Overview

The Cashier Program is a computerized processing of cash and credit card transactions as basis of patient's payment to hospital services. Like with other MEDSYS programs, this is connected to other departments especially to cost-centers where it derives mainly the patient data to process. Needed reports are automatically generated by the program such as list of deposits, list of payments, and daily and monthly reports. This program has its own maintenance option to maintain the accuracy of data.

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See also

Objectives

Features


Objectives

To lessen the data entry of patient's payment by automating the communication between Cashier and cost-centers.

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See also

Overview

Features


Features

It automatically displays the gross amount after entering charge slip number. The net amount to be paid by the patient is automatically computed after entering some charges that needs to be manually entered.

Automatic generation of daily lists of payments and deposits. All other needed daily and monthly reports are automatically generated.

Credit-card report is automatically generated and can be readily printed at all times.

Patient's discount specifically from Medical Social Service is automatically displayed.

Retrieval of previous payments.

Warning messages are flashed for possible invalid entries.

Data maintenance such as adjustment and cancellation.

Help file is incorporated for user's guide.

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See also

Overview

Objectives


How to Use this Online Help?

This online-help serves as a guide to program users. It gives you the step-by-step and brief background of a particular transaction. This is triggered by just pressing <F1> function key from your keyboard and the list of topics will be readily available for user's query.

•	To display help topics, click me.

Click the Contents tab to display list of topics. It is categorized into how the program is designed to easily follow a particular transaction's flow. Just double-click on the topic you want to view then its details will be displayed. Click the Help Topics button to go back to help topics main window.

Click the Index tab to display list of topic indexes. Index entry is best recommended when searching the step of a particular transaction because you will just type word(s) related with the topic.

•	To view pictures of program forms, click the broken underlined text colored with green. A pop-up window appears upon clicking.

•	To jump into another topic, click the solid underlined text colored with green. Upon clicking, it jumps you to the topic.


Changing of User's Password

It is advisable to change your password frequently for security reasons. To change you current password, follow these steps.

1	From the Login window, type your employee number and then press <Enter>.

Login Window

2	Under the Password entry, press <F12>. Pressing this function key will invoke the Change Password window.

Change Password Window

3	Under the Change Password window, type the following data.

Old Password - Type your existing password.

New Password - Type your new password not exceeding to 15 characters.

Confirm Password - Retype your new password to confirm and then press <Enter> or you can click the Save button.

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See also

How to Start the Program


How to Start the Program

1	Double-click on Cashier Program executable file icon located in the desktop.

2	The Login window will be displayed. Type employee number and then press <Enter>. Type password and then press <Enter>.

3	If accepted, the Cashier Setting window will be displayed. This window serves as the data-entry for principal O.R., collection date, remittance date and shift.

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See also

Changing of Password

How to End the Program


How to End the Program

It is important for users to close the program when they are done to end-up their session. Other users might use the open program using the same password.

To close the program:

Click on Exit [image] toolbar button or

Click [image] located at the upper right corner of the main window or

Click File > Exit

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See also

How to Start the Program


Cash Transactions
Cash Transaction

Cash transaction is the central focus of the program because patient's payment is entered here.  Some other important transactions such as deposit entry and inpatient's bill payment are included in this part.

1	If Cash Transaction window is not yet opened, click on data entry [image] toolbar button. This window is used as the default window of the program. Or you can press Ctrl + C if no other window is loaded to open it. To ensure that your current setting is correct, check the information displayed. Click me to show setting.

The following data are needed to enter.

Batch - This is divided into two batches (1 and 2). Initially, click 1 to group your O.R. series as first batch. Click 2 if another batch of O.R. series will be used.

O. R. number - As a start, you need to enter your first O.R. number to be used. The program will automatically increment the O.R. number for your next transaction.

Payment Code - Click on the drop-down arrow to display options.

CASH TRANS - Click this for any cash-patient transaction.

DEPOSIT - This option is used for patient's deposit.

INPATIENT-BILL - Choose this option for charge-patient transaction for the payment of accumulated bills.

