Correcting mistakes made at the cash register

When you want to correct a mistake, the first thing you need to do is to check if the mistake happened during a drawer closing that has already been processed or not. If it has been processed, you will not be able to edit the ticket belonging to this drawer closing. On the contrary, if it belongs to a drawer closing that is still open, you will be able to correct the mistake so your accounting is right.

If there are mistakes in a processed drawer closing, it is not a serious problem. You still can correct them on the next drawer closing so that, on a global basis, everything is correct.

The error occurred on a ticket belonging to a drawer closing still not processed

The ticket is open

When you make a mistake on a ticket that is not closed yet, it is very easy to correct it. An “Open” ticket is a ticket that has been paid in full yet. A ticket will be considered as paid even if you add it to the negative balance. As long as the ticket is not completely paid, it will stay “open” or “partly paid” if there were payments received.

Remove a product from the ticket

Removing a product from a ticket

If you added a product on a ticket but wish to remove it, just click on the line where it appears. A new window opens and you just need to click on the “Delete” button to remove it from the ticket.



Remove a discount

Removing a discount

If you have wrongly assigned a discount to a product, you can delete it by clicking on the line corresponding to the discount on the ticket. A new page is displayed. In the “Current discount” box, click on “Delete”. The discount is then removed.

If you have assigned several discounts that you want to delete, start this procedure again as many times as you need it.

Delete a ticket

Deleting a ticket

You can also cancel a ticket completely. To do so, you need to go to the “List of tickets”. Search for the corresponding ticket and click to open it. Then, select “Cancel” to cancel the ticket.

Delete a reservation ticket

Deleting a reservation ticket To cancel this type of ticket, you need to go to the “Reservations” Section. Search for the corresponding reservation, right click on it and select “Delete”. If no payment was made on the ticket, no refund will be generated. You only need to confirm you want to delete the ticket by clicking on the “Confirm” button.

If payments were made, ExtraClub will notify you and you if you want to cancel the ticket as well. The money will be added back to the positive balance of the member. You can use it to pay for another reservation or give a refund to the person. Check “Cancel the ticket and the reservation” and click on “Confirm”.

The ticket is closed

If the ticket is closed, you can cancel it if you have the sufficient rights to do it. You only need to search for the ticket in the list, to click on it and to choose “Cancel”. The ticket will be cancelled even though it will still appear in the list of tickets. This system allows you to keep record of all operations made on ExtraClub.

To cancel a reservation ticket, you need to go to the “Reservations” Section. Then, you need to search for the corresponding reservation, right click on it and choose “Delete”. If the reservation has already been paid, the points (or the money) will be added back to the positive balance of the member(s).

Example : you sold the wrong subscription and would like to change it

You mistakenly sold the wrong subscription to a client. Here is what you can do to cancel this operation.

This summary will explain how to delete a subscription that was completely sold, which means that the ticket for this sale is closed. If you have not entered any payment, the subscription has not been assigned to the member, you need to remove the product from the ticket. Moreover, this procedure can only be done when the ticket belongs to a drawer closing that has not been processed yet.

First of all, you need to delete the ticket. To do so, please go to the list of tickets, search for this specific ticket, open it and select “Cancel”.
If the “Cancel” option is not available, it may mean that you not have sufficient rights to cancel a ticket. In this case, ask your manager.
If the member was granted a specific status or member type when buying the subscription, it will be removed as you cancel the ticket.

Then, you will need to reimburse the client. To do so, you need to start by doing a credit note on the subscription you had sold. You need to create a new ticket, just as if you were doing a regular sale (the ticket must bear the name of the client) but click on the “Credit Note” button. Among all your product, search for the subscription you have sold to your client. Enter the price excluding taxes and confirm. Then, click on “Confirm” below the ticket. Your client's positive balance was automatically credited with the price of the subscription including taxes.

With the money added to your client's positive balance you can :

  1. use it on the purchase of another subscription (if the new subscription is more expensive, use the “multiple payment” option to pay using the positive balance and then to use another means of payment)

The error occurred on a ticket belonging to a drawer closing that has been processed

When the drawer is closed, it is not possible to edit a ticket that belongs to it. Errors can only be corrected over larger periods of time comprising several drawer closings.

You can always correct mistakes but the balance will be reached over two drawer closings at least. The most important thing is that numbers are correct globally even if, as you look closer, there are “mistakes”.

You can compensate with credit notes, refunds or cash transactions.

Money was stolen from my drawer

If money was stolen, you can justify it with a cash transaction. To do so, go to the cash register interface and click on the “cash register” tab. There, you ca, specify the amount that has been stolen using a cash drop and write a comment to explain the situation.

shop/data/drawer_closings/errors.txt · Dernière modification: 2013/06/25 14:55 par agnes