Cashier - Getting started

1What the Cashier module does #

The Cashier module runs the money side of a shop counter: a till is opened with a float, bills are raised and paid, money that is not a bill goes in or out of the drawer, discounts are agreed, and at the end of the shift the drawer is counted and handed over. Every step is recorded against one counter session, so the closing knows exactly what the drawer should hold.

A counter day always runs in this order:

Licence: Cashier is a feature of Sales, bought on its own (it was a module of its own until October 2026; licences that had it keep it). It needs Sales as well.

2Where to find help #

• On every screen: the Help panel on the right - what the screen is for, step by step, every field, the rules, the keys, and If something does not work, the messages that screen can show with why and what to do. Dock keeps it open beside the work.
• The manual: at the foot of this page, every cashier screen in detail - the counter screens, Cashier Discount Authority, Special Discounts, Local Printing and the customer card screens. Read ahead, or train a new cashier, without opening them.
• The help search box: type a word from a message or a field name and it finds the screen and the section that explain it.

3Where things are - the Cashier menu #

4The Cashier Dashboard - where things stand #

Cashier > Cashier Dashboard (under *Start here*) shows the module at a glance: the counters open now and any left open from an earlier day; receipts today and this month, by pay mode; petty cash; special discounts waiting; and the month's excess or short.

• Every tile has a button that opens the page or report behind the figure, and every list has one at its head - the dashboard is where you start, the page is where you act.
• A figure that wants attention reads red; one that is as it should be reads green; a plain figure is just a fact.
• The figures are for the report option you signed in with (All, Branch or Group), shown at the top as *For*, up to today.
• Cancelled entries are never counted.
• The page is read when it opens and on Refresh (F3); it does not refresh by itself. Nothing is changed there.
• The right. The dashboard has a user preference of its own: *User Can View Cashier Dashboard* in User Manager > Preferences. It starts unticked for everyone; an administrator ticks it for whoever should see it. Administrators always hold it.

5First-day setup (administrator) #

Do these once per company, in this order. Steps 1 and 2 are for whoever looks after the database; the rest are done in the application.

1. Make sure the licence includes the Cashier module.
2. Cash Counter Master: Add (F3) one counter per till. The Counter ID cannot be renamed after saving, so choose it carefully.
3. Voucher Manager: on the sales voucher types used at the counter, decide whether money is taken as each bill is saved (Show Cash/Card Collection Window ?) or later on Cash Receipt. Check the print formats of those voucher types.
4. Cashier Settings: switch on what the counter uses - gift vouchers, privilege card, discount, discount %, sales return, sales promotion, customer address, barcode scanning - and set the special-discount approval, the approval lifetime, the pending-discount rule, the excess / short flag and the counter credit check (see Settings below).
5. Cashier Discount Authority: say what each cashier, role or branch may give on the spot and the hard cap nobody may pass.
6. User Manager: give cashiers rights on the cashier screens; give supervisors the Approve right on Cashier Special Discount Entry, and the right to close other cashiers' counters where needed (see Who sees what).
7. For privilege cards and loyalty points: set up Loyalty Point Settings first, then issue Customer Card Details.
8. For silent bill printing: install the print agent on each counter computer and pair it on Settings > Local Printing (see Printing at the counter).

6Keys that work on the cashier screens #

Every save asks for a confirmation first, and after a save the record stays on screen in view mode. The counter screens are made for touch: tap a counter tile or a session card, use the big +/- steppers and the quick-amount chips.

7Counters - Cash Counter Master #

• Counter ID * - the counter's name (up to 50 characters, for example Counter-1). It is the record's key: unique, and it cannot be changed once saved because sessions refer to it. To rename a counter, delete it and create a new one.
• Description - free text, for example where the till stands.
• Status - Available or Open. A new counter is Available; opening a session makes it Open and closing it makes it Available again. You rarely set it by hand.

A counter that has cash-opening records cannot be deleted: "Counter '...' has ... cash-opening record(s) - it can't be deleted." Opened from another screen as a dialog, Use counter hands the loaded counter back to that screen.

8Opening the counter - Cash Opening #

1. Add (F3), and tap a counter tile - only Available counters are shown.
2. Enter the Opening cash (the float). The chips add 100, 200, 500, 1000, 2000 or 5000.
3. Check Tracks voucher type - the sales voucher type this session collects for - and any it is Also usable for.
4. Check Cashier (user) (you, by default), the Branch (ERP edition; otherwise your login branch) and the Storage space. Keep __Not Applicable__ when godowns are not tracked - a storage space is required.
5. Save (F5) and confirm. The counter is now Open and the session has its number.

