Lotto Balancing - Western Australia Only
This advice only applies to Lotterywest, therefore Western Australian Newsagencies, and cannot be used by any other newsagencies in Australia.
There are 3 different methods you can process a lottery transaction in Retailer today.
- Department Sales: you have a Lotto, Lotto Payout and/or a Scratchie Payout departments in Retailer. You enter the total value of each component of that sale/payout from your lottery terminal under the correct department in Retailer. Best practice here is to enter each sale and payout individually, so if a sale contains 3 payouts, then you enter the 3 payouts in the sale in Retailer.
- Scanning Individual Lottery Tickets: you scan each individual ticket produced by the lotto terminal into your POS using our the Lotto Barcode feature. This is best practice.
- Entering Sale Total only or Scanning Sale Totals tickets: You either
- enter the final amount as either a sale or payout OR
- you scan one ticket at the end of every lotto sale which shows just the final total as a sale or payout (mentioned as the alternative method in the Lotto Barcode Setup advice sheet, which we do not recommend)
Which method you use will determine how easy it is to find a mistake.
Checking Your Balancing and Troubleshooting Errors
Gather Your Reports
On your lotto terminal, produce a Terminal Balance Report. If you have multiple lotto terminals, you will need to run the report on each machine in quick succession. You do not want more sales occurring while you are attempting to check the balance.
In Retailer, in POS, press CTRL+D. Then click on the table icon in the top right of the biggest graph/middle section of the screen to get the sales values by department.
You could also run a Detailed Takings Report in Retailer just for today.
You could also run a Detailed Takings Report in Retailer just for today.
Method A: Department Sales
Comparing Sales and Payouts
Lotto Sales:
Compare the Terminal Balance Report: Cash Turnover to your Lotto Sales figure from Retailer.
Lotto Payouts:
Compare the Terminal Balance Report: Payouts Total amount to the Lotto Payouts figure from Retailer. This works if you process your Scratchie Payouts and Lotto Payouts as the same department.
Compare the Terminal Balance Report: Payouts Total amount to the Lotto Payouts figure from Retailer. This works if you process your Scratchie Payouts and Lotto Payouts as the same department.
If you treat these a separate departments, to get just Lotto Payouts, on your Lotto Report get the "SnW - Cash" amount and minus that away from the Payouts total: that will be your Lotto Payouts value to compare to Retailer.
Scratchie Payouts:
Compare the "SnW - Cash" amount to the Retailer value.
Compare the "SnW - Cash" amount to the Retailer value.
Finding Errors
Lotto Sales:
Can't compare or find issues based on anything except the total.
Can't compare or find issues based on anything except the total.
Payouts:
In Retailer, go to the stock screen, find your Lotto Payout item. Click on the Arrivals and Sales tab. Click on Stock Item report. Only have "Print Sales Information" turned on and specify the correct date. Print the report. Repeat for the Scratchie Payout Item.
You can compare this report to your physical payouts as you are meant to keep them. If you place them in a pile as they are processed, the first ones of the day are at the bottom of the pile, so you can either work through the report in reverse or in order: eventually you will find which payout was entered incorrectly. If you enter multiple payouts as one total, it makes finding the mistake much harder.
Method B: Scanning Individual Lottery Tickets
Comparing Sales and Payouts
Lotto Sales:
Follow the exact same steps mentioned in Method A.
Follow the exact same steps mentioned in Method A.
Lotto Payouts:
Follow the exact same steps mentioned in Method A.
Scratchie Payouts:
Follow the exact same steps mentioned in Method A.
Scratchie Payouts:
Follow the exact same steps mentioned in Method A.
Finding Errors
Lotto Sales:
Because the POS barcodes are being used here, each lotto ticket is linked to a stock item in Retailer, so you can run a Detailed Takings Report on the Lotto sales department and actually check the total sales quantity of each ticket type in Retailer to the Quantities on the Terminal Balance Report. All you can gather from this information is which item wasn't scanned.
Because the POS barcodes are being used here, each lotto ticket is linked to a stock item in Retailer, so you can run a Detailed Takings Report on the Lotto sales department and actually check the total sales quantity of each ticket type in Retailer to the Quantities on the Terminal Balance Report. All you can gather from this information is which item wasn't scanned.
Cancellation may also affect this number. If you've processed the sale in Retailer, remember to also process the cancellation in Retailer .
Payouts:
Use the same methods in Method A for finding errors. But in this case, if you search for PLU X00100 for Lotto Payouts, X00090 for Scratchie Payouts and use the Stock Item report to go through them, you can find the one you've missed.
Method C: Entering Sales Totals Only or Scanning Sales Totals Tickets
This method relies on you having just 2 departments and entering in only the final total or scanning the sales total tickets. So the enter lotto transaction is entered as a sale or payout
You compare the total of the two departments in Retailer to the Cash Balance of the Terminal Balance report. You cannot find any mistakes by using this method. It either matches, or doesn't. We recommend switching to Method B or Method A.
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