The cash register | Library Commons

May 2025

Quick Facts

Keep a copy of the Cash register and credit/debit machine quick guide near the cash register.
The Cash page has details on cash procedures.
If an error is made, you can void the transaction and/or fill out a Cash register correction slip.
Refunds and donations are not rung into the cash register.
Run the X1Z1 summary report each week before processing the cash reconciliation and deposit.
Order cash register tape on the supply order form.
Staff can change the wording on cash register tape and keys to match Symphony and the cash form.

(01) Symphony
All Symphony bills and fees

(04) T-shirts

Summer Reading Program T-shirt fees

(06) Other
Includes Document Delivery, postage due, and any other unlisted fees

Ring in the amount and type of payment:
- Cash - give change as shown on register
- Check - which includes any payment that is not cash or card, such as a personal check, traveler's check, cashier's check or money order
- Credit/debit
Write the patron User Key on the check or credit card receipt.
If the payment is a check, make sure that the check is made out to Multnomah County Library and that it is signed. Stamp the back of the check.
Checks by mail:
- Mailed checks are processed at the Troutdale Library.
- Checks received by mail are rung through the cash register.
- You do not need to mail receipts to patrons for these payments.
- If you receive a check by mail that is $5.00 or less over the charges owed:
  - Process the payment amount.
  - Ring in the remainder in the cash register as (06) Other.
- If you receive a check by mail that is $5.01 or more over the amount due, mail the check back to the patron with a letter explaining that the check is more than the amount owed.

Cash and check donations are not rung into the cash register.
- Place cash and check donations in an envelope under the cash register till.
- When you add a donation to the donation envelope, write the date, amount, and your initials on the envelope.
- Donations are sent to Business Services when processing weekly cash reconciliation.
Refunds are not rung into the cash register because all refunds will be given by mailed check.

Void a transaction on the register:
- Use the arrow keys to highlight the transaction
- Press the Void key
- Re-ring the transaction correctly
Fill out a cash register correction slip, so the person counting cash knows what happened. Include that you voided the transaction on the register, if appropriate.
If the error message "clerk not signed on" appears on the cash register:
- Press 1
- Press CLK #

Run the cash register X1Z1 tape summary before opening on Tuesday mornings:
- Press the MODE key, at the top right
- Press the down arrow to #4 X1/Z1, and press CA/AT/NS key
- Press the down arrow to #3 RESETTING, and press CA/AT/NS key
- Press the down arrow to #2 GENERAL+EJ, and press CA/AT/NS key
- Z1 summary report will print, then pause, then print daily transactions.
- Press the pink ESC/CANCEL key, on the far right, twice to get to "home screen"
- Stamp or write your location on the register tape summary.
Remove the internal roll of cash register transactions for the day. Stamp or write your location on the roll.

If transactions can't be rung into the register:
- Unplug the register, wait a few minutes, then plug it back in to reset it.
- If unplugging doesn't work, press 1, the the CLK# (Clerk Number) key. We don't use this feature, but it is sometimes required.

For physical repairs, such as printer ribbon or a stuck drawer, contact Cash Register Sales Co. phone: 503.233.4690 and address: 1111 SE Stephens St, Portland, OR 97214.
For programming and software, consult the Sharp XE-A207 instruction manual and/or contact Jen Steward.
Staff can change the wording on cash register tape and keys to match Symphony and the cash form.
Staff can update date and time settings:

Contact for details

Manual category