• Availability is checked again when you save, so two cashiers cannot open the same counter: "Counter '...' is not available (status: ...) - only an Available counter can be opened."
• One session per counter at a time: "Counter '...' already has an open session (#...) - close it before opening another one."
• Date defaults to the working date. Saving into a closed transaction period is refused.
• An opening can be deleted only while nothing has been collected on it: "This opening has ... cash receipt(s) collected under it - it can't be deleted. Close the counter instead." Deleting releases the counter.
• Find (F2) lists every session, newest first, with its Open or Closed state.

9Bills and the collection window #

Counter bills are ordinary sales vouchers on the voucher screen. When the voucher type has Show Cash/Card Collection Window ? on, the Cash / Card Collection window opens as the bill is saved.

• Open counter - your own open session for this voucher type. With no open counter for your user and this voucher type the list is empty - open the counter first.
• Amount due and Change to return are shown large across the top; the quick chips fill the cash received.
• Pay modes: Cash, Card, Cash And Card, Credit, Installment, Sodexo, Sodexo And Cash, each showing only the boxes it needs - card amount, holder and expiry; installment amount, repaying mode and number of installments; the credit account.
• Where the settings allow: discount % and discount amount (with your limit shown), sales return, extra discount redemption (setting 84) and loyalty amount (setting 122); customer name, mobile, address and narration.
• An approved special discount on the bill is taken off here; one still waiting follows setting 228.
• Collect (F5) saves the money with the bill, inside the same save. Cancel (Esc) goes back to the bill.

10Taking the money - Cash Receipt #

A cash receipt settles bills that were saved without being paid. It belongs to one open counter session and can only take bills of that session's day, branch and voucher types (the tracked type plus its alternates, and their returns).

The session

• With one open session it is picked for you; with several, a picker opens. The session you used is remembered on this computer and taken again while it is still open. Change session is always on the toolbar.
• A cashier sees their own sessions; an administrator sees everybody's. With no open session the page is read-only - Find still works.

Step by step

1. Tick the bills to settle. The list shows Bill no, Date, Customer, Bill value, Special discount and To collect - only bills this session may still take. With setting 94 on, Scan or type a bill number pulls a bill in by its number.
2. Add any gift voucher (setting 35). Each is checked as it is added: live, not used, in date, and worth no more than the bills.
3. Key the Discount % or Less: discount (settings 48 and 38) and Less: sales return (setting 39). Tick the sales promotion (setting 71, cash sales only) to take off the promotion slab for the quantity sold.
4. Choose How it is paid: Cash, Card, UPI, Cash And Card, Credit, Cash And Credit, Paytm, RTGS/NEFT, Cheque, Deposit, Free or Branch Sales. Key Cash received - the change is worked out as you type - or the card / transfer amount and its reference.
5. Optionally the Privilege card (setting 37) - it fills the customer in and takes off the card's own discount - the Customer name, Mobile (10 digits), Address (setting 72) and Narration. When receipt numbering is manual, type the Receipt number.
6. Save (F5). The receipt is numbered and the bills become settled. The Receipt ... saved dialog offers Print (F12) or New entry (F3); either way the next entry starts.

Pay modes that need care

• Cash And Card - key the card part; the rest is cash.
• Cash And Credit - key the cash part (more than nothing, less than the whole bill); the rest goes on the customer's account.
• Credit and Cash And Credit need bills of ONE customer, and that account must be a customer account - a bill made out to a cash ledger must be re-billed first. The counter credit check (setting 230) then warns or blocks on the customer's credit limit and overdue bills.
• Money going back to the customer (returns worth more than sales) can only be paid in cash.

A special discount from the receipt

Each bill row has Ask...: choose By Percentage or By Value, the amount and Why, and Ask (F5). It goes through the same approval as Special Discounts; the list is read again, so a discount granted on the spot is taken off at once and one waiting for an approver shows its state on the row.

Finding, printing, sending, cancelling

• Find (F2) opens on the session's day; search by receipt number, bill number, customer name or mobile, tick Any date, or press Search every date.
• Print (F12) prints a designed print format when one is set up for cash receipts, otherwise the 80 mm Counter slip, through a browser window.
• E-mail and SMS send a saved receipt through the company's e-mail profile and SMS template.
• A receipt is never deleted. Cancel receipt asks Why is it cancelled? - the reason is kept - and its bills can be settled again. A receipt cannot be changed or cancelled after its session is closed, and only its session's cashier or an administrator may change it.

