Daily End of Day Process

1. Overview

The Daily End of Day (EOD) process closes and documents the day’s POS activity in PawaPos Backoffice. It is carried out by Backoffice clerks who have access to the End of Day functions, and the resulting report is reviewed by the branch manager every day.

The core process has three phases: Phase 1 – Till Reconciliation, Phase 2 – M-Money EOD (only where automatic M-Pesa is used), and Phase 3 – POS End of Day. Sections 6 and 7 (Reprint End of Day and Undo End of Day) are exception procedures that are only used when needed.

When to run End of Day

• Run EOD every day, after the Zed report has been produced for all tills.
• If EOD cannot be completed on the day, complete the previous day’s EOD first thing the next morning, before starting the new day’s EOD.
• EOD must never be skipped.

IMPORTANT: Every till that generated a Zed report must be reconciled, including tills with zero sales.

2. Before You Start

System access

• Confirm your user account has permission to perform End of Day functions.
• Confirm you can access POS Ledger and Till Reconciliation.
• If corrections may be required, confirm you have permission to access Till Re-input.

Before EOD can start

• Every till has printed its Zed report, including tills that had no sales.
• You have the physical Zed reports for the day. The sales date you are closing is the date shown on these reports.
• You have gathered the supporting documents for reconciliation:
  • Zed reports
  • Visa card slips
  • Till return / item credit notes
  • Loyalty vouchers

Make sure you know the sales date you are closing before you begin. For example, when closing yesterday’s business, use yesterday’s date.

3. Phase 1 – Till Reconciliation

Menu path: Back Office » POS Ledger » Till Reconciliation

Till Reconciliation compares the figures the cashier keyed in during the Zed process against the figures the system calculated from sales:

• Computer Totals – calculated automatically from sales.
• Cashier Input Totals – what the cashier entered during the Zed process on the till.
• Variance – the difference between the two.

1. Open Till Reconciliation. In Back Office, open POS Ledger and select Till Reconciliation.
2. Enter the till code. Enter the two-digit till code, for example 01 or 02. If you do not know the code, type ? and press Enter, or press F11, to search.
3. Enter the cashier code. Enter the two-digit cashier code, for example 02 or 13. The same ? or F11 search works here.
4. Load the reconciliation. Press Enter to display the reconciliation for that Zed report.
5. Review the figures. Check the Payment Type, Computer Totals, Cashier Input Totals and any Variance, using your Zed reports, Visa slips, credit notes and loyalty vouchers.
6. Correct keying errors if necessary. If a figure was entered incorrectly during Zed, go to Till Re-input and correct the affected figures. Permission is required to use Till Re-input.
7. Handle genuine variances. If a variance is not a keying error, follow branch policy on acceptable variance and reporting. Any variance that cannot be explained must be reported to the branch manager.
8. Save. When the reconciliation is correct, click Save.
9. Repeat for every till that generated a Zed report, including tills with zero sales.

Acceptable variance is policy driven. Follow your branch or company policy for the variance threshold and for how shortages and overages are recorded and reported.

WARNING: Do not continue to Phase 3 – POS End of Day while any required Zed report remains unreconciled.

4. Phase 2 – M-Money EOD

Menu path: Back Office » POS Ledger » M-Money EOD

Use this phase only where the shop uses automatic M-Pesa. Automatic M-Pesa is in use when cashiers do not type M-Pesa transaction codes manually and the system captures them automatically. If you are not sure, check with your branch manager.

1. Open M-Money EOD.
2. Enter the sales date you are closing.
3. Click Refresh.
4. Review the screen and click Proceed at the bottom.
5. The system generates an Excel summary of the M-Pesa transactions for the selected date, including transactions received, used and unused, and the gross totals.
6. Export and save the Excel file.

RECOMMENDED FILING: Save the export in a folder named Daily M-Pesa Transactions, using the sales date in the file name where possible. The export is kept for later reconciliation; there are no further action steps on this screen.

IMPORTANT: M-Money EOD cannot be undone. If the M-Money figures look wrong, do not re-run the process – report it to the finance team immediately.

5. Phase 3 – POS End of Day

Menu path: Back Office » POS Ledger » POS End of Day

Prerequisite: complete Phase 1 – Till Reconciliation and, where applicable, Phase 2 – M-Money EOD first.