Admission number - You only need to fill-in this part if the selected payment code is either DEPOSIT or INPATIENT-BILL. If you know the patient's admission number, just type the admission number and then press <Enter>. Or type the patient's last name and then press <Enter>. Matches will be displayed. Double-click the name of the patient from the list having the correct admission number. The program will automatically display the payor' s name.

Payor - Type the payor's full name. It is advisable to enter the full name following the format: lastname, firstname, middle initial for reference. In here also, you can type the charge slip number if the charge slip is a computerized one. The program will automatically display the amount to be paid by the patient.

Charge Slip - Type the charge slip number and then press <Enter>. The program will automatically display the amount to be paid by the patient if it is a computerized one. For inpatient's bill payment, HB is used as its charge slip. If professional fee is to be paid under inpatients bill payment, use MD as its charge slip.

Account Code - Type the account code of the charged item and then press <Enter>. You can press <Enter> or <F1> if it is still blank to display the complete list of account codes. To select, double-click on the name of the code.

Trans. Code - Type the revenue code of the charged item and then press <Enter>. You can press <Enter> or <F1> if it is still blank to display the complete list of revenue codes. To select, double-click on the name of the code.

Particulars - This is automatically displayed by the program in reference with the entered transaction code and charge slip. Data written here will be printed in the charge slip.

Gross Amount - Type the amount of a particular charged item if it's a manual entry.  A computerized charge slip doesn't require an entry for this because it will be automatically displayed.

Net Amount - This is the amount to be paid by the patient including discount of a particular charged item.

Mode of Payment - Choose Cash or Check as a mode payment. If Check is selected, you need to fill-up the following data.

Drawee Bank - Type the name of the bank

Check No. - Type the check number

Check Date - Type the check's date of issuance

Discount - Click one from the options listed.

None - This is used as the default option.

Senior Citizen - This discount type is used for senior citizens. This option when clicked will automatically update the gross amount to be paid by the patient.

QFS - Choose this option for social services discounts. This button when clicked will require how many percent to be deducted from the gross amount.

General - Choose this option for employee and special discounts. This will also require how many percent to be deducted from the gross amount.

Total Discount - This is the amount to be deducted from the gross amount.

Click the Next button for another charge-slip entry.

Payment

Total Amount - This is the total amount of charges to be paid by the patient.

Cash Tendered - Type the cash amount received from the patient.

Change - This is the cash amount as change to be given back to the patient.

2	The following button options can be clicked from.

Save - This will save the current payment entry. The official receipt form will be displayed afterwards. Click on [image] to print official receipt.

Reset - This will clear all data entered.

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See also

Deposit Entry

In-patient Bill Payment Entry

Principal O.R. Printing

O.R. Cancellation/Adjustment

Receipt Inquiry

Receipt Reprinting

Receipt Information Updating

Credit Card Transaction

Card Transaction Maintenance

How to Log-in as Different Collector

How to Update Head Cashier

How to Update Cashier Setting


Principal O.R. Printing

You can use this to inquire the total number of receipts used, and the total amount of collection which is classified into the type of payments (cash and check). This is usually generated at the end of collection.

1	Click on Principal O.R.  toolbar button to open window for entry.

2	In the Principal O.R. window, type the principal O.R. to inquire and the click on View button.

3	A generated printable report will be displayed. Click [image] to print.

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See also

Cash Transaction

Deposit Entry

In-patient Bill Payment Entry

O.R. Cancellation/Adjustment

Receipt Inquiry

Receipt Reprinting

Receipt Information Updating

Credit Card Transaction

Card Transaction Maintenance

How to Log-in as Different Collector

How to Update Head Cashier

How to Update Cashier Setting


O.R. Cancellation/Adjustment

This option is important to maintain the accuracy of data. The program can cancel and adjust receipts that were already posted. When a receipt is cancelled, receipt number will no longer be used. This process is done due to some instances like withdrawing the patient's procedure in which payment was already saved. Unlike adjustment, you can still reuse the receipt. This also happens when wrong discount type was entered or wrong account code for a particular item was saved.