11Special discounts and the approval #

A special discount is a discount on one sales bill, agreed before the bill is paid. Within the cashier's authority it is granted at once; above it an approver decides; above the hard cap it is refused outright.

Raising one

1. On Special Discounts, press Raise a discount. Pick the day (Bills of) and the Bill - only sales bills that are not cancelled, not yet settled and not already carrying a live request are offered.
2. Choose By percentage or By value, key the discount and the Reason. The dialog shows the discount in rupees and whether it is within your authority, over it, or over the hard cap - before you save.
3. Raise (F5). Within your authority: "Special discount #... of ... granted - it is within your authority." Above it: "Special discount #... of ... is waiting for approval - the approvers have been told."

The list has four views: Waiting, Raised by me, Decided and All. Withdraw cancels a request that has not been used - only by whoever raised it or an approver. Discount register (report) opens the audit trail.

Deciding (approvers)

1. Open Approvals > Special Discount Approvals. The same screen opens in approver mode, with what is waiting.
2. Decide a request: Approve (F5), Reject or On hold. Rejecting or holding needs remarks - the cashier reads why.
3. The approvers are told in the bell, the approvals inbox and by e-mail when a request is raised.

• Deciding needs the Approve right on Cashier Special Discount Entry in User Manager. Nobody decides a request they raised: "You requested this discount - another approver must decide it."
• Once the cashier has settled the bill, the request is frozen.

Statuses

At the counter

• An approved discount is taken off the bill (To collect). The counter cannot settle the bill without applying it.
• A request still waiting either blocks the bill - "Special discount request #... is waiting for approval - the bill cannot be settled until it is decided." - or, with setting 228 at Settle at full price, the bill goes at full price and the request is withdrawn.
• One live request per bill. A rejected, withdrawn or lapsed one frees the bill for a new request. A discount can never be the whole bill.

Cashier Discount Authority

Each row says how much discount may be given without asking (Grant up to % and Rs) and the most that may ever be given on one bill (Hard cap % and Rs), for the Special (per bill) discount or the Cash receipt discount. A row covers one User, a Role, a Branch (ERP edition), or everyone; a row names a user or a role, never both. Empty means no limit on that measure; when both % and Rs are set a discount must pass both.

For a cashier at a branch, the first Active row found in this order wins: the user's own row for this branch, the user's own row, the role for this branch, the role, the branch row, the company row. With no row at all, the special discount is limited by settings 111 (%) and 112 (Rs) and the receipt discount by setting 40 - the desktop's limits.

• Add Row (F3), fill the rows, Save (F5) - every row saves together or none does.
• Percentages must be below 100, amounts cannot be negative, and a grant can never be above its hard cap. Two active rows of the same discount for the same branch / user / role are refused.
• The receipt discount has no approval: above the cashier's receipt authority the counter refuses it.
• A change reaches a cashier the next time their counter screen loads.

12Money in and out of the drawer - Petty Cash #

1. Add (F3) and tap the open session.
2. Choose Receipt into drawer or Payout from drawer, and key the Amount (more than zero).
3. Type the Narration - what the money was for. It is required.
4. Save (F5).

• Drawer cash available shows the cash in the till now: float + cash collections + petty receipts - payouts. A payout larger than that is refused with the figure - "Payout exceeds the counter's available cash (...)." - and the server works it out again on every save.
• Modify (F4) marks an entry Altered. Cancel Entry voids it - it drops out of the closing but keeps its trail - and a cancelled entry cannot be changed again. Cancelled entries show in red.
• Find (F2): non-administrators see only today's entries, and branch-limited users only their branch. Only administrators may change the date.

13Closing the day - Cash Closing #

1. Add (F3) and tap your open session (Open session to close). The day summary loads from what was recorded under it.
2. Read the summary: Bills, Gift vouchers, Gross, Discount, Sales return, Net collected, the split into Cash, Card / UPI and Credit, Promo, Counter receipts and Payouts, and Bills by type / pay mode.
3. Count the drawer note by note with the -/+ steppers; the Coins row takes an amount. The strip shows Total cash, Cash in hand and what you Counted - it must read that it matches.
4. Enter any Excess / short (+/-), the Reserve kept in drawer for the next shift and a Narration. Hand over is what leaves the drawer.
5. Save (F5). The counter becomes Available. Print (Ctrl+P) prints the closing sheet with the company header on every page.

How the figures are worked out

What stops a closing

• The count must equal the cash in hand: "Total of denomination amount does not match with cash-in-hand".
• Every bill of the session's day and voucher types (and every credit note or return) must be settled or cancelled: "Unsettled invoice/credit note exists (... for ...). Settle or cancel them, then try again." Unsettled bills on the day summary lists exactly those - open each in its own tab to settle it, or cancel it there with a reason (this needs the voucher type's Approve right; the voucher is kept, marked Cancelled).
• One closing per session - "Session #... is already closed." Deleting a closing re-opens the session.

