Counter sales

Counter activity can become difficult to explain when a receipt is separated from the customer order. A counter sale records the outlet, charge date and amount against that order. Finance Officer prepares the authorized financial entry, and Operations Reviewer can inspect its source evidence alongside the order’s other charges and receipts.

Draft, Posted and Voided carry different meanings in the daily review. Staff should be able to tell which entries are still being prepared, which charges were posted and which were withdrawn. Keep those groups visible when answering a customer question or comparing the counter’s work with confirmed money.

• Capture against the source. Choose the order before recording the counter charge. Check the outlet name, charge date and amount against the sale evidence so a familiar customer name does not lead to the wrong order.
• Post the authorized charge. Finance Officer follows the permitted Draft to Posted action. The counter-sale workflow validates the actor, linked order and existing source evidence before applying the requested change and refreshing the related detail.
• Keep the correction visible. A posted charge that needs reversal moves to Voided through the permitted action. Read the original and its outcome together when explaining why the posted sales total differs from the day’s drafts.

Agree an outlet naming convention that matches how the bakery reviews its counters. Finance Officer should be able to group charges by the actual outlet without treating spelling variations as different locations. Review who can prepare the entry and who can exercise each lifecycle action.

Use a real sale to decide whether its counter entry and order item describe the same financial obligation. Keep the source explanation available during reconciliation. Adding both amounts without that check can overstate what the customer owes. Also agree how the payment reference will lead Finance Officer back to the receipt evidence before a payment is confirmed.

A customer collects a preordered cake and buys an additional item at the counter. Finance Officer selects the correct order and prepares the outlet charge with the sale date and amount. Before posting it, the team checks whether that additional item has already been entered among the order’s priced items.

If the item is already represented, resolve how the bakery records the shared charge before calculating the obligation. If it is an additional charge, keep the distinction clear in the financial review. Confirm the actual receipt separately. Posting the counter entry does not itself say that the customer’s money has arrived.

Now rehearse a wrong amount discovered after posting. Use the permitted void path and inspect the order detail again. The reviewer should still be able to explain the original charge and why it no longer contributes to the posted-sales total. Include the correction when testing the daily outlet report.

• Draft counter sales — Outlet charges being prepared, with order links and amounts for review.
• Posted counter sales — Posted entries ready for the outlet and order reconciliation.
• Payments awaiting confirmation — Receipts that still need their separate confirmation evidence.

Counter sales and receipts connects the sale with its receipt. Order completion and cleaning uses the reconciled result before closing the customer order.