Cash & Shift Management

Make every drawer reconcile and every rupee accountable. EloHIMS treats cash collection as a controlled process, not an honour system: each payment routes to its correct ledger by method, every cashier works inside an opened shift, and no collection can happen out of shift or out of balance. Counters keep their own drawers, cashiers take money only where they are assigned, and a supervisor can close a shift left open.

Everything the cashier and supervisor need to close clean

Cash counters, each with its own drawer

Set up the hospital's cash counters — the main reception till, the pharmacy window, the lab counter — each with a name, a location and, if you want it, its own drawer ledger. Once a branch has counters, a cashier opening a shift picks one; a busy counter cannot be taken, and the refusal names the shift and the cashier already on it.

Cash collected at a counter with its own ledger posts to that drawer, while card and bank payments go to their own accounts as before. Over or short at close, cash movements and voids all hit the same drawer. The drawer cannot be changed, and the counter cannot be switched off, while a shift is open on it. The Cash Counters page shows who is on each till.

Each cashier takes money only where they are assigned

Against each user, a "Where they take money" setting limits them by money point (OPD fees, lab, pharmacy, IPD deposits and so on), by department and by doctor. The check runs at every point in the hospital where money is collected, including payments and voids on an existing bill and deposits on an admission.

Each limit applies only once it has been set, so nothing changes for a cashier until the hospital decides, and a company administrator is never limited. On the OPD fee screen, a scoped cashier sees only their own departments and doctors.

Opening float carried from the last close, and a supervisor force-close

A new shift's opening float is taken from the drawer's last close — the counter's, or the cashier's own when there are no counters — unless the cashier types a different figure. The shift records which close it was carried from, so the chain from one shift to the next is on record.

When a cashier leaves without closing, a supervisor with the force-close right sees every other open shift with its expected cash and can force-close it. A reason is required, counted cash is optional, any over or short is posted to that shift's own drawer rather than the supervisor's, and the Z report prints.

Donations on the shift and the Z, and shifts for every billing area

A cash or card donation taken at a counter needs an open shift, is recorded on it, and shows on the X and Z reports as "of which donations", so the drawer still balances at close. Bank and cheque donations are not shift money. Cancelling a donation taken on a shift writes the reversal on the canceller's shift. The day roll-up labels donations, payments on account and deposit refunds separately.

Staff who bill only the lab, radiology, blood bank, pharmacy or donations can open, run and close their own shift without being given general billing rights. Their cashier scopes still decide where they may take money.

Hard-stops that close the gaps cash leaks through

Underpinning every collection are cash-integrity hard-stops — the system refuses an unbalanced collection or one attempted outside an open shift. A cashier cannot quietly pocket the difference, because there is no path for money to land off-ledger: every rupee is a per-payment record, tied to a method, tied to a shift, tied to a user.

Because each method posts to its own cash or bank account, your books distinguish drawer cash from card settlements without manual sorting — so month-end bank matching is clean and reconciliation is a formality, not a fight.