Point of Sale SubsystemCore Module

Shift Management

1. Overview & Purpose

What is Cashier Shift Management?

Shift Management enforces financial control and cashier drawer accountability. It tracks cash floats, records sales/return totals, computes expected cash, and reconciles variances upon closing.

Menu Location:Point of Sale > Shift Management

2. When to Use Shift Management

Morning Cash Float Drawer Initialization (Rp 500.000)

Cashier starts duty at 08:00 AM, receives a Rp 500.000 physical change float from the store vault, and counts denominations before opening the store doors.

Recommended Action:Open a new Shift session selecting the terminal counter, input exact starting cash float amount, and submit to unlock checkout ringing.

Afternoon Shift Handover with Blind Cash Count

Morning cashier concludes duty at 15:00 PM and hands the cash drawer over to the afternoon shift replacement.

Recommended Action:Perform blind physical cash counting; cashier enters counted money without seeing expected totals, preventing artificial balancing and ensuring honest drawer reporting.

Cash Over/Short Discrepancy Auditing & Variance Tolerance

Closing a shift reveals a -Rp 25.000 cash shortage between physical cash counted and expected cash calculated from sales and cash flow entries.

Recommended Action:System flags the non-zero cashDifferenceAmount; if variance exceeds store tolerance (e.g. Rp 10.000), supervisor co-signature is mandated before posting discrepancy expenses.

Non-Cash Settlement Batch Audit (QRIS & EDC Card Slips)

Cashier reconciles physical bank EDC card settlement slips and QRIS transaction records before leaving the register.

Recommended Action:Input counted non-cash batch totals; the system compares electronic payment tenders against recorded sales invoices to ensure zero lost card transaction slips.

Empty Shift Cancellation without Corrupting Cash Ledgers

A cashier opens a shift by mistake on Counter 03 instead of Counter 01, realizing the error before ringing up any customer transactions.

Recommended Action:Authorized supervisor uses "Cancel Shift"; the shift is archived without generating mock accounting vouchers or drawer discrepancy records.

Store Night Audit & Multi-Counter Shift Consolidation

Store general manager reviews all 5 counter shifts at midnight to ensure all registers are CLOSED before running end-of-day revenue postings.

Recommended Action:Inspect the Shift Management table status badges; any unclosed shifts are flagged with automated alerts preventing overnight drawer lockouts.

3. Data Dictionary & Fields

Schema structure for the pos_shifts table:

Field / Column	Input Type	Requirement	Description & Operational Guide
shiftNumber	STRING(100)	Required	Auto-generated shift code (e.g. SFT-20260521-001) uniquely tracking the session.
branchId	BIGINT (FK)	Required	Branch governing the shift operations.
posCounterId	BIGINT (FK)	Required	Counter workstation terminal assigned to this shift.
cashierUserId	BIGINT (FK)	Required	User ID of the cashier responsible for drawer accountability.
status	ENUM(OPEN, CLOSED, CANCELLED)	Required	Current lifecycle state of the shift.
openingCashAmount	DECIMAL(18,4)	Required	Starting cash float placed into drawer at session initialization.
expectedCashAmount	DECIMAL(18,4)	Required	Expected cash: Opening Cash + Cash Sales - Cash Returns + Cash In - Cash Out.
actualCashAmount	DECIMAL(18,4)	Required	Physical counted cash submitted by cashier at shift close.
cashDifferenceAmount	DECIMAL(18,4)	Required	Variance between actual and expected cash (surplus or shortage).

4. Interface Preview

Shift management console showing active sessions, opening cash float, cash differences, and closing dialogues.

inventories-web

Menu Location:Route: /admin/point-of-sale/shift-management

Screen Preview: POS Shift Management Interface

Visual interface illustration and control layout for menu Route: /admin/point-of-sale/shift-management

1Shift Number & Cashier2Opening vs Expected Cash3Blind Closing Form4Discrepancy Audit Card

Shift monitoring interface tracking active counter lanes, cashier user bindings, opening floats, and variance reconciliations.

5. Opening a Cashier Shift

Initialize Shift Form

Navigate to Point of Sale > Shift Management or click Start Session on Cashier.

Select Branch & Terminal

Pick the operational branch, location, and an active counter workstation.

Declare Opening Cash Float

Input the exact starting drawer money provided for customer change.

Submit Opening Session

Click Open Shift & Start Session to unlock the retail checkout register.

6. Closing & Blind Reconciliation

Trigger Shift Closing

Click Close Shift from the Cashier header or Edit action in Shift table.

Input Actual Amounts

Enter counted Actual Cash and Non-Cash totals from physical count.

Submit & Finalize

Add optional closing notes and confirm. The shift is locked and posted.

7. Shift Cancellation Rules

Irreversible Transaction Binding

A shift cannot be cancelled if any sales transactions or cash flow movements have taken place. It must undergo full blind closing to maintain cash ledger integrity.

Cancel Empty Shift

Shifts with zero completed sales can be cancelled by authorized supervisors.

8. Cross-Module Impact

Target Subsystem	Relational & Transactional Effect
Cashier Terminal	Requires an active OPEN shift before allowing products to be rung up or paid.
Cash Flow Movements	Every cash-in or cash-out dynamically adjusts expectedCashAmount.
Accounting Postings	Closing a shift triggers automated journal entries for cash and discrepancy accounts.

Operational Best Practices

Mandate blind closing so cashiers count physical drawer money before seeing expected totals.
Require supervisory sign-off when cash shortage or surplus exceeds outlet tolerance limits.