Daily cash closing for a fashion chain with five outlets.
How a fashion retailer in the Klang Valley stopped adding up photos of closing sheets at midnight, and started seeing every outlet’s cash before bed.
Daily closing · Thu 8 Oct
All outlets5| Outlet | Sales | Cash | Counted | Status |
|---|---|---|---|---|
| Sentul | 14,880 | 3,120 | 3,120 | Dellie · 10:02 pm |
| Selayang | 11,240 | 2,610 | 2,610 | Florina · 10:05 pm |
| Melawati | 9,930 | 2,280 | 2,245 | Short RM 35 |
| Gombak | 7,410 | 1,940 | 1,940 | Jacinta · 10:11 pm |
| Rawang | 4,800 | 1,470 | 1,470 | Jainal · 10:14 pm |
| All outlets | 48,260 | 11,420 | 11,385 | Summary sent to owner |
Melawati, Thursday
- Closed by
- VJVerawati
- Float kept
- RM 200, not counted
Close Melawati
Sales today RM 9,930 · Verawati
On screen: Every outlet’s cash counted and checked tonight.A real project. The business isn’t named, and names and figures on the screens are changed.
- Business
- Women’s fashion retailer, Klang Valley
- Team
- About 35 staff
- Outlets
- 5 mall outlets
- Works with
- Their POS, SQL Account, WhatsApp
- First version
- 4–5 weeks
- Project size
- Business system, from RM 15k
How closing worked before.
Five tills, five paper sheets, and five photos in a WhatsApp group at half past ten.
At closing, each outlet wrote its cash on a paper sheet and sent a photo to a WhatsApp group.
The owner added up five photos at midnight, and checked them against the POS reports the next morning.
When the cash was short, nobody knew until days later, and by then the reason was forgotten.
Four screens, from the till to the bank.
The POS stayed. The paper sheet, the WhatsApp photos and the midnight sums went.
Each outlet counts its cash on the shop phone.
Staff count note by note, any gap with the POS shows at once, and they add a note and photo.
Short RM 35
Counted RM 2,245 · POS expects RM 2,280
HQ watches the outlets close, and checks only the one that’s off.
Each closing appears next to the outlet’s POS sales, and any outlet that’s off is flagged with its note.
Tonight · Thu 8 Oct
Closing nowNeeds a look1| Outlet | Sales | Cash | Counted | Status |
|---|---|---|---|---|
| Sentul | 14,880 | 3,120 | 3,120 | Closed 10:02 pm |
| Selayang | 11,240 | 2,610 | 2,610 | Closed 10:05 pm |
| Melawati | 9,930 | 2,280 | 2,245 | Short RM 35 · note added |
| Gombak | 7,410 | 1,940 | – | Jacinta is counting |
| Rawang | 4,800 | 1,470 | – | Not started yet |
The owner sees tonight’s numbers before bed.
When the last outlet closes, one summary shows sales by outlet, cash counted and anything to check tomorrow.
Tonight’s closing
All 5 outlets closed by 10:14 pm
Bank-ins and card payments matched the next day.
Accounts uploads the bank statement, the system matches cash, card and e-wallet to each closing, then posts to SQL Account.
Cash and bank · Thu 8 Oct
| Outlet | Cash | Banked | Card + e-wallet | Settled | Status |
|---|---|---|---|---|---|
| Sentul | 3,120 | 3,120 | 11,760 | 11,760 | Matched |
| Selayang | 2,610 | 2,610 | 8,630 | 8,630 | Matched |
| Melawati | 2,245 | 2,245 | 7,650 | 7,650 | Matched |
| Gombak | 1,940 | 1,940 | 5,470 | 4,230 | E-wallet RM 1,240 due |
| Rawang | 1,470 | – | 3,330 | 3,330 | Cash not banked |
Each part is a feature with its own fixed price, agreed before we start. See how this project was priced or get a fixed quote for yours →
From the till to the owner’s phone.
Outlet staff count at 10 pm, HQ checks the one that’s off, and accounts matches the bank the next day.
- Outlet staff
Count the drawer on the shop phone at closing, in a few minutes.
- BJArea manager · Bernard
Hears about a difference the same night, with the note and the photo.
- EVHQ admin · Elvina
Checks only the outlet that is off, not all five.
- APAccounts · Aparna
Matches bank-ins in minutes, and stopped retyping daily sales.
- GLOwner · Geok Lian
Sees every outlet’s sales and cash on the phone before bed.
- No more adding up photos at midnight.
- A shortfall is explained the same night, not next week.
- Bank-ins and card payments checked every day, not at month-end.
Closing first, then the bank.
In two phases, so every outlet was closing on the phone within the first five weeks.
Every outlet closed on a phone
Matched to the bank, posted to accounts
Want every outlet to close like this?
Questions about this system.
What did this project cost?
Business system, from RM 15k. Every feature had a fixed price, agreed before work started, and the first 3 months of hosting and care were included.
Does it replace our POS?
No. Your POS keeps ringing up sales. The system reads each outlet’s daily totals from it, so staff only count the cash.
What if our POS can’t share its data?
Then staff key in the totals from the POS end-of-day report, on the same screen. We check what your POS can do before we quote.
Does it work with SQL Account or AutoCount?
Yes. Each day’s sales, by outlet and payment type, go into SQL Account, AutoCount or Xero, so nobody retypes them.
Can we start with closing only?
Yes. Closing on the shop phone, checked against the POS, is a focused project from RM 5k. The owner’s summary and bank matching can follow.
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