Cash Sales Workflow

The Cash Sales Workflow is designed for walk-in customers who want immediate purchase and delivery with full payment. This streamlined process minimizes documentation while maintaining necessary controls for cash handling and inventory tracking.

Workflow Overview

Customer Walk-In → Product Selection → Cash Payment →
Invoice Generation → Stock Picking → Immediate Handover → Cash Reconciliation

When to Use This Workflow

Use Cash Sales Workflow when:

• Walk-in customers wanting immediate purchase
• Full payment collected before delivery
• Immediate delivery (customer takes goods now)
• No credit required (cash, card, or immediate bank transfer)
• Retail counter sales
• Small to medium value transactions
• Stock available immediately

Process Steps

Step 1: Customer Inquiry and Product Selection

Responsible: Sales Counter Staff

1. Greet Customer:

   • Professional welcome
   • Understand customer needs
   • Provide product information

2. Product Selection:

   • Show available products
   • Check stock availability in system
   • Verify serial numbers for specific items
   • Explain features, warranty, and pricing

3. Quick Customer Registration (if new):

   • Name and contact number (minimum)
   • Full details can be added later if needed
   • Quick profile creation in system

Step 2: Generate Invoice and Collect Payment

Responsible: Sales Counter Staff

Create Sales Invoice:

1. Navigate to Sales Module → Quick Sales or Cash Sales

2. Select/Create Customer:

   • Existing customer: Search and select
   • New customer: Create quick profile (name, phone minimum)

3. Add Items:

   • Scan barcode or search product code
   • Enter quantity
   • System auto-populates price
   • Apply any applicable discounts
   • Verify tax calculation

4. Review Invoice:

   • Subtotal
   • Discounts
   • Tax
   • Grand Total

5. Generate Invoice:

   • Click Generate Invoice
   • System assigns invoice number
   • Print invoice (2 copies)

Collect Payment:

6. Request Payment:

   • Clearly state total amount: “$___”
   • Accept payment method:
     • Cash
     • Credit/Debit Card
     • Bank Transfer (show QR or account details)
     • E-wallet (if supported)

7. Process Payment:

   Cash Payment:

   • Count cash with customer present
   • Verify denominations
   • Give change if needed
   • Place cash in register immediately
   • Mark invoice “PAID - CASH”

   Card Payment:

   • Process through POS terminal
   • Customer enters PIN
   • Wait for approval
   • Print card receipt
   • Customer signs if required
   • Attach card slip to invoice
   • Mark invoice “PAID - CARD”

   Bank Transfer:

   • Show QR code or account details
   • Customer transfers immediately
   • Verify transfer confirmation on customer’s phone
   • Take photo of transfer confirmation
   • Mark invoice “PAID - TRANSFER”
   • Note: Funds may take time to reflect in account

8. Issue Receipt:

   • Stamp or mark invoice “PAID”
   • Customer signs invoice copy
   • Give customer their copy
   • Keep office copy

9. Record Payment in System:

   • Click Record Payment on invoice
   • Enter payment method and amount
   • Attach payment proof (card slip photo, transfer confirmation)
   • Mark as PAID
   • Invoice status: “Paid and Ready for Pickup”

Step 3: Stock Picking and Verification

Responsible: Sales Counter Staff or Warehouse Helper

1. Print Picking List (if not already printed):

   • Can use invoice as picking list
   • Shows items, quantities, and serial numbers

2. Pick Items:

   • Locate items in warehouse/showroom
   • For serialized items: Pick specific serial numbers
   • Verify item condition
   • Check all accessories included

3. Record Serial Numbers:

   • Note serial numbers on invoice
   • Enter serial numbers in system:
     • Open invoice
     • Enter serial numbers for each item
     • System marks serial numbers as sold

4. Quality Check:

   • Inspect items for damage
   • Test functionality (if possible)
   • Ensure packaging intact
   • Verify warranty cards included

5. Prepare for Handover:

   • Pack items if needed
   • Add protective packaging
   • Include all accessories
   • Add warranty cards and manuals
   • Prepare shopping bag/box

Step 4: Handover to Customer

Responsible: Sales Counter Staff

1. Present Items to Customer:

   • Show each item
   • Verify with invoice
   • Confirm serial numbers (read out)
   • Customer inspects items

2. Customer Acceptance:

   • Customer confirms:
     • Correct products
     • Quantities correct
     • Condition acceptable
     • All accessories present
   • Customer signs invoice/delivery note

3. Provide Documentation:

   • Customer receives:
     • Paid invoice (customer copy)
     • Warranty cards
     • Product manuals
     • Payment receipt
     • Company contact information

4. Explain Warranty and Returns:

   • Warranty period and terms
   • Return/exchange policy
   • Service contact information
   • Keep receipt for warranty claims

5. Thank Customer:

   • Professional farewell
   • Invite return visits
   • Provide company contact for questions

Step 5: End-of-Day Cash Reconciliation

Responsible: Sales Counter Staff & Admin

Cash Register Reconciliation:

1. Count Cash Register:

   • At end of shift or end of day
   • Count all cash in register:
     • Sort by denomination
     • Count each denomination
     • Calculate total

