Close the day only when every shortfall has a reason.
The system works out what each payment mode should hold. Staff enter what they counted, and any variance needs a written reason before the day closes.
Built for an owner-run farm supply store.
The screen.
Close the day
Tuesday 30 Sep · counted by Rhea Santos at 18:12
| Mode | Expected | Counted | Variance |
|---|---|---|---|
| Cash38 sales | ₱41,280.00 | ₱41,030.00 | −₱250.00 |
| GCash21 transfers | ₱22,615.50 | ₱22,615.50 | ₱0.00 |
| BPI11 deposits | ₱17,867.00 | ₱17,867.00 | ₱0.00 |
| Cheque4 cheques | ₱4,650.00 | ₱4,650.00 | ₱0.00 |
| Total | ₱86,412.50 | ₱86,162.50 | −₱250.00 |
By hand, and with Keystone OS.
By hand today
At closing, the owner counts the drawer, scrolls through e-wallet notifications on a phone, and checks both against a notebook of sales. Bank deposits and paper checks are on separate slips. The total is short, and nobody remembers which sale it came from.
The shortfall goes in the notebook as a bare number. When the same mistake happens again next month, nothing links the two.
With Keystone OS
Every payment taken at the counter is already sorted by mode, so the screen shows expected against counted for cash, e-wallet, bank and paper checks. The day's money going out, such as a bank run or fuel for a delivery, is listed beside the payments coming in.
Where a mode does not match, the close waits for a reason. Whoever counted writes what happened, for example change given twice on a named receipt, and that note stays with the day. The closed day records who counted and when, and can be printed.
How it runs.
Count each mode
Enter the counted cash, then confirm e-wallet, bank and paper check totals.
Compare
Expected and counted sit side by side, with the variance per mode and in total.
Explain the variance
Write why a mode is short or over. The close button waits until you do.
Close the day
The day locks with its counts, its reason and the name of whoever counted.
Where it stops.
It does not
- Does not count the cash; a person still counts the drawer.
- Does not round a shortfall away; a variance stays on the record until someone explains it.
Start with Land
One workflow automated, live in about a month. Quoted after a scoping call.
You approve a one-page system design before we build, so you see exactly what this screen will do in your business first.