Only administrators, or users with the permission to close cash counters belonging to others, see other cashiers' sessions here.

14Printing at the counter #

A web page cannot choose a printer - the browser always shows its print dialog. The InvoiceNET Print Agent, a small program on the counter computer, removes that dialog for bills: the ERP hands it the document and the printer name and it prints at once.

Setting up a counter computer

1. Install the agent once for each Windows user who works at the counter (usually your administrator): run install.ps1 in its folder. A small printer icon appears in the tray - green means ready, amber means printing.
2. Right-click the tray icon > Copy pairing token, paste it on Settings > Local Printing and press Save Connection (F5).
3. Test Connection (F2) lists this computer's printers (it prints nothing).
4. Open a bill, press Print, choose the format, the printer and the copies, tick Remember for ... on this computer, choose Silent and print. From then on that voucher type - including the print after saving - goes straight to that printer.

• The settings belong to this browser on this computer and to this company - another computer, another browser or a private window starts without them. Remove on Local Printing stops using the saved choice for a voucher type.
• The print rights are unchanged: Print / Re-print on the voucher type and the voucher status still decide whether a bill may print.
• If the agent is not running or the printer is gone, the document opens in the browser's print dialog instead and the page says why - nothing is lost.
• The cash receipt slip does not use the agent: Print (F12) on Cash Receipt always opens through the browser (allow pop-ups for the site). The agent serves the bills' printing.

15Privilege cards and loyalty points #

• Customer Card Details (Masters): one card per member customer - the card number (unique; the till matches on it), the holder, the issue and expiry dates, the Discount Mode and the Customer Points Profile. Renew Card... extends the validity; the real validity (Valid To) is the latest renewal.
• Loyalty Point Settings: the points profile a card earns by - invoice-value slabs, points per slab, what the points are worth, how long they stay redeemable, and the Point Redemption Account.
• Customer Point Transactions: hand adjustments - goodwill points, corrections, redemptions over the counter. A redemption also creates its journal voucher.
• Customer Card Renewal: the renewal history, card by card.

At the counter, the Privilege card box on Cash Receipt (setting 37) checks the card as it is typed, fills in the customer and takes off the card's own discount percentage. Loyalty points can be redeemed in the collection window when setting 122 is on. A card with point movements cannot be deleted - untick Is Active instead.

16What reaches the books #

• Counter bills are ordinary sales vouchers and post when they are saved, whether the money is taken in the collection window or later on Cash Receipt.
• A cash receipt records how each bill was paid. With the sales promotion ticked, it also posts the promotion as an expense journal - under the voucher type named in setting 73, to the ledger account named in setting 74.
• A loyalty redemption on Customer Point Transactions creates its own journal voucher.
• Openings, petty cash, closings and the excess or short are recorded on the cashier screens and read by the reports; post any difference the way your company requires.

17Who sees what #

The database also checks the user's rights on each table when a record is saved or deleted, so a refusal can come even when the form allowed the button. The Branch fields and the branch column of Cashier Discount Authority appear in the ERP edition only.

18Settings that change the counter #

Open Cashier > Cashier Settings (administrators only). Each setting carries its own description on the page; Reload (F2) reads them again, Save (F5) saves, Discard Changes (Esc) throws away what you changed.

19Reports #

Every cashier report shares the same first filters: From / To (the cashier day - a session belongs to the day it was opened), Counters, Cashiers, Session no., Sessions (open and closed), Receipt status and Customer contains. Each then adds its own.

20Moving from the desktop #

• The web works on the same counter tables as the desktop: counters, sessions, receipts, petty cash and closings saved on either side are the same records.
• A cash receipt is never deleted on the web - it is cancelled with a reason and its bills become settleable again (the desktop deleted it).
• The bills a receipt offers are those of the SESSION's day, not the day you signed in with.
• A special discount still waiting for approval is never applied on the web (see setting 228); approvals lapse after setting 227's hours; nobody approves their own request; the desktop's per-user limit on how many days back a status may be changed does not apply to the web decision.
• The desktop's custom printing profiles for the closing and the 3-inch closing report (setting 55) are not used on the web - the closing prints the sheet on screen.
• The desktop's Token Entry screen has no web equivalent yet.
• Loyalty Point Settings saves the Points Validity that the desktop form discarded.

21If something does not work #