Auto Locking Data Entry

Fuel Station/Gas Station/Petrol-pumps are generally working 24×7 and normally there are shifts under which different people work. In a given situation the business goes on irrespective of owner/employer/manager present at the outlet. This warrants that the software system is highly secured so as to not allow anybody to manipulate the data by editing or deleting and fiddle around unrestricted. Many a times when owner has multiple outlets they would want work of the shift to be completed by the end of the day so that he can get reports by day end, this is possible only if work for the shift is finished immediately / within stipulated time and without any lethargy. Auto Locking forces the users/employees to finish work for the day/shift in stipulated time.

Quicksoft ArtRM-PP (The Art of Retail Management for Petrol-pump) is highly secured system with user based selective module access rights to only add/enter data or optionally allow user to Edit/Delete data if the right for the same is given. But, that is not enough, there are time when you want Edit/Delete right available to user only for the current date/shift and he should not be able to Edit/Delete the already tallied/audited data or it will be difficult to find what went wrong in the past entries.

In fact, with the daily rate change  it is all the more necessary to lock the previous days data entry or the user will enter the next days data in the previous day with new rate or same rate and so on. So, we introduced the Auto Locking System to Automatically lock the data entry for the shift after the specified number of hours as shown in the screen below:

Auto Locking Data Entry

So, if there are two shifts and the First Shift (6.00AM to 6.00PM – the shift timing can be set in the Masters->Employee->Shift Master for each shift) Ends at 6.00PM in the evening, then the system will allow to Add the data in the First Shift only till the 11:59:59PM (as Grace period specified is 6 hours), the moment system date/time exceeds 11:59:59PM it will not allow user to add any entry after that in the first shift. He/she will not be able to Edit/Delete (even if edit/delete right available to user) in the first shift or any data prior to the current date.  The Grace period can be set by administrator as the case may be from 1-24 hours. Please note that it is only restricted only to normal users. However, if Administrator has logged in then Auto Lock will not be applicable to Administrator.

If Administrator decides to lock Adding the data or Editing/Deleting data by mistake by him/her then he/she can Lock Add/Edit/Delete even for Administrator by providing the Date and Click on Lock Radio button in the “Lock Data Entry for Everybody (including Admin)” frame.  The system will not allow to Add/Edit/Delete prior to the date specified below the “Lock Entry Before” caption even for administrator.

In fact, in Configuration Screen->General Tab one can also lock data Add/Edit/Delete for user by turning on Tick for “Lock Slip Add/Edit/Delete after Auto Cash” option. This will be activated once the Auto Cash Entry / Day Close Entry for the day/shift is done. Which means once the day close is done, which means the cash is tallied then there should be no changes made as it can impact the closing cash balance which was tallied by accountant. However, voucher can be entered inspite of auto cash lock provided, but with Auto Lock option shown in above image even voucher entry will be locked.

 

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User Access Changed to Revoke Edit/Delete Records.

6th Nov, 2012

Important Security Fix to Protect Editing and Deletion of Transaction by Users.

Now, you can disable your users from editing or deleting of transactions by Revoking Edit/Delete rights through Employee Master as shown in below given screen.

Apply / Revoke Edit/Delete rights for Users

Apply / Revoke Edit/Delete rights for Users

Just Click on <List of Employees>and Click on the Name of Employee in the Grid and Click on Edit to Change the Access Rights for the Employee.

On Removing the <CheckBox> Edit/Delete Records the Employee logging with his/her username, password will not be able to edit or delete any record for any Master or Transaction.

The Employee to whom the rights are given and Default Admin user will be able to edit or delete records.

Other Changes Include, change of background color for the row/record which you wish to edit/delete is now same for all the modules, which was not visible earlier in various modules. Also Edit/Delete button is now Switched On and Off correctly on Single Click and Double Click through out all the modules.

* Also Customer Selection by Name in Slip Entry is fixed to select the Customer by Name if set in Configuration Screen instead of Default selection by Account Number.

Now, you can easily find the difference in Sale as per Meter Reading and as per the sale entered through Slip/Indents/Coupons.  Ideally, you Sale as per Slips should tally with the Meter Sale, but if there is any descripancy then so far it was difficult to find the mistake in particular day/date/shift. With the New Tab introduced in Report->Sales->Sales Analysis, now you can easily find the descripancy in a particular month with just a single click as shown below:

Meter Sale v/s Slip Sale

Meter Sale v/s Slip Sale

Just Click on Meter Reading Tab on Top Left.

then Click on the Particular Month for which you wish to View descripancy, if any.

then Click on <Daily Meter Sale vs Slip Sale> Tab next to <Daily Meter Sale – Itemwise > to see the date wise descripancy.  If there is any descripancy then you will see it in the last Column <Diff>.

Ideally, the Diff should be 0.00 or at most less than Rs.1.00, but if the diff is in thousands then either of the following:

Either the Auto Cash Sale entry for the day / shift is not entered

or

There may be a change in selling rate in slip as against the rate in Meter Entry

or

The Slip sale is entered or edited after the Auto Cash Sale is done and so on.

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