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MERP25 User Guide: Cash Counter Sales (Shift-Based)

Cash Counter Sales is a high-speed workflow designed for walk-in retail environments where sales must be recorded instantly, inventory updated in real-time, and physical cash/card duty shifts reconciled for audit integrity.

Unlike Credit Sales (which involve multiple stages of delivery and billing), Cash Counter Sales complete the sale and payment collection in one immediate action within a managed service shift.

1. The Shift Lifecycle (Chain of Custody)

Cash Counter Sales operate on a Shift-Based Model. This ensures every transaction is linked to a specific salesperson, a specific warehouse, and a verified cash drawer.

Phase 1: Opening Duty

Before recorded any sales, a salesperson must "Open a Shift": 1. Navigate to Sales > Cash Counter Sales. 2. Click "Open New Shift". 3. Warehouse: Select the physical location you are selling from. 4. Opening Balance: Enter the physical cash amount currently in your drawer (e.g., your "float").

Phase 2: Active Selling

Once your shift is OPEN, you can record transactions throughout your duty period. (See Recording a Sale below).

Phase 3: Ending Duty

At the end of your shift: 1. Count the physical cash in your drawer. 2. In the registry, click the "Stop (Square)" icon on your active shift. 3. Enter your Closing Balance (the total physical cash you are handing over). 4. The shift moves to the CLOSED state and is now locked for the salesperson.

2. Recording a Sale

During an open shift, recording a sale is immediate and final.

  1. Click "New Cash Sale" from the registry.
  2. Customer: Optional. Default is "Walk-in Customer".
  3. Payment Account: Select the specific account where the funds are being received:
    • CASH: Physical cash added to your drawer.
    • CARD / BANK: Digital payments processed via external terminal.
  4. Add Items: Scan barcodes or search for products.
  5. Record Sale: Click "Record Sale".
    • Immediate Inventory Move: Stock is instantly deducted from your warehouse.
    • Paid Status: The invoice is immediately marked as PAID.
    • (Note: General Ledger entries are consolidated and deferred until the Manager Reconciles the shift.)

3. Manager Reconciliation & Audit

Once a salesperson closes their shift, a Manager or Accountant must perform the final audit.

  1. Review Shift: Open the CLOSED shift from the registry.
  2. Verify Revenue: Compare the system-calculated revenue against the physical counts handed over by the salesperson.
  3. Reconcile & Post: Click "Reconcile & Post to GL".
  4. Discrepancy Handling: If the physical count does not match the system total, the system records the difference as "Not Reconciled" (Shortage or Overage).
  5. Final GL Posting: Upon reconciliation, the system generates the consolidated Journal Entries for the entire shift, including:
    • Total Revenue & VAT.
    • Total Cost of Goods Sold (COGS).
    • Any cash discrepancies.

4. Printing Receipts

Every individual sale has a "Print" action in the shift ledger. This generates an optimized tax receipt including TRN details and itemization. You can also print a consolidated Shift Report from the shift detail view for internal audit records.

[!IMPORTANT] Accountability: You cannot record a sale without an open shift. If you try to access the recording screen without an active duty session, the system will prompt you to return to the registry to open one.