Note: To cancel or adjust receipt, the date of collection when the transaction occurred should be the same with the user's current date. To update cashier settings, please refer to How to Update Cashier Settings.

1	Click on Cancel/Adjust [image] toolbar button.

2	The O.R. Cancellation/Adjustment window will be displayed.

3	Enter the O.R. number you want to adjust or cancel. If found, the program will automatically display its details.

4	The following button options can be click from.

Cancel O.R. - This button when clicked will cancel the receipt.

Adjust - Click this button to adjust the receipt.

Close - This will close the O.R. Cancellation/Adjustment window.

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See also

Cash Transaction

Deposit Entry

In-patient Bill Payment Entry

Principal O.R. Printing

Receipt Inquiry

Receipt Reprinting

Receipt Information Updating

Credit Card Transaction

Card Transaction Maintenance

How to Log-in as Different Collector

How to Update Head Cashier

How to Update Cashier Setting


Receipt Inquiry

In this option, you can inquire the receipt information that was entered during the transaction. This can search by the receipt number or by the payor's first name/last name/middle name.

1	Click on Inquiry toolbar [image] button to open the window.

2	In the Inquiry window, type the receipt number or payor's first name/last name/middle name and then press <Enter>. Matches of the query will be displayed under the Issued Official Receipts. The following data are displayed.

Receipt number

Payor's name

Report Date

Status

Cashier

Shift

Note: To inquire receipts from past transactions, you must click the checkbox beside Include Past Issuances.

3	Double-click the row where the receipt number is aligned. The details of the receipt can be viewed under the Receipt Details.  The following data are displayed.

Code

Description

Amount

4	Click on Close button to close the window.

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See also

Cash Transaction

Deposit Entry

In-patient Bill Payment Entry

Principal O.R. Printing

O.R. Cancellation/Adjustment

Receipt Reprinting

Receipt Information Updating

Credit Card Transaction

Card Transaction Maintenance

How to Log-in as Different Collector

How to Update Head Cashier

How to Update Cashier Setting


Receipt Reprinting

This option lets user to reprint the receipt that was already saved.

1	Click on Reprint toolbar [image] button.

2	In the receipt-entry window, type the receipt number and then click on View button.

3	The printable receipt form will be displayed. Click on [image] to print.

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See also

Cash Transaction

Deposit Entry

In-patient Bill Payment Entry

Principal O.R. Printing

O.R. Cancellation/Adjustment

Receipt Inquiry

Receipt Information Updating

Credit Card Transaction

Card Transaction Maintenance

How to Log-in as Different Collector

How to Update Head Cashier

How to Update Cashier Setting


Receipt Information Updating

To correct wrong entry of receipts entered in a particular principal O.R., the program provides this option to change the old principal O.R. into a new one.

1	Click File > Receipt Info Update.

2	Its window will be displayed. Type the receipt number and then press <Enter>. If found, the original receipt information will be displayed.

3	Under the New Receipt Info, type the new principal O.R. of the receipt.

4	The following button options can be clicked from.

Save Changes - Click this to save the change entered.

Ignore Changes - This will clear and cancel any change entered.

Close - This will close the window.

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See also

Cash Transaction

Deposit Entry

In-patient Bill Payment Entry

Principal O.R. Printing

O.R. Cancellation/Adjustment

Receipt Inquiry

Receipt Reprinting

Credit Card Transaction

Card Transaction Maintenance

How to Log-in as Different Collector

How to Update Head Cashier

How to Update Cashier Setting


Credit Card Transaction

This is a payment entry for all credit card transactions.

1	Click Payment Entry > Credit Card or press Ctrl + D if no other window is loaded to display Credit Card Transaction window.

2	Enter the following data.

Card - Click on the drop-down arrow to choose card type.

Transaction # - Enter the transaction number of the card and then press <Enter>.

Payment Code - Codes are listed at the bottom o f its window.

