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Accounting, Shifts & Auditing

EPROS goes beyond basic sales totals. It is built to handle the operational realities of retail in Ghana—from tracking "Aboboyaa" payouts at the till to generating true net profit reports and managing GRA E-VAT compliance.

Daily Shift Management & Z-Reports​

Every sales day is tracked through individual cashier shifts. This ensures complete accountability for the physical cash in the drawer.

  1. Opening the Till: To start selling, a cashier must open a shift and declare their starting float (the exact physical cash in the drawer before trading begins).
  2. Mid-Shift Payouts: If you need to take money out of the till during the day (e.g., paying a casual worker, buying Dumsor fuel, or paying for transport), click Payout. This ensures the system knows exactly why cash was removed from the drawer.
  3. Closing & Z-Reports: At the end of the day, click Close & Z-Report. The cashier must perform a blind count of the physical cash. The system will then generate a Z-Report comparing the Expected cash against the Counted cash, immediately highlighting any shortages or overages (Variance). You can print this Z-Report directly to your receipt printer.

Operating Expenses (OpEx)​

To know if your shop is genuinely profitable, you must track your daily running costs.

  1. Navigate to the Accounting & E-VAT module and select the OpEx Tracker tab.
  2. Click Log expense.
  3. Select a category tailored for local operations (e.g., ECG Prepaid, Generator Fuel, District Assembly / AMA Toll, Refuse Collection, Water).
  4. Enter the amount, a brief description, and select where the money came from (e.g., Cash from the till, Mobile Money, or Bank).

The Profit & Loss (P&L) Waterfall​

EPROS calculates your True Net Profit, not just your gross margins. The P&L dashboard gives Owners and Managers a complete financial picture over the last 7, 30, or 90 days.

Instead of a generic summary, the system uses a strict financial "Waterfall" to reveal your actual take-home money:

  • Starts with Gross Revenue.
  • Subtracts Landed COGS (Cost of Goods Sold using FIFO) to find your Gross Profit.
  • Subtracts all logged Operating Expenses.
  • Subtracts Payroll & Casual Wages.
  • Subtracts the cost of any logged Shrinkage & Write-offs.
  • Leaves you with the definitive TRUE NET PROFIT (color-coded green for profit, red for loss).

GRA E-VAT Compliance​

If your business is registered for the GRA Standard Rate scheme, EPROS automatically handles the complex tax math and SDC (Sales Data Controller) fiscalisation for you.

  • Navigate to the GRA E-VAT Return tab in the Accounting module.
  • The system accurately separates your un-deductible levies (NHIL 2.5%, GETFund 2.5%, COVID 1%) from your standard VAT (15%).
  • It breaks down the effective 21.9% rate and provides a clear total of exactly how much statutory tax you have collected over your selected date range.
  • A live audit ledger shows the exact SDC signature and timestamp for every single receipt that was successfully stamped.