Government-grade Micha POS System
Budget: $30 – $250 USD
1. PURPOSE OF THE DESKTOP APPLICATION
Micha POS is a government-grade Point of Sale desktop application designed for institutions that
must operate under:
✓ Programme-Based Budgeting (PBB)
✓ Segment-based accounting (SAGE-style)
✓ Public sector audit and compliance rules
The system ensures that revenue collection, credit services and reporting are automatically
compliant, without requiring accounting knowledge from cashiers.
2. FUNCTION OF THE APPLICATION
The Micha POS desktop application is used to:
✓ Capture service and product transactions
✓ Automatically determine whether a transaction is cash (receipt) or credit (invoice)
✓ Allocate all revenue to the correct Program and Sub-Program
✓ Record payments, invoices, and customer balances
✓ Produce audit-ready financial and operational reports
All accounting decisions are made by the system, not by the user.
3. DESIGN PRINCIPLE
Automatic Billable vs Non-Billable Enforcement
✓ Billable services are settled immediately and generate receipts
✓ Non-billable services are settled later and generate invoices
✓ Users are never asked to choose between receipt or invoice
✓ Mixed transactions are automatically split by the system
This guarantees:
✓ Correct cash handling
✓ Proper Accounts Receivable control
✓ Compliance with government accounting rules
4. FEATURES OF THE DESKTOP APPLICATION
4.1 Transaction Capture (Point of Sale)
The application allows users to:
✓ Select services or products from a predefined list
✓ Enter quantities and view calculated amounts
✓ Capture transactions for:
✓ Walk-in (cash) customers
✓ Named customers (credit or cash)
The system automatically:
✓ Identifies billable and non-billable items
✓ Enforces the correct transaction flow
✓ Prevents invalid combinations
4.2 Receipt Processing (Billable Services)
For billable services, the application:
✓ Requires payment before saving
✓ Allows selection of one or more payment methods (cash, card, mobile money,.)
✓ Supports multiple currencies
✓ Issues an official receipt automatically
✓ Includes the transaction in till cash-up reports
Cashiers cannot save a billable transaction without full payment.
4.3 Invoice Processing (Non-Billable Services)
For non-billable services, the application:
✓ Disables all payment options
✓ Requires selection or creation of a customer
✓ Requires invoice terms and due date
✓ Automatically generates an invoice
✓ Records the amount in Accounts Receivable
Invoices are managed separately from cash transactions.
4.4 Mixed Transactions (Automatic Split)
If a transaction includes both billable and non-billable services:
✓ The system automatically separates the transaction into:
✓ A receipt for billable items
✓ An invoice for non-billable items
✓ Both documents reference the same transaction
✓ Users are not allowed to override or merge them
This ensures correct accounting treatment for each service type.
5. CLIENT MANAGEMENT
The application supports two types of customers:
Walk-In Customers
✓ Automatically generated by the system
✓ Used for immediate cash transactions
✓ Cannot be used for credit services
Named Customers
✓ Created and maintained in the system
✓ Required for invoicing
✓ Have balances tracked over time
Clients represent who pays, not what service is delivered.
6. PROGRAMME-BASED BUDGETING SUPPORT
Every service or product in the system is linked to:
✓ A Government Program
✓ A Sub-Program
When a transaction is captured:
✓ The system records the Program and Sub-Program per transaction line
✓ Revenue is automatically allocated accordingly
✓ No user can change PBB allocation during sales
This guarantees accurate budget performance reporting.
7. MULTI-CURRENCY & PAYMENT HANDLING
The desktop application:
✓ Supports multiple currencies used in Zimbabwe
✓ Allows split payments for billable transactions
✓ Records exchange rates at time of transaction
✓ Converts amounts to a base currency for reporting
Cash-up reports clearly show:
✓ Tender type
✓ Currency used
✓ Program and Sub-Program collected against
8. ACCOUNTS RECEIVABLE CONTROL
For invoiced services, the application:
✓ Tracks outstanding customer balances
✓ Supports partial and full settlement of invoices
✓ Updates balances automatically upon payment
✓ Produces ageing reports for debt management
This ensures strong financial control and accountability.
9. REPORTING & AUDIT SUPPORT
The application provides built-in reports, including:
✓ Till cash-up reports (billable services only)
✓ Accounts Receivable ageing reports
✓ Revenue reports by Program and Sub-Program
✓ Multi-currency consolidated revenue reports
All reports are:
✓ Time-stamped
✓ User-traceable
✓ Audit-ready
10. USER ROLES & CONTROL
The desktop application supports controlled access, such as:
✓ Cashiers – capture transactions
✓ Supervisors – manage cash-ups and corrections
✓ Finance officers – review invoices and reports
✓ Auditors – view historical data and reports
Each action is logged for accountability.
11. OPERATIONAL BENEFITS
In using Micha POS, institutions achieve:
✓ Automatic compliance with PBB rules
✓ Elimination of manual accounting errors
✓ Clear separation of cash and credit services
✓ Improved audit outcomes
✓ Reliable, transparent revenue reporting
12. INTENDED USE
Micha POS is intended for use in:
✓ Government departments
✓ Parastatals
✓ Local authorities
✓ Public service institutions
✓ Any organisation requiring strict budgetary and audit control
Micha POS is a government-grade Point of Sale desktop application designed for institutions that
must operate under:
✓ Programme-Based Budgeting (PBB)
✓ Segment-based accounting (SAGE-style)
✓ Public sector audit and compliance rules
The system ensures that revenue collection, credit services and reporting are automatically
compliant, without requiring accounting knowledge from cashiers.
