The canteen / school-shop module has five screens in the New menu: Point of Sale (the till), Canteen Items (what you sell), Canteen Family Accounts (families that buy on credit), Canteen Sales Reports, and Canteen Ledger Accounts for a finance administrator. The school must have Canteen enabled, and each screen has a separate privilege under Canteen.
Steps — set up items first
- New › Canteen Items → Add item: category (Canteen, Uniform, Books, Stationery, Other), name, sale price, and the campus that sells it — or Every campus (only a user with access to every campus can create those)
- For counted goods (uniforms, books) tick Track stock and enter the opening stock; the till then refuses to sell more than you have. Leave it off for canteen food
- When a delivery arrives, tick the item → Receive stock (reason: the supplier bill number). After a count → Correct stock. Both show in Stock history
Steps — make a sale
- New › Point of Sale, pick the campus (top right; the browser remembers it)
- Tap item tiles, or type/scan an item's code in the search box and press Enter
- Customer: leave blank for a walk-in cash sale, or search a student by name, roll no, SID or family number — the family's balance and limit show
- Cash (enter the amount tendered; change is worked out) or Family credit (needs a student)
- A discount is an amount and always needs a reason
- Complete sale → the server re-checks prices, stock and the family's limit and shows the totals (and, for credit, the family balance before → after) → confirm → the 80 mm receipt opens and prints
Voiding and reprinting
- Tick a sale under Today's sales → Void (reason required) or Reprint. A void never deletes: it records who, when and why, puts tracked stock back, and for a credit sale takes the amount off the family's balance.
- Only today's sales can be voided. An earlier credit sale is corrected with an Adjust on the family account.
- Older receipts: New › Canteen Sales Reports → All receipts, tick one → Reprint.
Family accounts (New › Canteen Family Accounts)
- A family = all students with the same family number; a student with no family number has their own account. An account opens by itself on the first credit sale, or with Open account (to take an advance first).
- Settle records the family's payment (cash or bank, with a reference). Paying more than owed leaves an advance (negative balance) that later credit sales use up.
- Limit & block: blank limit = no limit; 0 = advance payments only; Block credit makes the till take cash only for that family.
- Adjust (write-off or correction) needs a reason and stays pending until a different user approves it on Pending adjustments.
- Statement lists every sale, void, payment and adjustment with the running balance, and prints.
Reports (New › Canteen Sales Reports)
- Daily register: per day and cashier — cash sales, credit sales, discounts, voids, family payments received, and cash in hand (cash sales + cash family payments = what the drawer should hold).
- Item-wise: quantity and amount per item (before discounts; total discount and net shown underneath).
- Voided: who voided what, when and why. All receipts: filter by cashier, payment, status; reprint.
Common confusion
"Only 3 of Shirt 24 left in stock." The item tracks stock and the cart asks for more. Receive stock on Canteen Items (or correct it after a count) and try again.
"This sale would take the family over its credit limit." The message shows the available amount. Take cash, record a payment with Settle, or raise the limit under Limit & block.
"Credit is blocked for this family" / "This family account is closed." Unblock or reopen it under Limit & block, or take cash.
"Only today's sales can be voided at the till." Use Adjust on the family account for an earlier credit sale; an earlier cash refund is not done through the till.
"You raised this adjustment, so someone else has to approve or reject it." Approval always needs a second user.
"The receipt prints with big margins / on A4." In the print dialog choose the 80 mm receipt printer and set margins to None.
"I cannot delete an item." An item that was ever sold or restocked is deactivated instead, so old receipts still show it.
General Ledger: A finance administrator may set and enable the school's account mapping under New › Canteen Items → Canteen ledger accounts. New sales, settlements and approved corrections then post to Finance in the same transaction. This is optional and applies only to activity after activation; older canteen activity is not posted automatically. Activation refuses an existing nonzero family balance until its opening accounting basis is reviewed. Without an enabled mapping, the canteen register is not a complete General Ledger. Not yet available: adding an unpaid canteen balance to the next fee challan or showing the canteen account in the parents app.
The New menu is between General and Core. It appears only when the institute has an enabled new module, and lists only enabled modules. Staff privileges still control access.