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How To: Manage Pay-In and Pay-Out

Owned by Aparajita Basu Roy
Sept 14, 2022
3 min read

The cashiers at a cash-till may often need to make certain cash ins and outs from drawer due to various reasons like change given to other terminal, giving cash for petty expenses, receiving cash from any other terminal, etc. All these transactions are recorded in the system to make the reconciliation process at end of the session easy and smooth. The cashier does not have to recall each and every such transaction while presenting the closing cash to the manager. Pay In and Pay Out options have been introduced to facilitate this process.

Note: Only the transactions belonging to the current active session of the POS terminal is displayed. This restriction ensures that other cashier from different terminal cannot modify any transaction. If required, all the transactions of the day across all the terminals can be viewed using analytic report.

The process is managed in two areas of POS - Cash Till & POS Back Office

POS - Cash Till

Ginesys POS - POS - F5 (Tasks) - Pay In
Ginesys POS - POS - F5 (Tasks) - Pay Out


POS Back Office

Ginesys POS - Back Office - POS Control - Pay In / Out

Pre-requisite

  1. In Normal POS and POS as Collection Centre - The users' role must have access to the Pay In/Out  feature in POS - Admin - Roles - Security Roles (window) Access Rights (tab).

  2. In Back Office - POS Control - The users' role must have access to the Add and Modify app operation in the Pay In/Out  feature in POS - Admin - Roles - Security Roles (window) Access Rights (tab)

    Note: Records of this feature cannot be deleted. If required by the cashier, he can create a reversal entry, i.e., if Pay In done wrongly, then pass a rectification Pay Out and vice versa.


Step-by-step guide


 Implementing Pay In / Out:
  1. Create a new numbering scheme in Retail Management > Setup > Document Numbering Scheme, selecting 'Pay In / Out' in the Applies to Menu field.
  2. Assign this numbering scheme to stores using Allocation Group (Retail Management > Setup > Allocation Group). Sync to assigned stores.
  3. In the Terminal master of individual stores, tag this numbering scheme in Pay In / Out Numbering Scheme field for the terminals from where such entries would be made.
  4. Assign users with Pay In / Out operation privilege for POS or Back office menu as required.

  5. Now logged - in user/s will be allowed to make such entries. 

    Note: Pre-defined reasons for Pay In/Out can be configured using Reason master in head-office.


 Using Pay In / Out
  1. Open the feature, Pay In/Out from the two areas given above.
  2. Click on either Pay In or Pay Out button.
  3. The Pay In or Pay Out  window opens (depending on your choice at the previous step).

  4. Either provide Reason or Remarks.


    Although both of them are mandatory, they are mutually exclusive and at any point of time the user has to provide only one before he can save the entry.

  5. Provide the amount.
  6. Save the entry by clicking OK.


 Modify Pay In / Out
  1. Select any record in the Pay-In/Out module.
  2. Click on Edit.
  3. The Pay In or Pay Out  window opens (depending on your choice of entry).
  4. Now you can edit either Reason or Remarks and/or Amount.
  5. Save the modifications by clicking OK.


 Printing Pay In / Out entries:

On saving any entry, system will prompt the cashier to print the entry. On confirmation from the user, a default thermal report will get printed. In case, the cashier wants to reprint the same, he can reprint only if he has access to the Backoffice menu and is given the privilege for necessary app operation.

Customization -

  1. The report can be customized as per the requirement and can be allocated from Head Office using Allocation Group.
  2. Once allocated, it can be tagged to the Pay In / Out option in the Reports tab of the Terminal master.
  3. Report Header & Footer can also be added for Pay In / Out report type in Allocation Group.


 Reporting on Pay In / Out entries:
  1. Analytic report added, you can import the same using Import option in POS Analytics at Head Office.
  2. In Cash Drawer Summary, all in / out shall be shown under 'Pay In / Out Summary' section.

Note: Modification of entries are allowed only till session is active, once session is closed, entries cannot be modified.