Syllabus for Cashiers

Most businesses do not expect cashiers to understand the complexities of accounting. It is very important for the trainers to teach the cashiers 3 documents - INVOICE, RECEIPT and SALES RETURN. With these three base documents in mind, the cashier will be able to take care of almost every possible scenario. If the cashiers cannot understand the 3 things below, then the chief cashiers should understand them in order for the operations to be carried out smoothly.

1. Understanding INVOICE

The cashiers will need to ask themselves one question: Does the stock go out? If the answer is yes, then an invoice is issued.

2. Understanding RECEIPT

The cashiers will need to ask themselves one question: Does the money come in? If the answer is yes, then a receipt is issued.

3. Understanding SALES RETURN

The cashiers will need to ask themselves another question: Does the stock come in? If the answer is yes, then a sales return is issued.

Please note that we do not expect the cashiers to pay out any monies to the customers, as in most circumstances, money paid to customers could only be done with authorization from higher authority, and will only be done by back office for control purposes.

Possible scenarios:

1. Cashsale (Composite Document)

Many do not realize, a cashsale is actually a transaction that consist of the 2 basic document - INVOICE and RECEIPT

There are special rules and constraints applicable to INVOICE and RECEIPT for cashsale i.e. both must have the same amount and issued with the same date.

2. Exchange of goods

Sometimes, due to defects, the goods sold cannot be used by the customers, hence, they need to replace the products with something else, it could be replacing the same product, or a different product, we assume no refund policy here, and when replacing the products bought, customer could replace it with goods of equal amount or more, and top up of the difference if new goods taken are worth more than the returned goods. Of course, if the selling price of the goods are less than the returned goods, the new goods will be sold at higher price, because no refund is given to the customers without special approval.

So, just following the few questions below:

i) Is the customer returning products in exchange with products with the same item code?

a) YES

Go to question (2)

b) NO

Create a sales return, and issue an invoice, then use the credit memo (from sales return) to knock off the invoice. Any balance after that should be knock off with CUSTOMER -> SETTLEMENT (if the new products cost more than the returned goods).

ii) Is this a serialized item?

a) YES

Create a sales return, and issue an invoice, then use the credit memo (from sales return) to knock off the invoice.

b) NO

Don't need to create a sales return, just swap the item (one to one exchange)

3. Cancel Sales

Under trading, click TRADING -> CANCELLED CASHSALE / INVOICE

In actual fact, a cashsale or invoice cannot be cancelled. What the system does is essentially to reverse the corresponding receipt created (if it is a cashsale), and create a sales return for everything inside the invoice / cashsale.