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South Africa COVID-19 Lockdown

Closing for COVID-19 Lockdown

On Monday evening, Cyril Ramaphosa announced a nationwide lockdown for 21 days which would come into effect on midnight the 26 of March 2020. Many operators have poured their hearts and souls into the success of the establishment, this a devastating blow for many. Emotions will be running high this evening as many close their doors for the duration of the lockdown.

Everyone has their own routines and rhythms for their restaurants but the end-goal is the same here, to close off properly. We have composed a short guide to assist you with closing off today:

GAAP Closing Procedures for the Lockdown

GAAP Day End Procedure

Note: To see a Closing Stock within this reporting day, the stock take MUST be Recorded BEFORE the Day End procedure is run.
  • Select the Day End button on the top left of the screen and input your code or fingerprint to authorize
  • The Final Cashup screen will be opened, check that all the figures have been entered correctly and select Print Report. Select Save and Exit once completed.
  • Check that the Date for Current Day End is the trading day that is being finalized. This date will be drawn from the date in the Final Cashup. Check that the Day for next day is the next date that the store will be starting trade again. By default it will be the day after the Current day. These dates can be corrected by using the dropdown boxes provided.
  • Select Do Day End. This will run a progress bar that indicates that the system is busy capturing the day end and uploading your daily data to the Web Reporting, once the progress bar is complete a Day End Complete!!!! Message will appear.
  • Select OK to complete the process.
Month-end without stock
  • Log into Hospitality Back Office.
  • Click General Procedures on the dropdown menu.
  • Select Month End Procedures.
  • Select Do Month-End Procedure.
  • Read the warning message and click Ok.
  • Select the month March from the dropdown & click Continue.
  • Click OK on the Month-End is complete message.
Month-end with stock
  • Ensure that all stock purchases have been captured for March (GRN’s)
  • Capture the month end stock take
  • Check that the stock take values are correct (Departmental Stock Value Report under Stock Reports)
  • Click General Procedures on the dropdown menu.
  • Select Month End Procedures.
  • Select Do Month End Procedure.
  • Read the warning message and click Ok
  • Select the month March from the dropdown & click Continue
  • Click OK on the Month End is complete message.

Generate any reports required from History Report

Switch off Hardware
**Due to possible uncertain power and extended closure**
  • Switch off all Point of Sale terminals
  • Switch off Back Office computer
  • Switch off all printers
  • Switch off all UPS

GAAP Post-Lockdown Opening Procedures

Switch on Hardware
  • Switch on all UPS
  • Switch on All printers
  • Switch on Back Office computer
  • Switch on all Point of Sale terminals
Touch Screen Point of Sale:
  • Once all Point of Sales are running a Date Warning may appear System vs Trading Date Issue.
  • Select OK and go to FINAL CASHUP
  • In FINAL CASHUP below the Date is a Change Date button, once selected a calendar will appear, select the icon next to TODAY and this will automatically select the current days date.
  • Select Save Date and then Save and Exit to complete.

Click here to download the above steps in PDF.

QSR Closing Procedures for the Lockdown

QSR Daily Procedures

  • If Retail Office is open - Exit Retail Office completely
  • Run Enterprise Agent - Run Imports
  • Open Retail Office again
  • Go to Link System – Wait for all tills to be OK
  • TransmitDepartment, Stock and Preparation Messages
  • Capture/Import all Invoices
  • Action all Staff Meals and Stock Adjustments
  • Action Cash/Credit Card drops during the day
  • Print Daily/Weekly stock list from Reports
  • Do Cashier Cash up on WPRO
  • Do Cash Up on Retail Office
  • Do Cash Declaration for the cashier – Make sure all information is correct.
  • QSR Closing Procedures
  • Capture/Import all Invoices (if it was not done during the day)
  • Action all Staff Meals and Stock Adjustments
  • Action Cash/Credit Card drops for the Closing Shift
  • Do Cashier Cash up on WPRO
  • Cash Up Cashier in Retail Office
  • Do Cash Declaration for the cashier – Make sure all information is correct
  • Stock TransfersProcess confirmed transfers
  • Count Stock
  • Capture Stock and check variances
  • Do Day End

  • Exit WPRO and Retail Office and shut down the pc like any windows machine. Those with Shell installed on the tills must click Shutdown and then RUN.
  • Packing/KDS screens can be shut down by pressing the power button.
  • Switch off all UPS not connected to Back Office
QSR Post-Lockdown Opening Procedures
  • Switch on all UPS
  • Switch on All printers
  • Switch on Back Office computer
  • Run Enterprise Agent - Run Imports
  • Open Retail Office
  • Go to Link System – Wait for all tills to be OK
  • TransmitDepartment, Stock and Preparation Messages
  • Switch on all Point of Sale terminals
  • Switch on All Packing/KDS screens

Click here to download the above steps in PDF.