Flash PARCS: Cash Machine Management

The cash machine is implemented as an add-on piece of equipment to the Flash kiosk. It provides an automated, efficient, and more secure way to manage cash payments for parkers. This article provides an overview of the cash machine including its menus, specifications, and troubleshooting steps.

Topics Discussed

• Admin Menu
• Cash Management
• Cash Collection Summaries Report
• Receipts 
• Email Alerts
• Connect the Cash Machine
• Troubleshooting

Admin Menu

Follow the steps below to access the Admin Menu.

1. At the bottom of the main kiosk screen, double-tap the Powered by Flash logo.

2. At the login screen, enter your Flash username and password, then tap go.

The options below are available in the Admin Menu. 

• DB SYNC: This option should only be used if instructed by Flash Support.
• CASH MANAGEMENT: The CASH MANAGEMENT option allows the cash machine operator to access the cash machine’s functions. If the cash machine isn’t properly connected, the CASH MANAGEMENT option won’t be available.
• CANCEL: This option logs you out of the Admin screen and returns to the normal kiosk customer interface.
• EXIT TO WINDOWS: This option should only be used by Flash Support. This option shuts down the kiosk entirely.

Cash Management

At the Admin Menu, tap CASH MANAGEMENT to access the cash management options and information below.

• Denomination: This column displays all bill types.
• Recycler: This column displays the amount of bills in the recycler. Bills in the recycler can be used by the cash machine to provide parker’s change as needed.
• Cash Box: This column displays the amount of bills in the cashbox. Bills in the cashbox aren’t available to be used as change.
• Total: This column displays the combined value for each bill type in recycler and cashbox. The last Total line shows the grand total of all bills in the cash machine.

IMPORTANT CONCEPTS

• Float amount: The set amount of bills to be used in each magazine of the recycler as change. This amount should be less than the maximum amount of bills that each magazine can hold. As the float amount increases, the number of allocated spots for circulating bills decreases. This results in the cashbox reaching capacity faster, and in turn, the cashbox must be emptied more frequently. If a float amount is not determined upon configuration, then it will be set to half capacity.
  
• Maximum amount: The maximum amount each magazine of the recyclers can hold.

Print Receipt

To print a Cash Status receipt with a summary of cash in the cash machine, tap Print Receipt. Refer to Receipts (page 10) for more details.

Load Cash for Dispensing Change

To load cash for change, follow the steps below.

1. Tap Load Cash for Dispensing Change.

2. When the dialog window below appears on screen, and the green light on the cash machine is on, insert the bills one at a time.

3. Once the last bill is loaded, tap OK on the dialog screen. The system will return to the Cash Management screen and a Cash Loaded receipt will print. This receipt shows the exact number of bills inserted during the transaction.

Empty Excess Cash

This option moves all cash in excess of the set float amount from the recycler to the cashbox. The float amount remains in the recycler, eliminating the need to reload the machine with change as frequently.

For example: The float amount for $1 bills is set to 20. Throughout daily operations, the recycler accumulates fifty $1 bills. When you tap Empty Excess Cash Only, the machine moves the excess thirty $1 bills into the cashbox and leaves 20 bills in the recycler.

To empty excess cash, follow the steps below.

1. Tap Empty Excess Cash Only.

2. Tap Yes.

Remove the Cashbox

This option is used to remove the cashbox. The items below are required to remove the cashbox.

• Black cash machine secure chassis key
• Yellow cash machine module key
• Red cashbox key
• 3/8 T-handle

Step 1. Remove the cashbox

1. Insert the black Secure Chassis key into the lock located in the top right corner of the Cash Machine.

2. After unlocking the Cash Machine, use the 3/8 T-handle included in the BNR Hardware Kit to access the inside of the Cash Machine.

3. When prompted, tap Remove Cashbox > Yes, then follow the dialog box instructions.

4. Insert the yellow key and turn it clockwise.

5. Push the yellow lever up to unlock the cashbox.

6. Pull the yellow handle and remove the cashbox.

Step 2. Empty and replace the cashbox 

You can remove the cash from the cash box and reinsert it, or you can replace the cashbox with an empty one and remove the cash from the full one elsewhere. To empty and replace the cashbox, follow the steps below:

1. Use the red key to open the cashbox, and remove the cash. Be sure to remove all bills, any bills that aren’t removed will cause reconciliation anomalies.

2. Insert the cashbox and push it firmly into it’s slot until it snaps into place. You’ll hear an audible click when it snaps into place.

