Opinion about Editing POS records

Posted on 2001-07-05
Medium Priority
Last Modified: 2012-05-04
This isn't a technical question, rather one of opinion.  I have just installed a POS system that acts as a billing system for a Golf Country Club.  They are having trouble with needing to edit/delete the reciept records due to putting them under the wrong member, wrong item #, and a million other things.  I want to give access to the office personel to be able to edit/delete records at will so the bills can be correct without having to make correcting entries all the time.  I also do not want to sacrifice the integrity of the system.  My question is how do I balance the two out and does anyone have any suggestions?

It's sort of a loose system so the records aren't marked as "Invoiced", if they were I would only allow them to change non-invoiced records.  What worries me most is that someone could change a record that has already been sent as a bill to someone.
Question by:header
Welcome to Experts Exchange

Add your voice to the tech community where 5M+ people just like you are talking about what matters.

  • Help others & share knowledge
  • Earn cash & points
  • Learn & ask questions
  • 2
  • 2
  • 2
  • +2
LVL 10

Expert Comment

ID: 6256076
If the backed is a SQL or ORACLE database then you want to make sure you have primary keys and foreign keys to keep the data integrity.  You might want to right triggers for cascading deletes and updates to keep the data inegrity as well.  This way when you give access to the data on the front end, you shouldn't have to worry about data integrity.

Expert Comment

ID: 6256091
you can try to use triggers to enforce additional rules, such as kill transaction (rollback) if send date or some other flag is on

Accepted Solution

mcoop earned 400 total points
ID: 6256117
I would consider a couple of alternatives...

first - keep a field whoch records who last modified the record along with the date... (I do this as a matter of course for all user modifiable tables.

or for more proof of changes, when a change is is being made, flag the original record as 'void' but keep it for auditing purposes (the voic flag stops it being reprocessed for billing etc), while a new copy is made and kept alive - whcih will contain the new modified data.

Then if an audit is required of the billing / transaction history, you can go back and recover those 'voided' records to show what happened at what time, and by whom.
What does it mean to be "Always On"?

Is your cloud always on? With an Always On cloud you won't have to worry about downtime for maintenance or software application code updates, ensuring that your bottom line isn't affected.


Expert Comment

ID: 6256122
"It's sort of a loose system so the records aren't marked as "Invoiced""

add an invoiced field ASAP.
and then check it (as you suggest) before allowing updates.

I don't know how your POS system works particularly, but in this country (UK) your system would need to be auditted regularly to ensure your system matches 'the books'.

Your concerns are justified, so it really would be in your long-term interest to add the functionality outlined.


Expert Comment

ID: 6256136

mcoops idea is a good one (his comment wasn't there when I submitted mine :)

implementing it shouldn't be much of problem


Author Comment

ID: 6256504
mcoop, I think that is a great suggestion.  It also provides documentation on why changes are being made to records and may identify trends.  (If one person continually makes a certain type of error, it can be identified and corrected.)

nutwiss, I have wanted to add an 'Invoiced' field since the beginning (I wish I had) but it hasn't been much of an issue until now.  It will be a good investment to add it now.  This particular company was just audited a few years back and was hit with multiple fines for charging tax on things they should not and not charging tax on things they should be. (A little internal confusion and mis-communication)  Their still recovering (financially) from those fines.  So the more documentation, the better.

Expert Comment

ID: 6258760
another hint:

Make the invoiced field an integer - default zero

When an invoice is printed, increment the value - so you can tell when more than one invoice has ben sent for that item.

Alternately, add a table of invoices - with date (and username again).  Link this to the items table one (invoice) to many (items)

This will allow you to re-create a previously issued invoice in the future, as well as picking an item then listing all the invoices it has appeared on.

Still keep the counter idea for the invoice link table - then you can see how many times a specific invoice (of multiple items) has been printed.

Author Comment

ID: 6259406
Another great idea mcoop, thanks!

Featured Post

Technology Partners: We Want Your Opinion!

We value your feedback.

Take our survey and automatically be enter to win anyone of the following:
Yeti Cooler, Amazon eGift Card, and Movie eGift Card!

Question has a verified solution.

If you are experiencing a similar issue, please ask a related question

I’ve seen a number of people looking for examples of how to access web services from VB6.  I’ve been using a test harness I built in VB6 (using many resources I found online) that I use for small projects to work out how to communicate with web serv…
Have you ever wanted to restrict the users input in a textbox to numbers, and while doing that make sure that they can't 'cheat' by pasting in non-numeric text? Of course you can do that with code you write yourself but it's tedious and error-prone …
As developers, we are not limited to the functions provided by the VBA language. In addition, we can call the functions that are part of the Windows operating system. These functions are part of the Windows API (Application Programming Interface). U…
Get people started with the process of using Access VBA to control Outlook using automation, Microsoft Access can control other applications. An example is the ability to programmatically talk to Microsoft Outlook. Using automation, an Access applic…
Suggested Courses
Course of the Month10 days, 23 hours left to enroll

770 members asked questions and received personalized solutions in the past 7 days.

Join the community of 500,000 technology professionals and ask your questions.

Join & Ask a Question