2. Generate Sales Summary Report:

   • From BigLedger system
   • Daily Cash Sales Report
   • Lists all cash transactions:
     • Invoice numbers
     • Amounts
     • Payment methods
   • Calculate totals by payment method:
     • Total Cash: $_____
     • Total Card: $_____
     • Total Transfer: $_____
     • Grand Total Sales: $_____

3. Reconcile Cash:

   • Expected Cash = Opening Float + Cash Sales - Cash Withdrawals
   • Actual Cash = Physical count
   • Difference = Actual - Expected
   • If difference:
     • Recount carefully
     • Check for unrecorded sales
     • Check for incorrect change given
     • Investigate discrepancy
     • Document variance

4. Prepare Bank Deposit:

   • Remove excess cash (keep float amount)
   • Prepare bank deposit slip
   • List total amount
   • Place in bank deposit bag
   • Secure properly

5. Verify Card Sales:

   • Total card sales in system
   • Match with card terminal batch report
   • Print card terminal settlement report
   • Verify amounts match
   • File card receipts

6. Verify Bank Transfers:

   • List all transfer payments received
   • Check bank account online
   • Match transfers with invoices
   • Flag any transfers not yet received
   • Follow up on pending transfers

7. Complete Reconciliation Form:

   • Date
   • Staff member name
   • Opening float: $_____
   • Cash sales: $_____
   • Cash count: $_____
   • Over/Short: $_____
   • Card sales: $_____
   • Transfer sales: $_____
   • Grand total: $_____
   • Staff signature
   • Supervisor verification signature

8. Handover to Accounts:

   • Cash deposit bag
   • Card receipts batch
   • Transfer confirmation printouts
   • Daily sales summary report
   • Reconciliation form
   • Any variance explanations

Best Practices for Cash Sales

Customer Service:

• Speed: Process transactions quickly but accurately
• Friendliness: Professional and courteous service
• Accuracy: Double-check items and amounts
• Information: Explain products, warranties, and policies clearly

Cash Handling:

• Immediate Registration: Enter sales immediately in system
• Secure Cash: Place cash in register drawer immediately after counting
• Count Openly: Count cash with customer present to avoid disputes
• Check Large Bills: Verify authenticity of large denominations
• Limited Float: Keep only necessary float in register, deposit excess regularly
• Two-Person Count: Large cash counts should have witness

Inventory Control:

• Real-Time Updates: System should update inventory immediately
• Serial Number Accuracy: Record serial numbers correctly for warranty
• Stock Verification: Regularly verify system vs physical stock
• Loss Prevention: Monitor high-value items carefully

Documentation:

• Print Everything: Always print invoice even for small sales
• Customer Copy: Customer must receive paid invoice
• File Copies: Organize and file office copies daily
• Digital Backup: Ensure system has all transaction records

Common Issues and Solutions

Issue 1: Customer Wants to Return Later

Scenario: Customer paid but wants to collect items later.

Solution:

• Mark invoice “Paid - Awaiting Pickup”
• Set aside items with customer name and invoice number
• Set pickup reminder (call customer after 2-3 days if not collected)
• Maximum holding period: 7-14 days (your policy)
• After holding period: Contact customer, process refund if not collected

Issue 2: Card Payment Declined

Scenario: Customer’s card declined but wants to purchase.

Solution:

• Try different card if customer has alternative
• Suggest ATM withdrawal nearby
• Accept bank transfer (verify on phone)
• Can hold items for 1 hour while customer arranges payment
• Don’t release items until payment confirmed

Issue 3: Stock Shortage Discovered After Payment

Scenario: Payment collected but stock not available when picking.

Solution:

• Apologize sincerely to customer
• Check alternative locations/branches
• Options for customer:
  • Refund immediately
  • Wait for restock (give specific date)
  • Accept alternative product
  • Partial refund and take available items
• Process refund immediately if customer chooses that option
• Give compensation (discount voucher) for inconvenience

Issue 4: Cash Register Short

Scenario: Cash count less than expected.

Investigation:

• Recount carefully (may have miscount)
• Check for unscanned items (theft)
• Review CCTV if available
• Check all transaction receipts
• Verify change given was correct
• Document variance with explanation
• Staff may be responsible for shortage (depending on policy)

Issue 5: Customer Disputes Price

Scenario: Customer claims different price was displayed.

Solution:

• Check price tag on item
• Verify system pricing
• Check for any promotional pricing active
• If customer is right: Honor displayed price (legal requirement in many places)
• If system is right: Explain politely, show evidence
• Escalate to manager if needed
• Customer can choose to proceed or not purchase

Cash Sales vs. Standard Sales

Success Metrics

Operational Efficiency:

• Average transaction time: Target < 10 minutes
• Customer wait time: Target < 5 minutes
• Daily reconciliation completion: Target 100%

Accuracy:

• Cash variance rate: Target < 0.1%
• Pricing errors: Target < 0.5%
• Stock discrepancies: Target < 1%

Customer Satisfaction:

• Repeat customer rate: Target > 30%
• Customer complaints: Target < 1%
• Fast service perception: Target > 90% satisfaction

Related Workflows

• Standard Sales Workflow - For scheduled deliveries
• Returns & Exchanges - Handling cash sale returns
• Sales Payment Collection - Payment processing details

Cash sales are the backbone of retail operations. Fast, accurate, and friendly service combined with proper cash controls creates successful retail operations.