Edit Transactions

When a cashier makes an error during the entry of a receipt and does not detect and correct the error prior to the completion of the receipt there are two options available to resolve the error. First, and recommended, is to void the receipt and re-enter it with the correct information. This is the safest and the most easy to audit.

However, there may be times when it is more convenient to simply edit the receipt data to correct minor errors ... for example, entry of the wrong payment method, an error in spelling of the payer name, etc., are good candidates for use of the edit function. The Receipt Edit option allows you to safely correct these sorts of errors. Depending on your security level you can set up the edit to permit you to edit just a few fields or nearly all the entry fields on the receipt.

To use the edit option select The system will display the edit screen: Enter the receipt number you want to edit. This can be entered without leading zeros as shown below. The value left of the dash is the register number, and to the right is the receipt sequence number. Click the GET DATA button to retrieve the data for the receipt. If you enter it with out the leading zeros , it will automatically format it correctly. If the receipt is found it will display the data related to that receipt. Note that in the example below, most of the fields are light green. This means that your security level allows you to edit these fields. After editing any of the green fields, you will need to click on the UPDATE button associated with that data ... the RECEIPT HEADER section, which contains the information about the date and payer name, the RECEIPT DETAILS section, which contains information about the particular line items on the receipt, and finally the RECEIPT PAYMENTS section which contains data about the payments.

Please note that you can not ADD or DELETE line items or payment items via the edit function. You can only EDIT and UPDATE existing lines. Also note that changing the transaction or payment amounts will result in the receipt totals will be updated automatically so the receipt remains in balance. Change due may be calculated and via the EDIT FUNCTION it can 'go negative' (which is not possible with the normal receipt entry process) ... so be very careful when adjusting any of the line item or payment amounts. The navigation buttons permit you do move forward or backward in the receipt line items or payments area. For example, if the receipt has more than one line item associated with it, the left-right buttons will move to the previous or next item. The same applies to the payments area.

If you click on the Left or Right arrow buttons next to the GET DATA button, the program will attempt to retrieve the prior or next receipt. It will simply subtract or add one to the receipt number (right portion) of the value in the RECEIPT# field. It will not change the register number. The screen below shows an example of a user with limited edit rights. The fields shown in light-red color can not be edited by this user. To control which fields can be edited your supervisor will define a list of fields associated with each security level via the EDIT RULES table. Normally users are assigned a security level such as 99, 999, 9999, and 99999. As the level increases their privileges increase. So, for example, if a cashier has a security level of 999, the program will read the edit rules table and permit edit of any fields that are coded to a level of 999 or less. These will be the 'green' fields. Any fields that are above that level will be restricted from being edited.