Using Cards

When a customer pays by card at the POS, the transaction is processed and recorded normally in LS Central, but it has no effect on the physical cash in the drawer. Because no physical cash changes hands, card payments are excluded from the Tender Declaration procedure. They do, however, appear on X-reports and Z-reports, in statement cards, and in the customer ledger, giving you full visibility of card revenue alongside cash revenue.

Card payment flow at the POS

  1. The cashier rings up the items for the transaction.
  2. At the payment step, the cashier selects the card tender type from the tender panel.
  3. The card is authorised through the integrated payment terminal. The authorisation result is returned to the POS.
  4. The POS posts the transaction. A transaction line is created in the sales ledger for the card payment amount.

Why card payments are excluded from Tender Declaration

The Tender Declaration process is designed to reconcile the physical cash in the drawer against what the system expects to be there. Because card payments never put physical cash into or take cash out of the drawer, including them in the count would always result in a false discrepancy. The system therefore excludes card tender types from the Tender Declaration counting panel so that cashiers only need to account for physical currencies.

Where card payments appear

  • X-report — the intra-day sales report shows card payment totals at any point during the shift, giving managers a real-time view of card versus cash revenue.
  • Z-report — the end-of-day report produced after the Tender Declaration is posted shows total card revenue for the day alongside cash totals.
  • Statement cards — card transactions are included on the safe statement lines so the full revenue picture is visible when calculating and posting statements.
  • Customer ledger — if the transaction is linked to a customer account, the card payment is recorded against the customer's ledger entry.

Note: The amount shown on the Z-report for card payments is derived from transaction data, not from the drawer count. Discrepancies between the reported card amount and the actual card terminal settlement report should be investigated with your payment provider, not through Safe Management.

See also

Selling on the POS

Calculating and Posting Statements