Press C - Cash Transactions

Press D - Deposit

Press I - Inpatient Bills

Press O - Outpatient Bills

Admission number - You only need to fill-in this part if the selected payment code is either DEPOSIT or INPATIENT-BILL. If you know the patient's admission number, just type the admission number and then press <Enter>. Or type the patient's last name and then press <Enter>. Matches will be displayed. Double-click the name of the patient from the list having the correct admission number. The program will automatically display the payor' s name.

Payor - Type the payor's full name. It is advisable to enter the full name following the format: lastname, firstname, middle initial for reference. In here also, you can type the charge slip number if the charge slip is a computerized one. The program will automatically display the amount to be paid by the patient.

Charge Slip - Type the charge slip number and then press <Enter>. The program will automatically display the amount to be paid by the patient if it is a computerized one. For inpatient's bill payment, HB is used as its charge slip. If professional fee is to be paid under inpatients bill payment, use MD as its charge slip.

Account Code - Type the account code of the charged item and then press <Enter>. You can press <Enter> or <F1> if it is still blank to display the complete list of account codes. To select, double-click on the name of the code.

Trans. Code - Type the revenue code of the charged item and then press <Enter>. You can press <Enter> or <F1> if it is still blank to display the complete list of revenue codes. To select, double-click on the name of the code.

Particulars - This is automatically displayed by the program in reference with the entered transaction code and charge slip. Data written here will be printed in the charge slip.

Gross Amount - Type the amount of a particular charged item if it's a manual entry.  A computerized charge slip doesn't require an entry for this because it will be automatically displayed.

Net Amount - This is the amount to be paid by the patient including discount of a particular charged item.

Discount - Click one from the options listed.

None - This is used as the default option.

Senior Citizen - This discount type is used for senior citizens. This option when clicked will automatically update the gross amount to be paid by the patient.

QFS - Choose this option for social services discounts. This button when clicked will require how many percent to be deducted from the gross amount.

General - Choose this option for employee and special discounts. This will also require how many percent to be deducted from the gross amount.

Total Discount - This is the amount to be deducted from the gross amount.

Click the Next button for another charge-slip entry.

The total amount to be paid by the patient can be seen under Total Amount.

2	The following button options can be clicked from.

Save - This will save the current payment entry.

Reset - This will clear all data entered.

To close the window, click [image] located at the upper right corner of its window.

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See also

Cash Transaction

Deposit Entry

In-patient Bill Payment Entry

Principal O.R. Printing

O.R. Cancellation/Adjustment

Receipt Inquiry

Receipt Reprinting

Receipt Information Updating

Card Transaction Maintenance

How to Log-in as Different Collector

How to Update Head Cashier

How to Update Cashier Setting


Card Transacction Maintenance
Card Transaction Maintenance

This option lets user to maintain the accuracy of credit card transactions. This can cancel and adjust saved credit card of current and past transactions.

1	Click File > Card Transaction Maintenance.

2	Its window will be displayed. Enter the following datum.

Trans. # - Type the transaction number and then press <Enter>. If found, its details will be displayed under Receipt Details. Data displayed are code, description, and amount.

3	The following button options can be clicked from.

Cancel - This will cancel the entered credit card transaction. Cancellation implies that the entered credit card transaction number will be considered void.

Adjust - This will adjust the entered credit card transaction. Adjustment implies that changes will be made from the entered credit card transaction number.

Close - This will close the window.

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See also

Cash Transaction

Deposit Entry

In-patient Bill Payment Entry

Principal O.R. Printing

O.R. Cancellation/Adjustment

Receipt Inquiry

Receipt Reprinting

Receipt Information Updating

Credit Card Transaction

How to Log-in as Different Collector

How to Update Head Cashier

How to Update Cashier Setting


How to Login as Different Collector

This privilege is only given to users with special rights. This allows you to use another user's account. A feature like this is important for entering transactions that were not entered and saved into the database.

1	Click File > Log In as Different Collector.

2	Its window will be displayed. Just type the collector's ID and then press <Enter>. The collector's name will be automatically displayed.