1. Open POS End of Day.
2. Enter the sales date you are closing.
3. Review the information displayed for the tills, including sales, collections, summaries, Reconciled Date and Reconciled By.
4. If the information is correct, click Proceed at the bottom.
5. The system generates the End of Day PDF report.
6. Save the PDF (see filing below).
7. Email the PDF to the branch manager the same day for daily review. Print a copy if your branch requires one.

If the information is not correct

• Before you click Proceed: do not proceed. Go back to Phase 1 – Till Reconciliation for the affected till(s), use Till Re-input to correct any wrongly keyed figures, Save, then return to POS End of Day and review again. If it is a genuine cash discrepancy rather than a keying error, and it cannot be resolved, escalate to the branch manager before proceeding.
• After you have clicked Proceed: use Undo End of Day (Section 7). This must be authorised by the branch manager.

Filing the End of Day report

• Save to Documents » POS End of Day.
• Name the file EOD_[BranchCode]_[YYYY-MM-DD].pdf using the sales date.
• Keep a copy in the branch EOD folder. Retain in line with company record-retention and tax requirements. Provide to the finance team on request.

What the End of Day report may include

Depending on the modules and configuration used by the shop, the report may include Goods Received Notes (GRNs), stock transactions, shop sales summaries, P/CASH entries, expenses, Purchase Ledger information and other configured sections.

NON-NEGOTIABLE DAILY CONTROLS: End of Day must be completed every day. Every till must have a Zed report and every Zed report must be reconciled, including tills with zero sales.

6. Reprint End of Day (when needed)

Use Reprint End of Day to reproduce a completed End of Day report, for example when a copy is lost or an extra copy is needed. Menu path: Back Office » POS Ledger » Reprint End of Day

1. Open Reprint End of Day.
2. Enter the date of the End of Day report you want to reproduce.
3. Proceed to regenerate the report.
4. Print the report or email it as required.

NOTE: Reprint End of Day does not allow you to edit the completed report. It only reproduces the existing report.

7. Undo End of Day (when needed)

Use Undo End of Day when an End of Day has been completed but a discrepancy or mistake is later identified. Menu path: Back Office » POS Ledger » Undo End of Day

Undo End of Day must be authorised by the branch manager. A Backoffice clerk must not undo an End of Day on their own.

1. With the branch manager’s authorisation, open Undo End of Day and select the affected End of Day date.
2. Undo the completed End of Day.
3. Return to the relevant reconciliation process.
4. Use Till Re-input where necessary to correct incorrectly entered figures.
5. Reconcile all affected Zed reports again and confirm the figures are correct.
6. Return to POS Ledger » POS End of Day and complete Phase 3 again for that date.
7. If the earlier report had already been emailed out, send the corrected report to the branch manager to replace it.

CAUTION: Do not rerun End of Day until all required corrections and reconciliations are complete.

• Undo normally applies only to the most recently completed End of Day.
• If more than one day is affected, undo in reverse date order, newest first.
• Older periods must be handled with the finance team.
• M-Money EOD cannot be undone. If an M-Money issue is involved, report it to the finance team.

8. Daily Completion Checklist

• End of Day permissions confirmed.
• All tills have a Zed report, including zero-sales tills.
• Supporting documents gathered (Zed reports, Visa slips, credit notes, loyalty vouchers).
• Every Zed report reconciled and saved.
• Any keying errors corrected using Till Re-input.
• Any unexplained variances reported to the branch manager per policy.
• M-Money EOD completed and Excel export saved (where automatic M-Pesa is used).
• POS End of Day reviewed and completed for the correct sales date.
• End of Day PDF saved to Documents » POS End of Day and named with the sales date.
• Copy filed in the branch EOD folder.
• PDF emailed to the branch manager the same day.

9. Glossary

• Zed report – the end-of-shift report produced on a till that finalises and totals that till’s transactions for the day.
• Till Re-input – the Backoffice function used to correct figures that were keyed incorrectly during the Zed process. Requires permission.
• Variance – the difference between the system’s Computer Totals and the Cashier Input Totals.
• Automatic M-Pesa – an M-Pesa setup where transaction codes are captured by the system automatically instead of being typed by cashiers.
• GRN (Goods Received Note) – a record confirming stock received into the shop.
• P/CASH – petty cash paid out and recorded at the shop.