Billing, Cash Handling and Point of Sale (POS)
This is the highest-risk area for cash loss, and the exam tests invoice contents, tender types, cash-drawer discipline, counterfeit detection and day-end reconciliation arithmetic.
POS and the tax invoice
- POS components: monitor, barcode scanner, cash drawer, receipt printer, card and UPI terminal, weighing scale, billing software.
- EAN-13 barcode: country or company prefix, item code, and a final check digit. Scanning prevents keying errors.
- A tax invoice must show seller name, address and GSTIN, invoice number and date, buyer details where registered, HSN or SAC code, description, quantity, taxable value, CGST/SGST or IGST rates and amounts, total, and signature.
- Tender types: cash, card, UPI, wallet, store credit, gift card.
Cash handling rules
- Opening float counted and signed by two people.
- Check every note for security thread, watermark, latent image, micro-lettering and colour-shift numeral. Do not argue with the customer; call the supervisor.
- Pickup cash once the drawer crosses its limit; never hold large sums at the counter.
- Refunds and voids need supervisor authorisation and a reason code.
Worked example
Opening float ₹3,000; cash sales ₹18,450; cash refunds ₹1,200; pickup ₹15,000. Expected closing cash = 3,000 + 18,450 − 1,200 − 15,000 = ₹5,250. If the drawer holds ₹5,000, it is short by ₹250 - record the shortage, do not adjust it silently.
Traps that cost marks
- Adding card and UPI collections into cash sales.
- Writing off shortages as 'miscellaneous'.
- Failing to issue a bill - it is a legal requirement, not a courtesy.
- Accepting a torn or suspect note to avoid an argument.
- Forgetting that GST must be shown separately as CGST/SGST or IGST.