Session Management

Session Management

Intro on Session Management


Session management allows you to track the cash transactions done by a billing counter person or a cashier. The created session spans till the session is closed. Session management is often referred to as a Day-End process. It is a feature helpful for the store managers who want to watch or manage the cash flow in the billing counters. Each counter may be used by more than one person for billing. The user does the billing, collects the payment in their Cash drawer Tray. When a second user steps in, the  first user needs to hand-over the cash to the second user  & inform to the manager. Thus with this feature, the manager can have a complete track of every penny that enters and leaves a counter and also can take print-outs of session summaries for physical documentation.

Prerequisite to enable Session Management 

  • Click Tools > Business Configuration > Outward. Select "Enable Session Management" and click Save.
 
(OR)
  1. In the Search field, search for "Enable Session Management ".
  2. Select Enable Session Management check box.
  3. Click Save to enable the configuration.

How to create a Session

  • Click Tools > More > Session Management. 
 

 
  • The Session Management screen shows the details of all the previously created sessions.

     
To create a new session, Click +New Session.

 
  1. In the Branch,
    • If its an anywhere user node, select the branch name from the drop down.
    • If its an till user, the branch name shows the current branch name.
  2. In the Amount, enter the opening cash amount. (i.e) Everyday manager or shop owner gave certain amount to the cashier for change given to the customer.
  3. Click Begin Session to start the session. 
 

To do a Cash In/ Cash Out during a session

 
  • Click Tools > More > Session Management.
 

 
  • To open the Cash In/Out pop-up screen, click on the Cash In/ Out as seen in the screen.
 

 
  1. In the Type select,
    • Cash In - select to enter a inward cash amount. (i.e) Extra amount received from the manager or nearby bill counter.
    • Cash Out - select to enter a outward cash amount. (i.e) Amount given to the manager during the session or to the next bill counter.
  2. In the Amount field, enter the cash amount.
  3. In the Reason field, enter the reason for Cash In/ Cash Out.
  4. Click Show History to see the history of Cash In / Out transactions.
  5. Click Save to save the entered details.

Closing a Session

  • Click Tools > More > Session Management.
  •  Click End Session, to end the existing session.

  • In the Amount, enter the closing cash present at the counter.



  • Once the Session is ended, the Session Management details are seen. The screen shows the net Sales amount, transaction history and expected cash in hand.

Note:  A session can only be manually ended. If a user forgets to end the session, the session remains active even if you login and log out of True-POS.  


To view and print the previous session history


Step 1: In the top left corner, you will be able to find the view field, click on the dropdown and select the "User's session history". 
session1


Step 2 : The previous sessions created will be listed. Click on view button against the session which you need to view and print
session2


Step 3 : The transactions details made in the session will be listed. Click on print icon to print the session. Click on close button to close the screen.

 session3

Note:
  • Cash sales represent Sales bill.
  • Cash Refund represents Sales Return bill.
  • Cash In represents the amount collected from the manager or nearby counter during the session.
  • Cash Out represents the amount given to the customer, manager or nearby bill counter during the session.
  • Advance cash represents the advance amount given in the sales order screen, which is paid in "cash" only not "credit".

FAQ


1) While doing cash in/cash out, getting an "Error while posting shortage / excess"?

session4


The reason for the error is "There were no sufficient cash balance to adjust the cash in/out amount".

Solution :
a) You can enter the cash in hand amount via opening balance entry - Refer the help link opening balance Entry 
b) You can enable "Allow negative cash/bank balance" configuration from Finance and accounts -> Tools -> Configurations -> Admin configurations -> Transactions.

2) How to map ledger manually for posting Cash In/cash out amount


Step 1 - By Default, the "Cash In amount" will be posted to ledger "Cash In - InCome". The "Cash out amount" will be posted to ledger "Cash out - Expenses". If needed, You can create ledgers from Finance and Accounts as per below criteria. Refer the help document to map the ledger Click here to learn more 
* Cash In ledger - Create ledger in Finance and Accounts -> "Income" menu with Account type mapped as "Indirect Income"
* Cash out ledger - Create ledger in Finance and Accounts -> "Expenses" menu with Account type mapped as "Indirect Expenses".

Step 2 - Refer the help link Click here to learn more  to make cash in/cash out entry in session management 
cashin

Step 3 - The Cash in/Cash out amount will be reflected in Finance and Accounts -> Reports -> General Ledger report by filtering with the ledger mapped. 
cashin-report

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