One accounting entry per session
When a session is closed, one balanced journal entry is posted for all its sales that have no invoice. It holds income per account, taxes with their tax report lines and money per payment method. It also holds rounding, cash moves and the cash difference. Your accountant gets one entry per till per shift instead of a pile of slips.
PLANSFrom Growth
The problem it solves
- The accountant types the day's sales from the Z report, and the tax figures never match.
- Cash taken out for milk or courier never reaches the books.
- A shortage in the drawer is written off by hand weeks later.
- Card and UPI takings sit in one line, so the bank cannot be matched.
How it works
- The cashier closes the session with the cash count, as on every plan.
- The system posts one entry in the register's journal, dated the day the session was closed. The cashier needs no accounting rights.
- Income goes to the income account of each product or its category. Taxes are worked out by the same tax engine as invoices, so the tax report includes them.
- Each payment method's takings go to its journal account or outstanding account; cash is net of change.
- Cash moves go against the account of their reason, and the difference to the Entity's cash difference accounts.
- The session and its orders become Posted. The Journal Entry button on the session opens the entry.
Everything it does
Lines of the entry
- Income: one line per income account and tax set; refunds of the session lower them
- Taxes: per tax and tax report line, as on an invoice
- Payments per method: cash at its journal account; card, bank / UPI and online at the method's Outstanding Account if set, else its journal account
- Rounding: the accounts of the register's cash rounding
- Cash in and out: the account of each reason
- Cash difference: the Entity's income or expense account for differences
- Items on the house book no income and no tax
With Scale features
- Gift cards sold go to Gift Card Liability, not income; paying with a card takes it out
- Deposits taken go to Customer Deposits Account; using or paying one back takes it out
- Loyalty points: where Points Are a Liability is ticked, the value earned moves from income to Loyalty Points Owed
When it will not post
- A missing journal of a payment method, income account, tax account, cash rounding account or cash difference account stops the close. The message names it
- A session with cash moves or a difference needs a cash method on the register
- If the entry does not balance, the session is not closed and the message gives the amount
Journals
- Sales Journal (POS) on the register: empty uses the store's "Point of Sale" journal, made the first time
- Invoiced and pay-later sales are booked by their own invoices and left out of the entry
Who uses it
CashierCloses the session; the entry is posted for them.
AccountsSets the journals and accounts, and reads the entries in the books.
POS managerFollows sessions that would not close and has the missing setting fixed.
Where you use it
- Web: the Journal Entry button on a posted session; Point of Sale > Counter > Sessions with the filter Closed, Not Posted
- The SmartMy POS app: closing a session there posts the same entry when it reaches the server
- Not in Starter: there, sessions close with their Z report and nothing is posted
- Not built: an export file for outside accounting software
What you control
Settings
- Sales Journal (POS) per register: empty (the store's Point of Sale journal)
- Outstanding Account per payment method: optional
- Cash difference accounts per Entity
Works with
SmartMy Campus, SmartMy Hostel and SmartMy HRMSSales charged to a fee account, a hostel bill or a salary wait in their clearing account until billed, invoiced or deducted.
Questions
Is there one entry per sale?
No. Each closed session posts one entry for all its sales without an invoice. Invoiced sales have their own invoice.Does the GST report include counter sales?
Yes. The tax lines carry the same tax report lines as invoices.What if a payment method has no journal?
The session does not close. The message names the method, and accounts sets its journal.Is the value of stock posted?
Not by the session entry. Stock value is kept by your stock screens.Can a cashier see the books?
No. The entry is posted by the system when the cashier closes the session.Related features
SESSIONS AND CASHShifts, cash count and X and Z reportsEach register runs one session at a time. It is opened with the cash in the drawer, and closed with a count note by note and a reason for any difference. Cash in and out is recorded with a reason, and the X and Z reports give the figures of the shift.STOCK AND ACCOUNTINGTax invoice at the counter, credit note on refundWhen a customer asks for a tax invoice, the cashier ticks Invoice at payment. A posted customer invoice is made in the customer's name with the taxes of each line, and the counter payments are booked on it. A refund of that sale makes a credit note linked to the invoice.PAYINGCash, card and UPI paymentsTake cash with change, card and bank or UPI with a typed reference, or any mix of them on one bill. Each payment is kept with its method and reference, and adds to the session's figures per method.STORES AND REPORTSSeveral stores, each with its own booksRun each store as an Entity with its own registers, payment methods, journals and settings. Each store's sessions post in its own books, and its staff see only their own store. A manager who may switch to several stores sees them together in the same lists and reports.LOYALTY, PROMOTIONS AND DEPOSITSGift cardsSell a gift card for any value at the counter. The receipt carries its code and the date it is valid until. Whoever holds the code pays with it later, in one sale or several, until nothing is left. The money stays owed in the books until it is spent or written off.LOYALTY, PROMOTIONS AND DEPOSITSAdvance deposits, used on a sale and paid backTake an advance from a customer at the counter, with a numbered slip. The deposit pays a later sale or a confirmed invoice of the same customer, in one go or in parts. What is left can be paid back, in part or in full, with a reason and a supervisor's approval.
See a day at your counter, start to close.
Tell us what you sell and how many counters you run. We will show you the opening count, a sale without internet, a refund and the closing report.