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Best Practices

Follow these operational best practices to maintain inventory accuracy, prevent cashier fraud, and ensure smooth financial reconciliation.

1. Cashier Shift & Drawer Controls

  • Mandatory Opening Float Audits: Require cashiers to count and confirm opening cash floats in the POS General Applet before processing the first sale.
  • Blind End-of-Day Counts: Implement blind cash counting for Z-reports in the Daily Cashier Report Applet where cashiers enter actual drawer counts without seeing expected system totals first.

2. Commercial Credit Control

  • Watch customer credit yourself: BigLedger shows a customer’s credit availability on the Sales Order screen, but it is a read-only figure — there is no hard block that stops an order when the limit is exceeded. Control this with who is permitted to finalise a credit sale, and review the Debtor Report on a schedule.
  • Control discount authority with permissions: quotations have no approval workflow, so keep large-discount authority to the roles that should have it rather than expecting the system to route a quotation for sign-off.

3. Inventory Reconciliation

  • Barcode Scanning at Checkout: Enforce mandatory 2D/barcode scanning at POS registers rather than manual SKU entry to prevent mispicks and stock discrepancies.
  • Daily Negative Stock Audits: Run daily reports to audit and resolve any negative inventory balances caused by improper override sales.