Shift wise User In PMS (Opening & closing balance )

Feature: Shift-wise User with Opening & Closing Balance in PMS

Objective :

To enable shift-wise user management in the PMS with opening and closing balance functionality, ensuring accurate financial control, accountability, and alignment with POS operations.

2. Functional Requirements

   2.1 Shift Management

• Ability to define shifts (e.g., Morning, Evening, Night).
• Configure shift start and end times.
• Assign users to specific shifts.
• Support multiple shifts per day.

2.2 Opening Balance

• System must prompt the user to enter an opening balance at shift start.
• Opening balance to be user- and shift-specific.
• Validation to ensure previous shift is closed before opening a new shift.

2.3 Transaction Mapping

All financial transactions (payments, refunds, postings, adjustments) must be tagged to:

• Shift
• User
• Date & time

Support multiple payment modes (cash, card, UPI, bank transfer, etc.).

2.4 Closing Balance

• System must calculate the expected closing balance automatically.

• User must confirm and submit the closing balance at shift end.

• Highlight the variance between system-calculated and user-entered closing balance.

2.5 Shift Closure

• Mandatory shift closure before user logout or next shift opening.

• Allow role-based override for managers/admins.

• Maintain historical shift closure records.

3. Reporting Requirements

• Shift-wise financial summary report

• User-wise opening vs closing balance report

• Variance and discrepancy report

• Date-wise and shift-wise audit logs

• Export reports in PDF/Excel formats

4. User Roles & Permissions

Front Desk User:

• Open and close assigned shifts
• View own shift data only

Supervisor/Manager:

• View all shifts
• Approve or override closures

Admin:

• Configure shifts
• Access all reports and audit logs

5. Non-Functional Requirements

• High reliability with no data loss during shift transitions.
• Secure access with role-based authentication.
• Scalable to support multiple properties and locations.
• Minimal impact on existing PMS performance.

6. Audit & Compliance

• Maintain immutable logs for all shift activities.
• Track manual edits, overrides, and adjustments with reason codes.

7. Future Enhancements (Optional)

• Mandatory shift opening/closing based on Night audit.
• Shift-wise performance analytics dashboard.
• Notifications for unclosed shifts.
• AI-based variance detection.

How it works (Simple Flow)

1. User logs in and starts their shift.
2. User enters the opening balance.
3. All transactions during the shift are automatically recorded.
4. At shift end, the system calculates the closing balance.
5. User closes the shift and hands over smoothly to the next shift.