> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.

# POS Opening and Closing

> How to open and close the daily POS shift at the Bizaxl Toy Store - declaring opening cash, counting the till at day end, and handling cash discrepancies.

Every business day at the toy store begins with a POS Opening Entry and ends with a POS Closing Entry. These two records create a clear, auditable boundary around each shift. The opening entry declares how much cash was placed in the till before billing started. The closing entry counts what is there at the end - and the system tells you whether the two figures match.

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-toystore-pos-shift-overview.png" alt="Diagram showing POS shift cycle: Opening Entry → Billing → Closing Entry" />
</Frame>

***

## Who Uses This Feature

| Role                        | What They Do                                                                           |
| --------------------------- | -------------------------------------------------------------------------------------- |
| **Cashier / Billing Staff** | Creates the Opening Entry at the start of shift, creates the Closing Entry at the end  |
| **Store Manager**           | Reviews closing entries where a cash difference is flagged, investigates discrepancies |

***

## Before You Start

* The **POS Profile: Bizaxl Toy store** must be configured and assigned to your user.
* You must have physical cash ready to count for the Opening Entry.
* No previous shift should be left open. If a shift was not closed properly, resolve it before starting a new one.

***

## Creating a POS Opening Entry

Do this at the start of every shift, before you bill your first customer.

1. Go to the **POS Workspace** from the left sidebar.
2. Click **POS Opening Entry**, then click **New**.
3. In the **POS Profile** field, select **Bizaxl Toy store**.
4. The **Opening Date and Time** is filled automatically.
5. In the **Opening Balance** section, enter the cash amount you have placed in the till. This is usually the float - a set amount of notes and coins kept in the drawer for making change.
6. Click **Submit**.

The system activates your session. You can now open the POS billing screen and start creating invoices.

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-toystore-pos-opening-entry-form.png" alt="POS Opening Entry form showing POS Profile selection and opening cash balance field" />
</Frame>

### Field Guide: POS Opening Entry

| Field                      | Description                                                |
| -------------------------- | ---------------------------------------------------------- |
| **POS Profile**            | The counter being opened (Bizaxl Toy store)                |
| **Opening Date and Time**  | Auto-filled to the current moment                          |
| **Opening Balance (Cash)** | The physical cash placed in the till before the first sale |
| **Period Start Date**      | The date this session covers                               |

***

## Creating a POS Closing Entry

Do this at the end of the day after your last customer has been billed.

1. From inside the POS screen, click the **Close** button at the top right. The system generates a Closing Entry form. Alternatively, go to **POS Workspace** and click **POS Closing Entry**, then **New**.
2. The system automatically fills:
   * Total sales for the session
   * Expected amount per payment mode (cash, card, UPI)
3. **Count the physical cash in the till.** Enter the actual counted cash amount in the **Closing Balance** field.
4. For card and UPI, the system compares expected totals against the payment mode totals from all invoices during the session.
5. If the actual cash differs from the expected cash, the custom **"has difference"** field is flagged automatically.
6. Click **Submit**.

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-toystore-pos-closing-entry-form.png" alt="POS Closing Entry form showing expected totals, closing cash amount, and difference flag" />
</Frame>

### Field Guide: POS Closing Entry

| Field                            | Description                                                                  |
| -------------------------------- | ---------------------------------------------------------------------------- |
| **POS Profile**                  | The counter being closed                                                     |
| **Period Start Date / End Date** | The shift period covered by this closing entry                               |
| **Opening Cash**                 | The amount declared when the shift was opened                                |
| **Expected Cash**                | The cash sales total - what should be in the till                            |
| **Closing Cash (actual)**        | The physical cash counted by the cashier                                     |
| **Difference**                   | Expected minus actual (shown if there is a gap)                              |
| **Has Difference**               | Custom field - automatically checked if closing cash does not match expected |
| **Total Card Sales**             | Sum of all card payments during the shift                                    |
| **Total UPI Sales**              | Sum of all UPI payments during the shift                                     |
| **Total Sales**                  | Grand total across all payment modes                                         |

***

## Workflow Journey

```
Start of Day: Cashier counts float → Creates POS Opening Entry → Submits
    → Billing runs throughout the day (POS Invoices)
End of Day: Cashier counts cash in till → Creates POS Closing Entry
    → Enters actual cash → Submits → Manager reviews if "has difference" is flagged
```

***

## Reports and Monitoring

| Report / Card                        | What It Shows                                          | Where to Find It    |
| ------------------------------------ | ------------------------------------------------------ | ------------------- |
| **Today Sales**                      | Total billed during today's shift                      | Home Workspace      |
| **Daily UPI vs Cash vs Card Trends** | Payment mode breakdown for the shift                   | POS Workspace Chart |
| **POS Closing Entry List**           | All closing entries with "has difference" flag visible | POS Workspace       |

**Tip:** Filter the POS Closing Entry list by "Has Difference = Yes" to quickly find all days where the till count did not match the expected amount. Review these with your cashier weekly.

***

## Notifications and Alerts

| Alert                            | Trigger                                            | Who Is Notified       | What to Do                                                             |
| -------------------------------- | -------------------------------------------------- | --------------------- | ---------------------------------------------------------------------- |
| **POS Closing Difference Alert** | A POS Closing Entry is submitted with a difference | Store Manager (email) | Investigate the specific invoices for that session to identify the gap |

***

## Automatic Actions

When a POS Closing Entry is submitted:

* The system locks the session - no further invoices can be added to it
* The "has difference" field is set to Yes or No based on whether closing cash matches expected
* The session data is included in the payment mode trend charts (UPI vs Cash vs Card)
* Daily sales totals are frozen for that date

***

## Best Practices

* **Count the opening float carefully.** If you enter the wrong opening balance, the closing entry will show a false discrepancy. Take 30 seconds to count and verify before submitting the opening entry.
* **Close the shift before leaving.** Never leave a shift open overnight. An unclosed shift prevents the next cashier from opening a clean session.
* **Investigate differences the same day.** A difference of even a small amount should be traced immediately while the cashier remembers the day's transactions. Waiting until the next morning makes it much harder.
* **Keep the opening float consistent.** If the store keeps a standard float of a fixed amount each morning, declare that exact amount every time. Inconsistent opening balances make trend analysis harder.
* **Do not cancel and re-create a closing entry to avoid a difference.** The difference is real data. Hiding it by deleting and recreating the entry means you are hiding a problem, not solving it.

***

## Troubleshooting

**I cannot create a new Opening Entry because one is already open.**
Go to the POS Opening Entry list and check if there is an open session from a previous shift. If someone forgot to close it, create the Closing Entry for that session first, then open a new one.

**The closing entry shows a large difference I cannot explain.**
Go to the POS Invoice list for that session date. Filter by Cash payment mode and review each transaction. Check if any invoice was recorded as Cash but the customer actually paid by card or UPI.

**I accidentally entered the wrong closing cash amount.**
If the entry has not been submitted, correct the amount. If it has already been submitted, do not delete it. Create a note of the actual amount in the remarks field and inform your manager. Journal entries can be used to correct accounting entries where needed.

**The system is not generating a Closing Entry when I click Close in the POS screen.**
Check that your user role has permission to create POS Closing Entry records. Contact your system administrator if the button does not work.

***

## Related Features

* [Point of Sale](/retail/toy-store/point-of-sale)
* [Reports and Analytics Overview](/retail/toy-store/reports-overview)
* [Accounting](/retail/toy-store/accounting)