13.1 Till System

13.1 Till System

Standard Operating Procedure (SOP)
Version: V2 | Effective Date: October 2025
Review Date: October 2026 | Document Owner: Operations Manager

Purpose

This SOP establishes standardized procedures for using the ODOO till system at all Little Coffee Bean Co locations. It ensures accurate transaction recording, proper pricing, and secure access control for all sales activities.

Scope

This procedure applies to all staff members who handle sales transactions at Little Coffee Bean Co locations, including baristas, café assistants, and management personnel.

Equipment Required

  • ODOO Till System (POS terminal)
  • Staff ID card or unique ID number
  • Cash drawer with starting float
  • Card payment terminal

Procedure

13.1.1 Till System Overview

All sales, regardless of payment method (cash or card), must be recorded through the till system.

Key Principles:

  • Every transaction must be processed through the ODOO system
  • Till systems are pre-programmed with location-specific prices
  • Only authorized staff with valid ID credentials may access the till
  • All transactions create an audit trail for financial accountability

13.1.2 Pricing Verification

If you identify any errors or incorrect pricing in the till system:

  1. Stop – Do not continue processing transactions with incorrect prices
  2. Inform – Notify the duty manager immediately
  3. Document – Complete the “Incorrect Till Item Form” on Connect
  4. Wait – The manager will update the system before you resume

⚠️ Important: Never manually adjust prices without manager authorization. All pricing changes must be documented and approved.

13.1.3 Opening the Till

Step 1: Click “Open Register”

Locate and click the “Open Register” button on the ODOO home screen.

Step 2: Login to the Till System

You have three authentication options:

Option A: Direct ID Entry

  • Simply enter your unique ID number on the keypad
  • Press Enter/Confirm

Option B: Staff Selection

  • Click the “Staff” button
  • Select your name from the list
  • Enter your ID number when prompted

Option C: ID Card Scan

  • Click the “Scan” button
  • Scan your ID card barcode using the scanner
  • System will automatically authenticate

Step 3: Add Float Amount

Enter the starting cash amount in the till drawer. You have two methods:

Method A: Denomination Breakdown (Recommended)

  • Click the cash icon
  • Enter the individual amounts of each denomination:
    • £50 notes: [quantity]
    • £20 notes: [quantity]
    • £10 notes: [quantity]
    • £5 notes: [quantity]
    • £2 coins: [quantity]
    • £1 coins: [quantity]
    • 50p coins: [quantity]
    • 20p coins: [quantity]
    • 10p coins: [quantity]
    • 5p coins: [quantity]
  • System will calculate the total automatically

Method B: Total Amount Entry

  • Enter the total float amount as a single figure
  • Example: £150.00

💡 Best Practice: Method A (denomination breakdown) provides better audit trails and helps identify cash discrepancies during cashing up.

Step 4: Confirm and Open

  • Review the float amount displayed
  • Click “Open Register” to confirm
  • The till is now active and ready for transactions

13.1.4 Processing Transactions

For all sales:

  1. Select items from the product menu on the ODOO screen
  2. Verify the order with the customer
  3. Select payment method (Cash or Card)
  4. Process payment according to the selected method
  5. Provide receipt to customer

See Related SOPs:

  • SOP 13.3 – Paying for Purchases with Cash
  • SOP 13.2 – Returns / Refunds

13.1.5 Access Control

Security Requirements:

  • Never share your ID number or card with other staff members
  • Always log out when leaving the till unattended
  • Report lost or stolen ID cards to management immediately
  • Each staff member is responsible for transactions processed under their ID

⚠️ Security Alert: Unauthorized till access is a serious breach of company policy and may result in disciplinary action.

Quality Checks

Before starting your shift:

  • ✓ Verify your ID credentials are working
  • ✓ Confirm float amount matches the expected starting balance
  • ✓ Check that all product prices display correctly
  • ✓ Test card payment terminal connectivity

During your shift:

  • ✓ Verify each transaction total with the customer
  • ✓ Ensure receipts print correctly
  • ✓ Monitor for any system errors or pricing discrepancies

Safety Notes

  • Data Protection: Till systems contain sensitive customer and financial data. Never allow unauthorized persons to view the screen.
  • Cash Security: Keep the cash drawer closed when not actively processing transactions.
  • System Security: Always log out when stepping away from the till, even briefly.

Troubleshooting

Issue Solution
ID card won’t scan Use Option A (direct ID entry) or Option B (staff selection). Report card issue to manager.
Incorrect pricing displayed Stop transactions, notify duty manager, complete Incorrect Till Item Form.
System won’t open register Check internet connectivity. Restart POS terminal. Contact IT support if issue persists.
Card terminal not responding Check cable connections. Restart terminal. Accept cash only until resolved. Notify manager.

Related Documents

  • SOP 13.2 – Returns / Refunds
  • SOP 13.3 – Paying for Purchases with Cash
  • SOP 13.4 – Shift Cashing Up Form
  • SOP 13.7 – Errors
  • Section 1.3 – Troubleshooting Escalation Protocol
  • Company Data Protection Policy (Section 17.8)

Compliance & References

  • Financial Regulations: UK Financial Conduct Authority (FCA) guidelines for retail transactions
  • Data Protection: UK GDPR and Data Protection Act 2018
  • Company Policy: Financial Management and Accounting Policy (Section 17.16)

Document Control
Version: V2 | Effective: October 2025 | Review: October 2026
Approved by: Operations Manager | Company: Little Coffee Bean Co

This SOP is part of the Little Coffee Bean Co Standard Operating Manual. For questions or clarifications, contact your line manager or the Operations Team.