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Cash Settlement

Technical documentation
08/19/2024

Requirement Overview

Cash settlement is a feature within the system, requiring cashiers to transfer the money they've collected during a day or shift, ensuring precise and accountable cash transactions to record in the system.

Database Changes

  • EnableMixedTenderMode = 1 [Should show the menus of cash settlement along with bill tender mode]
  • EnableMixedTenderMode = 0 [Should not show the menus of cash settlement in the system ]

Functional Requirement

  • Requirement 1: Please redesign the cash settlement form according to the attached design, paying particular attention to the layout and views of the cash settlement page and cash drop page listings.
  • Requirement 2 : The cash settlement ID should follow this pattern: CS-SequentialNumber-DivisionName-FiscalYear. For instance, it should look like CS-01-MMX-80/81.
    Only the admin can choose the cashier. For others, the cashier will be automatically selected based on their login and cannot be changed.
  • Requirement 3: Please design the print layout for Cash Settlement referring to the attached designs which should be triggered save clicking the save button
  • Requirement 4 : Cash settlement is not editable but can be deleted the latest voucher from authorized users only..Delete button should appear after clicking on the
    Requirement 5 : Integrate a 'Cash Settlement Report' under 'Sales Report,' including both settlement summary and detailed report filter UI. A sample report is provided in the Figma UI design attached below.

Note : Cash Settlement records for users will be recorded & checked based on the division they are currently logged into, particularly if users have transaction privileges in multiple divisions. Additionally, cash settlements need to be saved division-wise.

Limitation

  • It will be solely based on the user and Cash settlement cannot be altered.
  • Users can only settle cash for the current date.If user has not settled cash for a few days, it will be settled at once when user does cash settlement of current date.

Application Flow

Cash settlement is only possible when the user has completed sales transactions. If the user attempts to Save without any recorded sales transactions in cash, a message will pop up stating, "No Voucher Found For Cash Settlement".

  • Step 1 : While saving the sales transaction must be based on the cash payment mode After saving the sales transactions, User should be able to perform cash settlement.
  • Step 2 : While performing the cash settlement ,the date must remain as default and unchangeable.
  • Step 3 : User will fill the denomination in the input field as per the available cash in the counter and click on ‘Save’. Upon clicking Save :
    • The data should be stored in the table “DENOMINATION”
    • It should trigger the print of cash settlement with all the details mentioned in print design above
      Users are not allowed to save the cash handover without inserting any data, at least one deno must be filled.
      Or
      Step 3 : User will fill the denomination in the input field as per the available cash in the counter and click on ‘Print’. It should show the denomination printing preview on page and upon printing.
  • Step 4 : Upon saving the settlement voucher, it should be viewable. If a user clicks on the 'View' button, a list specific to that user should appear. This will enable the 'Print' button on the screen to reprint the settled cash settlement.
  • Step 5 : Only for the Admin User, all settlement lists will be viewable for deletion, controlled by the role from the user manager. Once a settlement ID is selected for viewing, the delete button will be enabled. If the user clicks on the 'Delete' button, a message box should pop up asking, 'Are you sure you want to delete the cash settlement?' with no default selection. It's important to note that users can only delete the most recent cash settlement, and they cannot delete older settlements until the latest one is removed.
  • Step 6 : When a credit note is issued to provide cash return to the customer for a specific valid reason, it will result in a deduction of the amount stated in the issued credit note in the cash handover report.
    Settlement amount refers to the amount that needs to be settled and Total Cash settled amount refers to the amount that is formed after payout amount is added to settlement amount.(Payout amount = The amount withdrawn from the drawer)

Print Design

https://docs.google.com/document/d/1gk8mu2rQjZPXSCh75rGbKj_gGPkPcRHDaECEDtWUFqQ/edit

UI Design

https://www.figma.com/file/chZ2POssxhxgO7v8kgt7MD/Cash-Settlement?type=design&node-id=0%3A1&mode=design&t=4CETPihsK5GYDt3e-1

Definition of Done

  • Cash handover is done division wise ,meaning that cash from sales within a division can only be handed over from that same division.
  • If a specific user completes the sales transaction, then that same user must conduct the cash handover on the day of the sale.

Files