If the cashbox doesn't snap into place, the cashbox needs to be reopened with the red key to reset the locking mechanism. Be mindful of any wires that may be inhibiting the cashbox.

Step 3. Lock the cashbox

1. Push down the yellow lever on the cashbox.

2. Insert the yellow key and turn it counter clockwise to lock the cashbox, then remove the yellow key. The cashbox will do a mechanical rest and return all cashbox totals to zero.

3. Close the cash machine door and lock the 3 latches.

4. Remove the cash out receipt from the kiosk printer.

5. Tap Cancel to return the kiosk to the customer facing screen.

Reset the Cashbox

This option should only be used if the cashbox was physically removed without correctly initiating or completing the cashbox removal process in the previous section. To reset the cashbox counters to zero, follow the steps below.

1. Tap Reset CashBox.

2. On the dialog box that opens, confirm that you are resetting the cashbox only if the cashbox was not previously removed correctly. If this is the case, tap YES.

3. Confirm that all cashbox totals are reset to zero in the cash management menu.

4. Remove the cash out receipt from the printer.

Disable Cash Machine for transport

This feature disables the cash machine to ensure that the internal components are protected and secure during transport. If the cash machine needs to be transported, or shipped for maintenance, follow the steps below.

1. Tap Disable Cash Machine for Transport.

2. In the window that opens, type the word “Park” to confirm that you’re ready to disable the cash machine.

3. Tap Go. It should take about 4 minutes for the machine to coil its internal components for transport.

4. On the cash machine’s power supply, flip the power switch to the off position.

5. Disconnect the USB and power cables from the cash machine.

Cash Collection Summaries Report

The Cash Collection Summaries is an automatically generated report created on every Cash Removal and Cash Reset action. 

By clicking this tab inside the admin portal, users can see every cash collection movement made to the cash machine alternatively to the emails they receive at their email address.

The summaries are accessible in the Cash Collection Summaries tab. By clicking the tab you will be able to look at the Cash Collection Summary reports that have been generated.

Note that reports for the last 30 days will be shown, so locations with a large number of cash machines will have a larger volume of reports available since the report is generated per cash machine.

The report is divided into two sections, Recyclers and Cashbox. Each section has a bill count column based on bill denominations from $1 to $100.

• Initial State: That is how much money was left in the machine since the last cash collection pull
• Cash Loaded: The amount of cash that was loaded by the operator for change and where it was loaded to.
• Payment Transactions: These are the actual ticket cash payments done at this machine. For instance, if you insert a $20 and it lands in the cashbox then the cash box goes up by $20, but the machine gave you $2.00 of change then the recycler (bill count) for the $1.00 will go down by 2,  these will all be totaled with all the cash payment transactions between cash pulls at this machine
• Cash Transferred: Means when you execute the “REMOVE EXCESS CASH” function which will take your recyclers down to your float and transfer any excess bills form the recycler to the cashbox
• Cash Remaining: This is how much money was left in the recyclers after the CASH BOX was collected.
• Cash Collected: This is the actual amount and bills that should have been in the cashbox when it was removed.  This will match the outgoing cash removal emails

Receipts 

There are several types of receipts that the print to provide a summary of cash in the cash machine.

Cash status receipt

The cash status receipt prints when you tap Print Receipt in the cash management menu. This receipt provides a summary of all cash currently in the cash machine, and the location name, time/date, and the username of the administrator that printed the receipt. 

• Cash Available of Change: Shows the count and subtotal of each note denomination in the recyclers available to provide as change.

• Cash in CASHBOX: Shows the count and subtotal of each note denomination in the cashbox. Notes in the cashbox are not available to provide as change.

• Grand Totals Summary: Shows the total number of notes, cash available for change, cash in the cashbox, and total cash (combined recycler and cashbox totals).

Cash loaded receipt

This receipt prints automatically when you load cash for change. It provides a summary of cash loaded, all cash currently in the cash machine, and the location name, time/date, and the username of the administrator that printed the receipt.

• Cash Loaded: Shows the count and subtotal of each note denomination, and total cash amount added to the cash machine for change.

• Cash Available of Change: Shows the count and subtotal of each note denomination in the recyclers available to provide as change.

• Cash in CASHBOX: Shows the count and subtotal of each note denomination in the cashbox. Notes in the cashbox are not available to provide as change.

• Grand Totals Summary: Shows the total number of notes, cash available for change, cash in the cashbox, and total cash (combined recycler and cashbox totals).

