POS Closing Entry
Overview
POS Closing Entry – Business Overview
POS Closing Entry is a business control document used to formally close a Point of Sale (POS) session at the end of a working shift or business day. It ensures that all sales, payments, and cash movements recorded through the POS are reviewed, summarized, and confirmed before the next session begins. This helps businesses maintain financial accuracy, accountability, and smooth daily operations.
Purpose in Business Operations
The POS Closing Entry serves as the official end-of-day reconciliation for POS activities. It allows the business to:
- Confirm total sales made during a POS shift
- Verify cash and non-cash payments collected (cash, card, digital wallets, etc.)
- Identify differences between expected and actual cash
- Create a clear audit trail for daily POS transactions
- Ensure accountability for staff handling cash and sales
By using POS Closing Entry, businesses reduce the risk of cash leakage, errors, and disputes.
Prerequisites and Setup Requirements
Before using POS Closing Entry, the following business setup should be in place:
- A POS operation must be active and used for sales
- Payment modes (cash, card, online, etc.) should be clearly defined
- POS users or cashiers should be assigned to shifts or sales periods
- Daily POS sales must be recorded consistently
These prerequisites ensure that the POS Closing Entry reflects complete and accurate data.
Typical Workflow and Business Process Fit
A typical business workflow involving POS Closing Entry looks like this:
POS Sales During the Day
Sales are made through the POS system using various payment methods.End of Shift or End of Day
The cashier or supervisor initiates the POS Closing Entry.Review of Sales and Payments
The system summarizes total sales and payments collected during the session.Cash Count and Verification
Physical cash is counted and compared with expected cash amounts.Confirmation and Submission
The POS Closing Entry is finalized, officially closing the POS session.Handover or Next Day Start
The next shift or business day begins with a clean and verified POS balance.
This process creates a structured handover between shifts and ensures financial clarity.
Key Business Scenarios Where It Is Essential
POS Closing Entry is especially important in:
- Retail stores with daily cash sales
- Restaurants and cafés with multiple cashier shifts
- Pharmacies and convenience stores handling high transaction volumes
- Businesses with multiple payment modes and staff rotation
- Any operation where cash handling accountability is critical
In these scenarios, POS Closing Entry protects the business from revenue loss and operational confusion.
Important Considerations for Users
- Always complete POS Closing Entry at the end of each shift or day
- Ensure cash is counted carefully before confirming amounts
- Investigate and document any differences immediately
- Do not leave POS sessions open across multiple days
- Use POS Closing Entry as a control tool, not just a formality
Consistent and disciplined use of POS Closing Entry strengthens financial control, builds trust, and supports accurate reporting.
In summary, POS Closing Entry is a vital business document that closes the loop on daily POS activities, ensuring that sales and collections are properly verified, recorded, and ready for the next business cycle.
Basic Information
- Module: Accounts
- Document Type: Other
Fields
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| periodstartdate | Period Start Date | Datetime | ✓ | - | Start datetime of POS sales period being closed in Dafater |
| periodenddate | Period End Date | Datetime | ✓ | - | End datetime of POS sales period being closed in Dafater |
| posting_date | Posting Date | Date | ✓ | - | Accounting date when POS closing entry is posted in Dafater |
| posting_time | Posting Time | Time | ✓ | - | Time when POS closing entry is recorded in Dafater |
| posopeningentry | POS Opening Entry | Link | ✓ | POS Opening Entry | Linked POS opening entry initiating this sales session |
| status | Status | Select | Draft, Submitted, Queued, Failed, Cancelled | Current processing status of the POS closing entry | |
| company | Company | Link | ✓ | Company | Company under which POS transactions are recorded in Dafater |
| pos_profile | POS Profile | Link | ✓ | POS Profile | POS configuration profile used during the sales session |
| user | Cashier | Link | ✓ | User | Cashier responsible for POS transactions during the period |
| pos_transactions | POS Transactions | Table | POS Invoice Reference | List of POS invoices included in this closing entry | |
| paymentreconciliationdetails | paymentreconciliationdetails | HTML | - | Summary view of payment reconciliation for cashier review | |
| payment_reconciliation | Payment Reconciliation | Table | POS Closing Entry Detail | Detailed reconciliation of collected payments by mode | |
| grand_total | Grand Total | Currency | - | Total sales amount including taxes and charges | |
| net_total | Net Total | Currency | - | Total sales amount excluding taxes and additional charges | |
| total_quantity | Total Quantity | Float | - | Total quantity of items sold during the period | |
| taxes | Taxes | Table | POS Closing Entry Taxes | Breakdown of taxes applied on POS transactions | |
| error_message | Error | Small Text | - | System error details if POS closing processing fails | |
| amended_from | Amended From | Link | POS Closing Entry | Reference to original POS closing entry being amended |
Child Tables
POS Transactions (POS Invoice Reference)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| pos_invoice | POS Invoice | Link | ✓ | Sales Invoice | Linked POS sales invoice reference in Dafater |
| posting_date | Date | Date | ✓ | - | Transaction posting date for the POS invoice |
| customer | Customer | Link | ✓ | Customer | Customer associated with the POS invoice transaction |
| grand_total | Amount | Currency | ✓ | - | Total payable amount of the POS invoice |
| is_return | Is Return | Check | - | Indicates whether the POS invoice is a return | |
| return_against | Return Against | Link | Sales Invoice | Original POS invoice against which this return is issued |
Payment Reconciliation (POS Closing Entry Detail)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| modeofpayment | Mode of Payment | Link | ✓ | Mode of Payment | Payment method used for POS transactions in Dafater. |
| opening_amount | Opening Amount | Currency | ✓ | company:company_currency | Cash or balance available at POS opening in Dafater. |
| expected_amount | Expected Amount | Currency | company:company_currency | System-calculated amount expected at closing based on sales in Dafater. | |
| closing_amount | Closing Amount | Currency | ✓ | company:company_currency | Actual cash or balance counted at POS closing in Dafater. |
| difference | Difference | Currency | company:company_currency | Variance between expected and closing amounts for reconciliation in Dafater. |
Taxes (POS Closing Entry Taxes)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| account_head | Account Head | Link | Account | Tax account recorded in Dafater for POS closing. | |
| rate | Tax Rate | Percent | - | Applicable tax percentage used in Dafater POS closing. | |
| amount | Amount | Currency | - | Calculated tax amount posted in Dafater during POS closing. |
Permissions
| Role | Read | Write | Create | Delete | Submit | Cancel |
|---|---|---|---|---|---|---|
| Sales Manager | ✓ | ✓ | ✓ | ✓ | ✓ | |
| Administrator | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| System Manager | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
Related DocTypes
| DocType | Relationship | Module |
|---|---|---|
| POS Invoice Merge Log | Linked from | Accounts |
| Company | Links to | Setup |
| POS Closing Entry | Links to | Accounts |
| POS Opening Entry | Links to | Accounts |
| POS Profile | Links to | Accounts |
| User | Links to | Core |