How To: Make POS Bill Modification in the Back Office

The POS Bill modification option in Ginesys POS Back Office allows to correct the wrongly recorded data and replace it with the correct information. If allowed from the HO, using this option the user can make certain modifications even after day settlement. Although all the fields in a POS Bill cannot be modified yet this feature ensures that some of the important fields carry accurate value. The fields that can be edited are as follows:

In the Bill Details tab:

1. Customer
2. Remarks
3. Item Remarks
4. Sales Person (in the Items in Bill section)
5. Return Reason (in the Items in Bill section)
6. Other Information (if enabled)

In the Payment Details tab:

1. Payments
2. Voucher details 
3. Description

This article describes how to make POS Bill Modification in the Back Office.

Pre-requisites

1. The users' role must have access to the Bill Modification feature by enabling the Modify app operation for the feature in Admin - Security - Roles (Cashier etc)- Access Rights - Back Office - POS Control.
   
   

2. Modifying the bill details after the day settlement, can be done only if it is allowed by HO.

   You can check the permission by following the path: Admin - Policy - Master Policy - User Settings. In the User Settings section, look for Allow to add customer in POS Bill Modification after settlement option.

3. If a credit note is tagged to the bill, then it cannot be modified.
   
   

4. There are certain conditions to POS Bill Modification for Customer field.

   Behavior of Customer field in saved bills

   Note:

   1. If no customer is tagged at the time of saving the bill, the customer may be added through POS Bill Modification feature in POS Back Office.
   2. If  a loyalty card holding customer is tagged when a bill is saved, the customer modification is disabled from POS Back Office. 
   3. If the customer tagged does not have a valid loyalty card,  the customer modification is enabled from POS Back Office.
   4. Customer may be modified even after day settlement if it is allowed by HO, provided the following conditions are fulfilled - 
      1. Allow to add customer in POS Bill Modification after settlement option must be enabled in User Settings section of Admin - Policy - Master Policy - User Settings.
      2. Above rules are also applicable.

Step-by-step guide

The steps are as follows:

1. Go to POS Back Office >  POS Control > Bill Modification. The Bill Modification module opens.
   
   

2. Select the bill you want to modify from the list.

   You can use filters to select the bills to be modified.

3. Click on the Edit button (or double click on it). The Bill Modification window appears.
   
   
4. In the Bill Details tab, you can only modify the above mentioned options.
   
   

5. In the Payment details tab, payment made only by Cash, Voucher (not Gift Voucher) and Credit Card can be modified. Bill Level discount detail is now reflected separately in Bill Modification to ensure clarification of the Discount Amount increased in the summary block shown at bill level.

   Any POS bill tagged to GV cannot be modified.

   The payment modes other than Cash, Voucher and Credit card cannot be modified. Payments made by these three modes of payment might be interchanged.

   For example: A payment made by Credit Card is wrongly recorded as payment by Cash. Using the Bill Modification section, you can change the payment record to Credit Card.

   But, if a Gift Voucher is wrongly used to make payment, then it cannot be modified.

6. Once all modifications are complete, click on OK.
   
   

7. Record saved successfully. - message is displayed on the screen. Click OK.

   During POS Bill Modification tagging of GSTIN customer is not allowed if the bill is having any return items in it and the policy value is disallowed.