3	Click on Proceed button.

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See also

Cash Transaction

Deposit Entry

In-patient Bill Payment Entry

Principal O.R. Printing

O.R. Cancellation/Adjustment

Receipt Inquiry

Receipt Reprinting

Receipt Information Updating

Credit Card Transaction

Card Transaction Maintenance

How to Update Head Cashier

How to Update Cashier Setting


How to Update Head Cashier

This option changes the current head cashier. This is useful when a new head cashier has entered into the department.

1	Click File > Update Head Cashier.

2	Its window will be displayed. Enter the new Cashier ID and then press <Enter>. The cashier's name will be automatically displayed.

3	Click on Proceed button to save. The saved cashier's name will be reflected to all reports.

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See also

Cash Transaction

Deposit Entry

In-patient Bill Payment Entry

Principal O.R. Printing

O.R. Cancellation/Adjustment

Receipt Inquiry

Receipt Reprinting

Receipt Information Updating

Credit Card Transaction

Card Transaction Maintenance

How to Log-in as Different Collector

How to Update Cashier Setting


How to Update Cashier Settings

This option controls the log of all transactions because it is in here where principal O.R., and dates of collection and remittance are entered.

1	Click File > Update Cashier's Setting.

2	Its window will be displayed. The following data are needed to enter.

Principal O.R. - Enter the principal O.R. number to be used for the cashier's transaction. This number will hold all receipts to be entered by the cashier.

Collection Date - Click the drop-down arrow to display calendar. Choose the date of collection by clicking on the day of the month.

Remittance Date - Click the drop-down arrow to display calendar. Choose the date of remittance by clicking on the day of the month.

Shift - Click the drop-down arrow to display options. Just click on the shift you are going to work.

3	Click on Proceed button to save the cashier setting.

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See also

Cash Transaction

Deposit Entry

In-patient Bill Payment Entry

Principal O.R. Printing

O.R. Cancellation/Adjustment

Receipt Inquiry

Receipt Reprinting

Receipt Information Updating

Credit Card Transaction

Card Transaction Maintenance

How to Log-in as Different Collector

How to Update Head Cashier


Deposit Entry

 This is for patient's deposit entry.

1	If Cash Transaction window is not yet opened, click on data entry [image] toolbar button. This window is used as the default window of the program. Or you can press Ctrl + C if no other window is loaded to open it. To ensure that your current setting is correct, check the information displayed. Click me to show setting.

The following data are needed to enter.

Batch - This is divided into two batches (1 and 2). Initially, click 1 to group your O.R. series as first batch. Click 2 if another batch of O.R. series will be used.

O. R. number - As a start, you need to enter your first O.R. number to be used. The program will automatically increment the O.R. number for your next transaction.

Payment Code - Click on the drop-down arrow to display options. Choose DEPOSIT from the list

Admission number - If you know the patient's admission number, just type the admission number and then press <Enter>.  Or type the patient's last name and then press <Enter>. Matches will be displayed. Double-click the name of the patient from the list having the correct admission number. The program will automatically display the payor' s name.

Payor - This will be automatically displayed in reference with the entered admission number.

Account Code - This will be automatically displayed by the program.

Trans. Code - This will be automatically displayed by the program.

Particulars - This will be automatically displayed by the program.

 Total Amount - Enter the amount to be deposited.

2	The following button options can be clicked from.

Save - This will save the current deposit entry. The official receipt form will be displayed afterwards. Click on [image] to print official receipt.

Reset - This will clear all data entered.

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See also

Cash Transaction

In-patient Bill Payment Entry

Principal O.R. Printing

O.R. Cancellation/Adjustment

Receipt Inquiry

Receipt Reprinting

Receipt Information Updating

Credit Card Transaction

Card Transaction Maintenance

How to Log-in as Different Collector

How to Update Head Cashier

How to Update Cashier Setting


Inpatient's Bill Payment Entry

This is for inpatient's bill payment entry.

