When to use this guide: At the end of every shift or business day to count the cash drawer, compare actual cash against system sales, record any discrepancy, and close the counter safely.
Steps to Close the Counter (End of Day)
Step 1: Open End-of-Day Reconciliation
On the billing screen, click EOD Reconciliation at the bottom of the right-hand panel, or press Shift + F9 from anywhere in billing.
The End-of-Day Reconciliation screen opens, showing today's date in the top-right. Press Esc or click Back to leave without closing anything.
Step 2: Check What BitMed Already Knows
BitMed fills in the day's figures from the bills themselves. You do not type any of this.
In the picture above, 1 is the screen title and date, 2 is the Sales Summary, 3 is the Payment Breakdown, and 4 is where you will count the drawer in the next step.
Sales Summary — what was sold:
| Row | Meaning |
|---|---|
| Total Bills | How many bills were raised |
| Total Sales | Everything billed, before returns |
| Total Returns | What came back |
| Net Sales | Total Sales less Total Returns |
| Credit Written Off | Khata written off during the day |
Payment Breakdown — how it was paid: Cash, UPI, Card, Credit and Store Credit. Only the Cash figure should ever match the notes in your drawer.
Step 3: Count the Cash Drawer
Count the physical notes and coins and type each count into the Cash Denomination panel on the right: ₹500, ₹200, ₹100, ₹50, ₹20, ₹10, ₹5, ₹2 and ₹1.
In the picture above, 1 is the rows you fill in and 2 is the Total, which adds itself up as you type — you never add the notes yourself.
An empty drawer still has to be counted. Leaving every row blank is not the same as
counting zero. Type 0 in any row to record the drawer as counted.
3 is Non-Cash Reconciliation, which the cash count does not cover. Enter what each rail actually settled — UPI, Card, Credit (receivable) and Store Credit — against the expected figure shown under each one. Leave a field blank if you could not check it: blank is recorded as unverified, which is not the same as zero.
Step 4: Read the Variance
Cash Reconciliation compares the drawer against the system:
- Expected Cash — what the bills say should be there
- Actual Cash (counted) — your count
- Difference — the gap, if any
Day Closing Summary then does the same across every payment mode and gives you a single Total variance, marked Balanced when it comes to zero.
In the picture above, 1 is Cash Reconciliation and 2 is the Day Closing Summary.
Read the variance together with the note under it. A mode you left unverified is excluded from the figure — in the picture above, the day reads Balanced (₹0.00) only because Cash, UPI, Card and Credit have not been verified yet, and the amber line says exactly that. A balanced variance on an unverified day proves nothing.
Step 5: Add a Note and Close the Day
If there is a shortage or excess, explain it in Closing Notes (3 above) — for example,
₹20 short due to small change given.
Then click Save Day Closure (4). It stays greyed out until the drawer has been counted and this counter is online. You can count the drawer while offline, but reconnect before saving the closure; the on-screen reminder explains why saving is unavailable.
Multi-Counter Support
If your pharmacy operates multiple billing counters, each counter operator reconciles and closes their drawer independently at the end of their shift.