Cash out receipt

This receipt prints automatically when you reinsert the cashbox after removal. This receipt provides a summary of cash removed, all cash currently in the cash machine, and the location name, time/date, and the username of the administrator that printed the receipt.

• Cash removed from CASHBOX: Shows the count and subtotal of each note denomination, and total amount removed from the cashbox. This summary assumes that all cash was removed from the cashbox.

• Cash Available of Change: Shows the count and subtotal of each note denomination in the recyclers available to provide as change.

• Cash in CASHBOX: Shows the count and subtotal of each note denomination in the cashbox. Notes in the cashbox are not available to provide as change.

• Grand Totals Summary: Shows the total number of notes, cash available for change, cash in the cashbox, and total cash (combined recycler and cashbox totals).

Email Alerts

Flash PARCS can be configured so that multiple email addresses receive email alerts. This helps you easily monitor the state of the cash machine. See examples of these alerts below.

The alerts below are sent from [email protected].

• Cash Loaded: Sent when cash is loaded for change.

• Cash Emptied: Sent when the cashbox is emptied, and when cash is moved from the recyclers to the cashbox.
• Unauthorized Unit Access: Sent when the cash machine is opened, the cashbox is removed, or any lid is opened without following the correct cash removal steps.
• Bill Jam: Sent if a bill gets jammed.
• Cash Alerts: Sent in any of the instances below.
  • Cash unit is low on change.
  • Cash unit is no longer low on change.
  • Cash unit is out of change.
  • Cash unit is no longer out of change.
  • Cashbox is almost full.
  • Cashbox is full.

Cash Machine Specifications

Cash machines have the specifications below.

• Denominations recycled: Up to 4.
• Recycler capacity: There are two recyclers, each recycler holds two magazines. Each recycler has a 30 bill magazine and a 60 bill magazine. This gives each recycler a 90 bill capacity and a combined total of 180 bills between the two recyclers that can be used as change.
• Cashbox capacity: 500 bills.
• Operating conditions: 32 F - 140 F (0 C - 60 C) in 15% - 95% relative humidity.
• Storage temperature: -40 F - 158 F (-40C - 70 C).

If a bill that isn't a designated denomination is inserted into the cash machine, it is automatically dropped into the cashbox.

Connect the Cash Machine

To connect the cash machine, follow the steps below.

1. Plug the cash machine’s power supply into the cash machine.

2. Connect the power cord to the power outlet.

3. Turn on the power switch on the power supply.

4. Connect the USB Extension Cable to the cash machine and plug the USB-A to the USB hub inside the kiosk.

5. When the blinking red lights on the cash acceptor and cashbox(s) turn green, continue to the cash management screen.

When you connect the cash machine for the first time, save the packaging and keep it in a secure place. If the cash machine needs to be shipped for maintenance in the future use this packaging

Troubleshooting

Follow the troubleshooting steps below based on the issue you’re experiencing.

Cash machine is blinking red (paper jam)

1. Open the top lid (Main Module) of the cash machine and remove any visible bills, then close the lid.

2. Open the backing of the cash machine and remove any visible bills, then close the lid.

3. Open the lid of the Spine Module on the back of the machine, remove any visible bills, then close the lid.

4. Remove the cashbox, then remove any visible bills that are in the cash machine in the cashbox slot. Reinsert the cashbox.

5. Log in to the Cash Management menu on the kiosk, then tap Cash Management to reset the machine.

6. Check to see if the indicator light has stopped blinking red. If the cashbox won’t lock into place, verify that the cashbox is securely shut. This may take a slight tap to ensure that all latches on the cashbox are closed.

7. Check the indicator light above the cashbox keyhole. If the light is not green, remove the cashbox, then reopen it, close it and reinsert it. If the cashbox was removed for any reason, it will have to be opened and then closed again to reset the locking mechanism.

Cash Management button is disabled

1. Verify that the Cash Machine is plugged in and switched on. If the cash machine is on and receiving power, the green lights on the front of the cash machine will be on.

2. Open the Cash Machine enclosure and verify that all indicator lights internally are green.

3. Make sure that the recycler’s power supply is on.

4. Make sure that the USB cable is seated properly in the corresponding USB hub in the kiosk.

5. If the cash machine is blinking red, follow the steps in the section above.

Cash out receipt wasn’t printed after removing the cashbox

1. Check that the printer has paper. If not, replace the paper.

2. If the cashbox was removed without following the steps in the REMOVE CASHBOX section, make sure the cashbox is inserted correctly and follow the steps to RESET THE CASHBOX.