Search for receipts in 52ViKING Store Management

You can use 52ViKING Store Management to quickly search for and find receipts issued in your store (you can't search for receipts issued in other stores). You can search for receipts from the current day as well as from previous dates.

You typically search for receipts in connection with customer queries, such as returns, etc.

However, you can also search for receipts that contain particular actions, such as cancellations or corrections, to reveal patterns of anomalies that might indicate possible attempts at internal fraud by staff.

Search for and find receipts

Open 52ViKING Store Management in a browser, connect to the IP address or hostname of the required 52ViKING store service, and log in.
Navigate to receipt search:
1. Expand the menu in the left part of the page
2. Expand Reports
3. Select Receipt search
On the Receipt search page, select the period of time that you want to cover in your search:
- Today
- Yesterday
- Date
- Date range
  
  For date and date ranges, click the icon to quickly pick a date or date range.
You can now search with either basic or advanced search filters:
Basic search filters
1. Specify the required Terminal number and/or Receipt number.
2. Click Search.
Advanced search filters
1. Click the Advanced filtering button.
2. Click the Add filter button, and the select required filters:
  
  Depending on your needs, you can use a single filter or combine multiple filters.
  - Article number
  - Article text: Article receipt text,
  - Operator: Operator ID number.
  - Salesperson: Salesperson ID number.
  - Terminal: Terminal number.
  - Receipt: Receipt number.
  - Tender: Tender amount, that is the amount of money that the receipt total concerns.
  - Additional filters: Additional filters that you can use on their own (for example to search for canceled receipts within the specified period) or in combination with other filters (for example to search for canceled receipts issued by operator 3 on terminals 1-4 within the specified period). For most of the filters you can specify a range, for example terminals 1-4.
    
    Cancelled receipt: The receipt to search for is a canceled receipt.
    
    Parked receipt: The receipt to search for is currently parked (you can't search for receipts that have previously been parked and then later resumed).
    
    Correction receipt: The receipt to search for contains at least one correction.
    
    Note that there's a special additional filter that concerns price corrections.
    
    Manual prices: The receipt to search for contains at least one manually entered price.
    
    Return receipt: The receipt to search for contains a return.
    
    Line/past voids: The receipt to search for has contained at least one journal line that's subsequently been deleted.
    
    Article return: The receipt to search for contains at least one article that's been returned.
    
    Corrected line: The receipt to search for contains at least one journal line that's been corrected.
    
    Corrected price: The receipt to search for contains at least one price that's been corrected.
    
    Account transaction: The receipt to search for contains an account (that is credit sale) transaction.
3. Click Search.
View search results in the lower part of the page.
To view a specific receipt from searches with multiple results, click the row that represents the required receipt.

Why are there two columns for displaying a receipt? The left column displays technical receipt details, such as shop assistant login details, program version information, etc. The right column displays the actual receipt as presented to the customer.

If a receipt contains additional information, for example a warranty certificate, can I also view that? Yes, any additional information on a receipt, such as an appended warranty certificate, will also be displayed.

Can I print a copy of the selected receipt? Yes, simply click the Print button.

Filter search results

If the list of search results is long, you can use the Search results for matching text field above the search results to further filter the results based on article names.

Example: Enter banana in the field to only display search results that contain article names that include the word banana.

If you filter the list of search results, you can use multiple words, for example organic banana, but only if the words are used next to each other in an article name. Consequently, you can't write organic banana to filter on article names that include either the word organic OR the word banana.

Fraud attempt types that you can find with receipt search

You can search for receipts that contain particular actions, such as cancellations or corrections, to reveal patterns that might indicate possible attempts at internal fraud by staff. Especially the Advanced filtering feature's Additional filters are useful for this purpose.

Here's a non-exhaustive list of possible internal fraud attempts that you may be able to find with receipt search:

When you investigate possible fraud, always make sure that you comply with rules and regulations in your country or region, for example rules that govern your ability to monitor employees' actions.

Even though internal fraud at POSs does happen, it's not our intention to portray shop assistants as a group of employees who's likely to commit fraud. The vast majority of shop assistants are highly valued, conscientious employees who'd never commit fraud. Bear this – as well as the fact that everyone can make mistakes – in mind when you read the list.

