How Dotypos calculates?

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How Dotypos calculates?

Read this chapter if you want to understand correctly how Dotypos works and handles data. You will find here important terms and operations and also how they relate to the sales overview and warehouse items.

 

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How Dotypos calculates the purchase price?

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Note: Dotypos does not use FIFO to calculate the purchase price.

 
Open orders

“Open order” is an unsettled order you may be working with where you can add more items anytime. How to create and work with open orders is described in this chapter. When you create an open order, the value of this order does not increase sales nor deduct items in stock from the charged items. The value of open orders can be displayed in the sales overview. If all orders are not closed (settled) at the time of closing the cash register, you will be notified about it.

The sales overview lets you find the following items in open orders (these items are only informative):

Open orders

Total number of currently open orders for the day

Open orders (all)

Total number of currently open orders from preceding shifts or days

Value of open orders

Total value of currently open orders for the day

Open orders (overall)

Total value of currently open orders from preceding shifts or days

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Settling orders

Information about how to issue and settle orders can be found here. As soon as you click on the button Issue order on the main screen you will see the settlement dialog. At the moment when goods are charged they are immediately stocked out, the open order is recorded and a new cash document is created.

In the settlement dialog you can select the payment method; in the initial settings there are available Cash and Credit card (if you do not select the payment method, cash is always selected automatically). By clicking on Paid the order will be settled. The value of the settled order will increase total sales and cash received, which you have physically obtained and will be required when closing the cash register. When payment with a card is chosen, total sales will increase by the value of the settled order. In the sales overview , you can find these transaction in Cashless transactions (Credit card). Cash received will not be affected and debit/credit card payments will not increase cash in the register.

The next option in the settlement dialog is Not Paid. This means the order will remain recorded in sales and goods will be stocked out, but the customer has not yet paid the drawn order (e.g. the customer had no cash on hand and will return later). Such an order does not increase received cash either. Unpaid orders can be filtered in the History and paid subsequently. If the cash register is closed with orders open, you will be alerted that “Cash register has x open orders recorded”. This notice appears every time the cash register is closed until the order is settled, although only up to 3 months. Any older open orders are ignored.

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Order cancellation

The order can be canceled in History by clicking on the selected order and choosing the option Cancel this order 02 via the button 01. When canceling an order there are two possibilities: cancellation without reversing the stock in of sold items or canceling stock in, with the sold items and ingredients returning back to the warehouse.

The cancellation of an already closed order decreases the actual cash balance in the register by the value of the canceled order. In the sales overview , the cancellation will be recorded in Cash out. The canceled order will be deducted from total sales and the cancellation will be recorded in Goods sold (cancellations) and Cash vouchers (cancellations). The cancellation of an open order does not change the amount of cash in the register, it will be recorded in sales the same way as when a closed order is cancelled.

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Cash in/out

The button Cash in/out is for cash entering and leaving the register during the current shift. Cash in/out either increases or decreases the final cash in hand balance when the Z-report is run. In the sales overview you can find the value of cash entering in Cash in; cash expended is in Cash out.

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Opening and closing the cash register

Before any product can be sold you have to open the cash register. When the cash register is opened, the initial cash balance - the amount of money actually available in the cash register - is entered. The shift begins with the opening of the cash register. Sales accumulate the amount recorded in the cash register. At the end of the shift, the cash register must be closed.

After the cash register is closed, the final cash balance is entered in the register. Ideally, the final cash balance should equal the sum of the initial cash balance, cash received from goods sold, cash deposits, and where appropriate any reductions caused by cancellations and cash out when cash leaves the register. Based on the difference between the amount calculated by Dotypos and the amount entered as the final cash balance, the system calculates any shortages or excesses after the cash register is closed. Depending on the set up in the user privileges , the cash register can display this amount even before the cash register is closed. When closing the cash register, you will also be provided information about unsettled and open orders; see the preceding information.

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Final value

How does Dotypos calculate the final value? VAT is added to the product price at the set rate and results are rounded. The result is then multiplied by the amount sold and rounded again:

Price without VAT + VAT rate Price including VAT x quantity sold Final value

 

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To understand the process of how Dotypos counts, we recommend becoming familiar with individual items in the Z-report.

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