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 there are any orders that have not been paid when you close the cash register, you will be alerted of them.

The sales overview lets you find the following items in open orders (these items are 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. When you click Issue order on the main screen, the settlement dialog appears. At the moment when goods are charged they are immediately stocked out, the open order is recorded and a new cash document is created.

The settlement dialog lets you choose the payment method, with default settings Cash and Debit/credit card available (unless you select the payment method, cash will automatically be the default). Clicking PAID settles the order. 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. The sales overview shows these transactions in Cashless transactions (Debit/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 UNPAID. 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. Open orders can be filtered in History and subsequently settled. 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

You can cancel the order in History by clicking on the selected order and choosing the option Cancel this order. 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 value of 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

Use Cash in/out 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. Sales overview puts cash coming into the register under Cash in, while cash leaving the register is found under Cash out.

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Opening and closing the cash register

Before a product can be sold, the cash register has to be opened. 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 has to 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. Preset user privileges determine whether 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 quantity sold and rounded again:  

Price excluding VAT + VAT rate ≐ Price including VAT x amount sold Final price *

 

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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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