Number of receipts with manually entered prices

Some articles can be set up to require their prices to be entered manually by shop assistants. When that's the case, there's a potential risk that some shop assistants might be tempted to enter very low prices when their friends or family members buy such articles.

If the number of receipts with manually entered prices is high during the period of time that you analyze, you might want to investigate if certain shop assistants have often manually entered prices and, if so, whether those manually entered prices have been fair.

How to find the numbers: Select required search period, and then select Advanced filtering. Click Add filter, select Additional Filters, select the additional filter Manual prices, and then click Search. In the search results' Operator column, look for signs that a particular shop assistant has often specified prices manually. If that's the case, click relevant rows in the search results to check if the manually entered prices are fair or unrealistically low.
Number of returns

A shop assistant may perform a fake return and put the cash refund in their own pocket.

How to find the numbers: Select required search period, and then select Advanced filtering. Click Add filter, select Additional Filters, select the additional filter Return receipt, and then click Search. In the search results' Operator column, look for signs that a particular shop assistant has often handled returns. If relevant, click the rows in the search results to check which articles and refund amounts were involved in the returns. Note that if the shop assistant has worked at, for example, an information desk till, it may hot be unusual for the shop assistant to have handled a very high number of returns.
Number of canceled receipts or receipt lines compared to number of transactions

When a shop assistant fraudulently cancels receipts, their aim is to make cash transactions look legitimate on the surface but not record the sales so that they can put the received cash in their own pocket (also called to siphon off cash). This type of fraud can occur for entire receipts as well as for individual lines on receipts.

If the number of canceled receipts or receipts with canceled lines is high during the period of time that you analyze, you might want to investigate, for example, if stock levels of articles involved in the canceled transactions are lower than expected.

How to find the numbers: Select required search period, and then select Advanced filtering. Click Add filter, select Additional Filters, select one or both of the additional filters Canceled receipt and Line/past voids, and then click Search. In the search results' Operator column, look for signs that a particular shop assistant has often canceled receipts and/or receipt lines. If that's the case, click relevant rows in the search results to check which articles were involved in the cancellations.
If you suspect that the cancellations may have been fraud-related, for example if your store has experienced shrinkage among the involved articles during the period that you analyze, you may want to temporarily remove the shop assistant's right to perform cancellations without management approval. You do that by allocating the operator in question to a shop assistant category that doesn't have the permissions Cancel sale and Cancel latest line.
Number of receipts without actual sales compared to number of transactions

This type of potential fraud is close in nature to fraud that involves canceled receipts, see the previous.
Number of corrections

In some organizations, shop assistants are able to adjust prices on some articles at their discretion, for example if a price is wrong compared to what's been advertised or a can of soup is dented. In some organizations, shop assistants must select a reason code in such cases.

If the number of such price corrections on a till is high during the period of time that you analyze, there's probably a good explanation if you ask relevant staff. However, it could also be a sign of, for example, some shop assistants granting special unauthorized discounts to their friends or family members.

How to find the numbers: Select required search period, and then select Advanced filtering. Click Add filter, select Additional Filters, select the additional filter Correction receipt, and then click Search. In the search results' Operator column, look for signs that a particular shop assistant has often performed corrections. If that's the case, click relevant rows in the search results to check if the corrections have been in accordance with your store's rules.
If your store requires shop assistants to select a reason code when making a correction, you may also compare the time-stamped reason code selections with video surveillance recordings to view if, for example, an article was actually damaged when a shop assistant selected that reason for correcting it on the receipt.

Can we also use receipt search to reveal signs of external fraud by customers? Yes, but receipt search is better for revealing signs of internal fraud because you don't necessarily need to analyze a long period of time to reveal patterns of possible internal fraud by staff. Compared to shop assistants who serve many customers, and who are potentially able to commit many fraud attempts during a single shift, fraud attempts by individual customers, who are often anonymous, may happen much more infrequently, so you'd typically need to analyze a much longer period of time to reveal patterns of external fraud attempts.
However, if you have a suspicion about a possible fraud attempt by a customer, receipt search can be an excellent way to prove it, especially if you're able to combine receipt searches with video surveillance recordings.