2. FUNCTION OF THE APPLICATION
The Micha POS desktop application is used to:
✓ Capture service and product transactions
✓ Automatically determine whether a transaction is cash (receipt) or credit (invoice)
✓ Allocate all revenue to the correct Program and Sub-Program
✓ Record payments, invoices, and customer balances
✓ Produce audit-ready financial and operational reports
All accounting decisions are made by the system, not by the user.
3. DESIGN PRINCIPLE
Automatic Billable vs Non-Billable Enforcement
✓ Billable services are settled immediately and generate receipts
✓ Non-billable services are settled later and generate invoices
✓ Users are never asked to choose between receipt or invoice
✓ Mixed transactions are automatically split by the system
This guarantees:
✓ Correct cash handling
✓ Proper Accounts Receivable control
✓ Compliance with government accounting rules
4. FEATURES OF THE DESKTOP APPLICATION
4.1 Transaction Capture (Point of Sale)
The application allows users to:
✓ Select services or products from a predefined list
✓ Enter quantities and view calculated amounts
✓ Capture transactions for:
✓ Walk-in (cash) customers
✓ Named customers (credit or cash)
The system automatically:
✓ Identifies billable and non-billable items
✓ Enforces the correct transaction flow
✓ Prevents invalid combinations
4.2 Receipt Processing (Billable Services)
For billable services, the application:
✓ Requires payment before saving
✓ Allows selection of one or more payment methods (cash, card, mobile money,.)
✓ Supports multiple currencies
✓ Issues an official receipt automatically
✓ Includes the transaction in till cash-up reports
Cashiers cannot save a billable transaction without full payment.
4.3 Invoice Processing (Non-Billable Services)
For non-billable services, the application:
✓ Disables all payment options
✓ Requires selection or creation of a customer
✓ Requires invoice terms and due date
✓ Automatically generates an invoice
✓ Records the amount in Accounts Receivable
Invoices are managed separately from cash transactions.
4.4 Mixed Transactions (Automatic Split)
If a transaction includes both billable and non-billable services:
✓ The system automatically separates the transaction into:
✓ A receipt for billable items
✓ An invoice for non-billable items
✓ Both documents reference the same transaction
✓ Users are not allowed to override or merge them
This ensures correct accounting treatment for each service type.
5. CLIENT MANAGEMENT
The application supports two types of customers:
Walk-In Customers
✓ Automatically generated by the system
✓ Used for immediate cash transactions
✓ Cannot be used for credit services
Named Customers
✓ Created and maintained in the system
✓ Required for invoicing
✓ Have balances tracked over time
Clients represent who pays, not what service is delivered.
6. PROGRAMME-BASED BUDGETING SUPPORT
Every service or product in the system is linked to:
✓ A Government Program
✓ A Sub-Program
When a transaction is captured:
✓ The system records the Program and Sub-Program per transaction line
✓ Revenue is automatically allocated accordingly
✓ No user can change PBB allocation during sales
This guarantees accurate budget performance reporting.
7. MULTI-CURRENCY & PAYMENT HANDLING
The desktop application:
✓ Supports multiple currencies used in Zimbabwe
✓ Allows split payments for billable transactions
✓ Records exchange rates at time of transaction
✓ Converts amounts to a base currency for reporting
Cash-up reports clearly show:
✓ Tender type
✓ Currency used
✓ Program and Sub-Program collected against
8. ACCOUNTS RECEIVABLE CONTROL
For invoiced services, the application:
✓ Tracks outstanding customer balances
✓ Supports partial and full settlement of invoices
✓ Updates balances automatically upon payment
✓ Produces ageing reports for debt management
This ensures strong financial control and accountability.
9. REPORTING & AUDIT SUPPORT
The application provides built-in reports, including:
✓ Till cash-up reports (billable services only)
✓ Accounts Receivable ageing reports
✓ Revenue reports by Program and Sub-Program
✓ Multi-currency consolidated revenue reports
All reports are:
✓ Time-stamped
✓ User-traceable
✓ Audit-ready
10. USER ROLES & CONTROL
The desktop application supports controlled access, such as:
✓ Cashiers – capture transactions
✓ Supervisors – manage cash-ups and corrections
✓ Finance officers – review invoices and reports
✓ Auditors – view historical data and reports
Each action is logged for accountability.
11. OPERATIONAL BENEFITS
In using Micha POS, institutions achieve:
✓ Automatic compliance with PBB rules
✓ Elimination of manual accounting errors
✓ Clear separation of cash and credit services
✓ Improved audit outcomes
✓ Reliable, transparent revenue reporting
12. INTENDED USE
Micha POS is intended for use in:
✓ Government departments
✓ Parastatals
✓ Local authorities
✓ Public service institutions
✓ Any organisation requiring strict budgetary and audit control