It is mandatory to issue to all our customers a sales receipt for any sales transaction you process.

To ensure that frauds are not committed on your behalf, you shall take the following precautions:

• You shall not share with any other employee or external parties your login credentials (your username and password) for the cash register system. You log off from the system when another employee is taking over your shift 
• You shall log off from the system when another employee will temporarily work on your cash register system or when you are proceeding on tea breaks, lunch etc 
• You shall log in with your username and password if you will temporarily work on the cash register system of your colleague 
• Make it a habit to change your password every month. 

You will be held accountable for any frauds committed in the event that you shared your credential and this information was used to commit a fraudulent act.

The Pharmacist Manager shall ensure that all sales counters are fitted with a money detector and that all employees have been trained in the identification original bank notes:

• Each employee is required to verify through the money detectors notes of Rs 500 and above. 
• In the event that the Money Detector does not validate a note, the employee shall politely advise the customer that there is an issue in validating the note and to request for another note. 
• If the note is still not validated, the employee shall politely ask the customer to contact his bank. 
• The sales transaction in this case cannot be accepted. 

It is the responsibility of the dispenser and the pharmacist manager to ensure that the cash management process is adhered to according to below procedures:

Float Management – Keys & Responsibility 

• Each dispenser is allocated a cash box to keep their float. 
• The key will remain at all times with the dispenser who will be solely responsible for maintaining accuracy of the float. 
• The dispenser shall immediately alert the Pharmacist Manager in case of any discrepancy or in case the key is lost. 
• The dispenser is not allowed to give their key to any other employee or third parties except upon instructions from the Pharmacist Manager or the Finance Manager.
• A duplicate key of each cash box shall be sealed in an envelope and will remain in possession of the Pharmacist Manager. In exceptional cases where the duplicate key is needed, the Pharmacist Manager shall open the sealed envelope containing the duplicate key in presence of another dispenser or a staff of the Finance Department. 
• In such circumstances, the Pharmacist Manager and the witnessing staff shall sign a common statement indicating the reason why the duplicate key was needed and the amount of cash contained in the cash box. 
• The Pharmacist Manager shall send a scanned copy of the signed statement immediately to the Finance Manager and the Retail Manager

FLOAT MANAGEMENT – Steps to be followed: 
Before starting the working shift, each employee is responsible to perform the following tasks:

1. Take your cash box from the safe.
2. In case of insufficient change, ask the Pharmacist Manager or the Senior Dispenser who shall be responsible to provide the money change needed from a reserve cash float. 

     Note: The reserve float is a sum of money kept in the safe and is used exclusively in case of insufficient change in the cash float.
               This reserve float shall at all times be under the responsibility of the Pharmacist Manager and the Senior Dispenser.  

At the end of the working shift, each employee is responsible to perform the following tasks:

1. You shall count your float in presence of another employee (Dispenser, Senior Dispenser or Pharmacist Manager) and place the monies in your cash box.
2. Both you and the employee (Dispenser, Senior Dispenser or Pharmacist Manager) shall sign in the Cash Float Logbook and specify the amount counted.
3. You lock your cash box with the keys and place it in the safe 

Banking is the process of counting your cash, credit card and mobile (like Juice) sales proceeds and reconciling it with the sales report. This process is performed at the end of your working shift.

Each dispenser is responsible to prepare their own banking. These are the steps to follow: 

Step 1: Counting your monies and reconciliation

1. Log off from your point of sales software (currently known as pharmbook) 
2. Take all monies from your cash till and bring it in the back office for counting 
3. Segregate your monies by separating cash sales proceeds from the float
4. Count your monies by grouping all similar notes and coins together (E.g.: all hundred rupees note will be bundled together…) 
5. Update your daily cash taking sheet by completing the mode of payment and inscribing the monies received in cash and through, credit card transactions. For mobile payments, these will be updated by you after each transaction.
6. Then you complete the banking slip
7. Verify all the details of the reconciliation and the banking slip in presence of the Senior Dispenser or the Pharmacist Manager. 
8. Both, you and the Senior Dispenser or the Pharmacist Manager will sign the cash taking sheet once verification is completed and is accurate.
9. The Pharmacist Manager or the Senior Dispenser scan the Banking Slip 

Step 2: Banking cash bag 

1. You request the BRINKS CASH BAG from the Senior Dispenser or the Pharmacist Manager 
2. Take all your cash sales proceeds along with the banking slip and seal it in the BRINKS Cash Bag provided 
3. You complete all details that are required on the BRINKS CASH BAG and sign in the space provided 
4. Handover the seal bag to the Senior Dispenser or the Pharmacist Manager who shall have the responsibility to insert the serial number of the BRINKS CASH BAG and the amount inserted and name of the dispenser who reconciled the banking in a BANKING LOG BOOK. The logbook is signed by both parties (Senior Dispenser or the Pharmacist Manager and the Dispenser) 

Step 3: Reconciliation with sales report 

1. The Senior Dispenser or the Pharmacist Manager will retrieve from the sales system the sales report of the concerned Dispenser. 
2. The Senior Dispenser or the Pharmacist Manager fills in the Cash Taking Sheet, the amount shown on the sales report according to the different mode of payments.
3. In case of discrepancies, the Senior Dispenser or the Pharmacist Manager will immediately query with the concerned Dispenser. 
4. If there is no discrepancy, The Senior Dispenser or the pharmacist Manager and the concerned Dispenser signs the Cash Taking Sheet. 
5. The Senior Dispenser or the Pharmacist Manager scan the signed Cash Taking Sheet. 