1	If Cash Transaction window is not yet opened, click on data entry [image] toolbar button. This window is used as the default window of the program. Or you can press Ctrl + C if no other window is loaded to open it. To ensure that your current setting is correct, check the information displayed. Click me to show setting.

The following data are needed to enter.

Batch - This is divided into two batches (1 and 2). Initially, click 1 to group your O.R. series as first batch. Click 2 if another batch of O.R. series will be used.

O. R. number - As a start, you need to enter your first O.R. number to be used. The program will automatically increment the O.R. number for your next transaction.

Payment Code - Click on the drop-down arrow to display options. Choose INPATIENT-BILL from the list

Admission number - If you know the patient's admission number, just type the admission number and then press <Enter>. Or type the patient's last name and then press <Enter>. Matches will be displayed. Double-click the name of the patient from the list having the correct admission number. The program will automatically display the payor' s name.

Payor - This will be automatically displayed in reference with the entered admission number.

Charge slip - Type HB for the payment of hospital bill. Type MD for the payment of professional fee.

Account Code - This will be automatically displayed by the program.

Trans. Code - This will be automatically displayed by the program.

Particulars - This will be automatically displayed by the program.

 Gross Amount - Enter the gross amount of patient's hospital bill and then press <Enter>.

2	The following button options can be clicked from.

Save - This will save the current payment entry. The official receipt form will be displayed afterwards. Click on [image] to print official receipt.

Reset - This will clear all data entered.

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See also

Cash Transaction

Deposit Entry

Principal O.R. Printing

O.R. Cancellation/Adjustment

Receipt Inquiry

Receipt Reprinting

Receipt Information Updating

Credit Card Transaction

Card Transaction Maintenance

How to Log-in as Different Collector

How to Update Head Cashier

How to Update Cashier Setting


Reports

Daily Collection - This generates a report of daily collection on the entered report date.  This is arranged by the receipts used.

List of Deposits - This generates a report of deposits saved on the entered report date.

List of Payments - This generates a report of hospital bill and hemodialysis payments on the entered report date.

List of Principal O.R. - This generates a report of principal O.R used on the entered report date including the receipts series used for a particular principal O.R., the collector who used the principal O.R. and the total amount of collection of each principal O.R. This is arranged by the principal O.R.

Report of Collection - This generates a monthly report of general collection. This is arranged by principal O.R. and is displayed in tabular form.

Report of Collection (Monthly Breakdown Per Collector) - This generates a monthly report of individual's collection per account code.

Total Monthly Collection - This generates a monthly report of all collections which serves as the head cashier's report.

Total Monthly Breakdown of Collection Per Account Code - This generates a monthly report of collections per account code.

Account Current - This generates an end-of-the-month report of head cashier's account current.

Account Current by Collector - This generates an end-of-the-month report of individual collector's account current.

Monthly Discount Report - This generates a monthly discount report (special, special discounts…) displayed in breakdown per day.

Monthly QFS Report - This generates a monthly quantified free service report displayed in breakdown per day.

Summary of Professional Fees - This generates a report of professional fees since the entered beginning to ending dates. This is arranged by doctor's name.

Credit Card Transactions - This generates a report of credit card transactions since the entered report date.

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See also


Login Window

The use of employee number and password is necessary to protect the program from unauthorized access. Only users with registered employee number and password can log on to the program.


Cashier's Environment Setting Window

The data to be entered here will be used as the default setting for a cashier's transaction.


Cash Transaction Window


Cashier's Setting Information

Check principal o.r., collection date, remittance date and shift. These data are retrieved from what were entered in Cashier's Environment Setting Window.


List of Account Codes Window


List of Revenue Codes Window


Principal O.R Entry Window


O.R. Cancellation/Adjustment Window


Inquiry Window


Receipt Reprinting Window


Receipt Information Updating Window


Credit Card Transaction Window


Card Transaction Maintenance Window


Log-in as Different Collector Window


Update Head Cashier Window


Update Cashier Setting Window


Calendar


A sample pop-up window


Help Topics: Main Window