Overview


Payment Declaration is used to keep track of cash payments, and can help you speed up the settlement process.

 

Aside from Cash, it can also be used for Voucher Declaration. 


The key points that we will be going through in this article are:





Enabling Payment Declaration


Before you can use this feature, you will have to enter the Payment Denominations for the Cash payment type first.


Else, tapping on Declaration in the home screen will only lead to a blank page, like the one below:



To enable Payment declaration,


1. Go to Setting



2. Under the PAYMENT section, tap on Payment Type



3. In the Cash section, scroll down to Payment Denominations and start entering your country's currency denominations



Note: To enable Voucher Declaration, simply enter the Payment Denominations for Voucher payment type instead of Cash.


4. Once you're done, tap on Save & Exit


Malaysia's currency denominations are used here as an example


5. Back at the home screen, go to Declaration 



6. You will now be able to see the Payment Declaration for Cash






Payment Declaration Fields



1. Open Balance (Field) — For entering the amount of cash present at the start of the day


2. Today Sales (Auto) — This value is automatically calculated by the system (based on today's Sales Amount)


3. Today Payment (Manual) — Used to manually enter payments that cannot be done via POS Sales

  • For example, payments for inventory purchases
  • Only users with Admin or Cashier permissions are allowed to input these payments


4. Expected Total — The total amount of cash that should be present (based on Open Balance + Today Sales - Today Payment)


5. Declaration — The amount of cash entered by a cashier before settlement




Opening Balance (at the start of the day)


1. Tap on the pencil icon in the purple rectangle



2. Enter the Open Balance by entering:


(a) the quantity for each denomination; OR

Quantities are highlighted with red boxes
(b) the total cash available in the last row

Total cash is highlighted with a red box


3. Tap on SAVE



4. The Open Balance and Expected Total has been updated





Enter Today Payment (Manual)


1. Tap on the pencil icon in the turquoise rectangle


2. Tap on Add



3. Fill in the details of the payment



(a) Toggle:

  • IN when receiving payment from others
  • OUT when making payment to others


(b) Enter the amount received/paid


(c) Enter a reference number for the payment


The reference number will not be generated automatically and you can choose to omit this field. However, if you would like to easily identify this transaction in online reports (on Zaps Boss), it would be best if you assign a reference number to the payment.


(d) Add a comment to provide more details about the payment


4. Click on SAVE



5. When this pop up appears, tap on



(a) to close the window; OR


(b) to print the transaction using the selected printer.


6. The payment has been added and various Payment Declaration values have been updated





Declaration


1. Tap on the pencil icon in the orange rectangle



2. Enter the Declaration by entering:


(a) the quantity for each denomination; OR

Quantities are highlighted with red boxes
(b) the total cash available in the last row

Total cash is highlighted with a red box


3. Tap on SAVE



4. The Declaration has been updated



Note:

  • For Cashiers without the View Sales Report permission, they will perform blind counts. This means that they will not be able to see the Today Sales (Auto) and Expected Total fields. This is so that a better assessment of the automated system's integrity is carried out.


Today Sales (Auto) and Expected Total will have N/A values if the 

user does not have the View Sales Report permission


  • Once the payment declaration is made, Cashiers without View Sales Report permission will not be able to make any changes to the declaration.

The message that will appear when an unauthorized user tries to edit the Declaration


  • Only Admins or Cashiers with the View Sales Report permission can edit the Declaration.





Print Physical Copy


1. Tap on MORE in the top right corner



2. Select the printer that you would like to print with



3. A copy of the declaration report, similar to the one below, will be printed:







Daily Sales Report


The daily sales report can provide you with deep insights of your sales performance. 


Vital information such as hourly sales, employee performance, order summary and more are all included in the report.


Simply select Report on the home screen to view the report.



In order to access this report, a user must have the View Sales Report permission.


A user (John) without the View Sales Report permission


The page displayed when an unauthorized user tries to view the daily sales report





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