Step 4: Documents to be sent to finance department 
This process is under the entire responsibility of either the Senior Dispenser or the Pharmacist Manager:

1. The following documents are sent by email: 

• Sales Report o Signed Daily Cash Taking Sheet 
• Signed Banking Slip 
• Settlement report for credit card payment 

     2. Distribution List for the email: Retail Manager, Finance Manager, Accountant, Junior Accountant  

Step 5: Handing over of monies to Brinks 
This process is under the entire responsibility of either the Senior Dispenser or the Pharmacist Manager:

1. When Brinks arrives, hand over the seal cash bags 
2. Brinks will remit to you a receipt which you must verify if the amount and the seal bag number is correct. In case of issues, stop the operations and call the Accountant or the Finance Manager and the Retail Manager 
3. Take the receipt number and insert it in the Banking Log Book on the same line where the cash bag was initially recorded 
4. The Senior Dispenser or the Pharmacist Manager will file the receipt  

Note: In case the Pharmacist Manager or the Senior Dispenser is not present, you are required to inform the Retail Manager beforehand so that necessary arrangements are made during the banking process.

A petty cash fund is an amount of cash money kept in the outlet for paying miscellaneous expenses like kitchen expenses, minor repairs and stationeries. The amount of petty cash shall not exceed Rs 5,000/-. The Pharmacist Manager or the Senior Dispenser are fully responsible for the safekeeping of the petty cash, for ensuring that it is used for its intended purpose and for recording and reporting petty cash transactions.

Custodian Responsibilities 
The Pharmacist Manager or the Senior Dispenser shall:

• Exercise caution in the administration and safekeeping of the petty cash in their possession.
• Restrict access to the petty cash 
• The petty cash should be locked in the back office safe. 
• Ensure that the petty cash is kept in the safe at all times 
• Ensure that the petty cash is used only for sundry expenses like stationery, kitchen replenishment and small repairs. 
• Record all petty cash expenses incurred in the Petty Cash Report, annex all receipts to it and submit it to the Junior Accountant.
• Be responsible to account for any discrepancies in the petty cash and may be liable to refund the company if needs be. 
• Replenish the Petty Cash funds on a regular basis  

Surpluses and Shortages 

• The Pharmacist Manager or the Senior Dispenser shall immediately notify the Retail Manager and the Finance Manager in case of any surpluses or shortages noted in the Petty Cash Fund.
• The Pharmacist manager or the Senior Dispenser shall be fully responsible to document in writing discrepancies found in the petty cash and the reasons for the occurrence after thorough investigation.
• In case Management is not convinced on explanations, the pharmacist manager or the senior dispenser may be required to refund the company. 

Verification of Fund by Department 

• The Pharmacist Manager shall conduct a monthly reconciliation of all petty cash expenses incurred against physical receipts and submit a discrepancy report to the Retail Manager and the Finance Manager. Such report shall be compiled and submitted on the 15th of every month.

A manual invoice can only be used if the computer system is not functioning and unable to print automatic invoice. In these situations, the Pharmacist Manager or the Senior Dispenser shall immediately advise the Retail Manager and the Finance Manager that the outlet is reverting to manual invoice. The following rules apply to manual invoice:

• Manual invoices booklet shall be under the custody of the Pharmacist Manager. 
• Manual invoice should not be used in any other situation other than that mentioned above unless advised by the Finance Manager. 
• Manual invoices shall be issued in sequential order. 
• The used manual invoices number shall be recorded on the established monitoring sheet along with the reason for use and signed. 
• Once the sales system is operational, the Pharmacist Manager shall update and process on the sales system all manual invoices issued. The sales system will generate its own invoice number and the Pharmacist Manager shall ensure that this invoice number is written on the duplicate manual invoice. 
• Within 24 hours of using the manual invoice, the Pharmacist Manager shall send a reconciliation report to the Retail Manager and the Finance Manager detailing the reason for using the manual invoice, the total invoice amount and the manual invoice number, system generated invoice no and name of salesperson. 
• Any cancelled manual invoices shall be crossed and written “cancelled “on the original and the Pharmacist Manager shall send a copy to the finance department.