How To: Manage Payment Drop

The cashiers at a cash-till may often need to remove excess cash from the till to prevent mishandling of cash. All such 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. Payment Drop option has 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) - Payment Drop

POS Back Office

Ginesys POS - Back Office - POS Control - Payment Drop

Pre-requisite

In Normal POS and POS as Collection Centre - The users' role must have access to the Payment Drop feature in POS - Admin - Roles - Security Roles (window) Access Rights (tab).
In Back Office - POS Control - The users' role must have access to the Add and Modify app operation in the Payment Drop feature in POS - Admin - Roles - Security Roles (window) Access Rights (tab)
Note: Records of this feature cannot be deleted. If required the entry can be modified or can create a Pay In entry to rectify any mistakes.

Step-by-step guide

Implementing Payment Drop:

Create a new numbering scheme in Retail Management > Setup > Document Numbering Scheme, selecting 'Payment Drop' in the Applies to Menu field.
Assign this numbering scheme to stores using Allocation Group (Retail Management > Setup > Allocation Group). Sync to assigned stores.
In case you wish to record the denomination based count of cash while executing payment transfer and session closure, enable Count based payment transfer and session closure by selecting the checkbox in your preferred MOPs at Retail Management > Setup >Mode of Payment.
In the Terminal master of individual stores, tag this numbering scheme in Payment Drop Numbering Scheme field for the terminals from where such entries would be made.
Assign users with Payment Drop operation privilege for POS or Back office menu as required.
Now logged - in user/s will be allowed to make such entries.

Using Payment Drop

Open the feature, Payment Drop from the two areas given above.
Click on Payment Drop button.
The Payment Drop window opens.
Provide Remarks. It is a mandatory field.
Provide the amount.
Save the entry by clicking OK.

Modify Payment Drop

Select any record in the Payment Drop module.
Click on Edit.
The Payment Drop window opens.
Now you can edit Remarks and/or Amount.
Save the modifications by clicking OK.

Printing Payment Drop entries:

On saving an entry, system will prompt the cashier to print it. 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 Back Office menu and is given the privilege for necessary app operation.

Customization -

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

Reporting on Payment Drop entries:

Analytic report added, you can import the same using Import option in POS Analytics at Head Office.
In Cash Drawer Summary, all in / out shall be shown under 'Payment Drop Summary' section.

Note:

Modification of entries are allowed only till session is active, once session is closed, entries cannot be modified.
Currently, Payment Drop is enabled only for Cash (in base currency).