be, So we make it easy. Read More uses this same terminology for 3 similar X/Z-Out reports:
- the X-Out Status Report (accessed on the Reports->Cash Drawer Report menu selection)
- the Z-Out Drawer Count Report (accessed on the Reports->Cash Drawer ->General – Z-Out Drawer Count Report menu selection)
- the Z-Out Store Close Report (accessed on the Reports->Cash Drawer ->General – Z-Out Store Close Report menu selection)
The X-Out Status Report is designed to provide an update on sales activity to that point in the day since the register was last closed by running the End of Day Procedure (on the Point of Sale->End of Day Procedure menu selection).
The Z-Out Drawer Count Report is intended to reconcile the cash drawer at the end of a business day. In a multiple workstation environment, this report is normally run before running the Z-Out Store Close Report.
Because the purpose of this report is to reconcile the cash drawer, the Z-Out Drawer Count Report can be configured to require a manual media count, or a physical count of the individual bill denominations. To set this preference, click the Sales submenu on the File->Preferences->Company menu selection. Check the box on the Require a manual media count for X/Z Out preference.
With that preference enabled, you’ll be required to enter the physical count for each bill and coin type on the Media Count window, and QuickBooks will calculate the total cash on hand. This is a safeguard to reduce the chance of error when entering the amount of cash on hand in the register.
When the Count you enter matches the expected amount of currency in the register, you’re in balance – with neither a shortage (less money on hand than expected) or an overage (more money on hand than expected). You can now click Ok to display and print the Z-Out Drawer Count Report.
The Z-Out Store Close Report, as its name indicates, is run when closing the store at the end of the day. This report is designed for installations with multiple workstations. After all workstations have reconciled the cash drawer by running the Z-Out Drawer Count Report, the Z-Out Store Close Report will report on all sales activity from all workstations and all cashiers for the period since the End of Day Procedure was last run (on the Point of Sale->End of Day Procedure menu selection). This report is not designed to assist in reconciling the cash drawer, so it doesn’t include the ability to do a media count on the cash drawer.
Samples of Each Report
You can select any of these 3 reports as part of the End of Day Procedure, and you can print them on either 8 1/2? x 11? paper or 40 column receipt paper.
This preference is managed on the Documents & Printers submenu on the File->Preferences->Workstation menu selection.