Zonic Tech Solutions
Company A · new module request · internal working plan

POS batch & voucher reconciliation

What Darlinton is asking for, drawn out: closing receipts checked for LOTE TRANSMITIDO, every transaction matched one to one with its signed voucher, voucher photos kept as claim evidence, all built on the document service the fuel module already needs.

Prepared 18 September 2026 · fee and structure are suggestions to confirm before anything goes to Company A
New module
POS reconciliation
Separate business, separate users
Built on
≈ two thirds reuse
Fuel document service
Suggested fee
US$2,500
Two milestones of US$1,250
Timeline
+ about 3 weeks
Programme 8–10 weeks
His example, as the system sees it: 21 transactions DOP 92,097 LOTE TRANSMITIDO → the batch expects 21 vouchers, each matched to its own line, none used twice. Until all 21 are matched the batch stays pending, and after 24 hours the supervisor is told.

1 · What he is asking for

Three kinds of document, one shared way of handling them, and one important difference in what gets kept.

Three document treatments
CAPTURE EXTRACT CHECK KEEP Fuel delivery document conduce Fuel module · already in scope Photo or PDFUploaded by the manager Textract tablesHeader + every line ValidateTotals, customer,duplicates Data kept Photo: your retentionchoice POS closing receipt cierre de lote POS module · new 1–N photosLong receipts in parts Textract text +mergeOverlap removed ValidateCount, total, LOTETRANSMITIDO Data only Photos deleted aftervalidation Signed POS voucher voucher firmado POS module · new One photo eachMobile, at the terminal Textract textRef, auth, amount, last4 Reconcile 1:1To its batch line, noreuse Data + original photo Kept as claim evidence Shared once, used by both modules Capture · Textract reader · review screen · duplicate checks · retention rules · alerts · audit Kept separate between the two businesses Users · permissions · menus · data · reports · alerts go to each business’s own people
Conduce, closing receipt and signed voucher go through the same four steps. They differ in what is kept at the end.

2 · End-to-end flow

Who does what, in order, from closing the terminal to finding a voucher for a claim. Click any box for what gets built there.

End-to-end flow · swimlanes
POS terminal &paper Point of sale Operator Creator mobile app Documentservice Zoho Creator +Textract Storage Company A’s AWS S3 Supervisor Creator web Close terminal Receipt printed at close Customer signsvoucher At the time of each sale 1 Photograph closingreceipt 1–N photos, top to bottom 5 Photograph eachvoucher Checklist shows k of N 2 Merge & read Overlap removed, linesparsed Totals matchand LOTETRANSMITIDO? 3 4 Batch open Expecting N vouchers 6 Read voucher Terminal · ref · auth ·amount Matches oneopen line,never used? 7 8 Link & lock Voucher ↔ line, one to one 9 Batch completed All N reconciled Temporary photos Deleted when batchcompletes Evidence vault Voucher originals +fingerprint Pending tray Open, untransmitted,discrepancies 24-hour alert Batch not completed intime Claim search Voucher + batch on onescreen closing receipt1–N photoskept brieflylines + totalsyesno · operator alertedsigned paperchecklist of None photo eachfieldsyesno · duplicate / no matchnext voucherall N linkedoriginal kept24 h without completionimage on demand
Numbered boxes are the order of work. Diamonds are the two checks that decide where a batch goes. Dashed lines are storage and loops.

3 · Batch statuses

A batch can only move forward through these states. Everything inside the dashed area counts as open and is watched by the 24-hour rule.

Batch statuses
Open · supervisor alerted if not completed within 24 hours Capturedphotos uploaded Read & mergedlines + totals parsed Awaiting vouchers0 of N linked Reconcilingk of N linked CompletedN of N · locked Pendingtransmission not confirmed Discrepancyduplicate · no match · amount Transmitted& totals OK? closing photosdeleted yesnoconfirmed with reasonre-capture photosfirst voucherall N linkedno match / duplicateresolved
Only the transitions drawn exist. There is no way to reach Completed without every voucher linked.

4 · How the vouchers are matched

Matching the total is not enough, as he says. Each voucher has to find its own transaction line, and a line accepts one voucher only.

Matching example · 21 transactions, DOP 92,097
Closing receipt · CIERRE DE LOTE Terminal 10045872 · Lote 000123 · 17/09/2026 21:04 REF CARD AUTH AMOUNT DOP 000041 VISA • 4821 084512 4,250.00 000042 MC • 1937 551203 12,600.00 000043 VISA • 7710 230981 1,580.00 000044 AMEX • 3005 771402 8,940.00 000045 VISA • 2268 019337 3,275.00 no voucher yet 000046 MC • 5501 662840 6,480.50 … 15 more transaction lines TOTAL 21 TRANS. DOP 92,097.00 LOTE TRANSMITIDO ✓ batch confirmed · expect 21 vouchers Vouchers photographed One photo each · read by Textract · fingerprinted on upload V1 Ref 000041 · Auth 084512 · 4,250.00 linked V2 Ref 000042 · Auth 551203 · 12,600.00 linked V3 Ref 000043 · Auth 230981 · 1,850.00 amount differs V4 Ref 000042 · Auth 551203 · 12,600.00 duplicate blocked V5 Ref 000044 · Auth 771402 · 8,940.00 linked V6 Ref 000046 · Auth 662840 · 6,480.50 linked … 15 more vouchers, all linked Batch stays PENDING 19 of 21 linked · V3 amount differs · 000045 has no voucherV4 rejected: line 000042 already has V2 → supervisor alerted after 24 h Match key: terminal + batch + reference · fallback: authorisation code + amount + last four digits · a line accepts exactly one voucher, ever
Six of the 21 lines shown. Green: linked. Amber: needs attention. Red: rejected.

5 · Architecture & separation

One application, two modules, one shared document service. The separation between the two businesses is done with roles and permissions, not with a second app, because a second app would move every user from Standard to Professional.

Architecture
Zoho Creator · one application · Standard plan Two modules on one shared document service, separated by roles and permissions FUEL MODULE Liquidations & conduces Receivables & FIFO ledger Payments & deposits Aging & credit alerts Fuel reports SHARED DOCUMENT SERVICE Mobile capture Textract client & parsers Review screen Duplicate checks Retention rules Alerts & scheduler Audit trail POS MODULE Terminals & batches Transaction lines Vouchers & 1:1 match Pending tray & 24 h alert Claim search POS reports Fuel teamManager · operator Owner / adminSees both businesses POS teamOperators · supervisor Company A’s AWS account Amazon TextractText for POS · tables forconduces · Spanish S3 bucket /fuel Conduces · your retention choice /pos-temp Closing photos · auto-deleted /pos-vouchers Originals + fingerprint ·evidence usesusesbothreadstore · delete
The document service is written once and used by both modules. Each team only ever sees its own module.
A

One app, two modules

Standard stays

Separated by roles, menus and reports. Owner sees both. Shared components live once.

Recommended
B

Two apps, same account

Everyone moves to Professional (US$20/user)

Stronger walls, but the highest running cost for no functional gain.

Avoid
C

Separate Zoho account

Own Standard subscription

Full separation of data, admin and billing. Same per-user price; about +US$300 build.

If a separate company

6 · Data model

Six forms. The one-to-one link between a transaction line and its voucher is what stops a voucher being used twice.

Data model
Terminal Terminal ID (TID) Acquirer / processor Location Assigned operator Batch closing Terminal Batch number Closed at Transactions (printed) Total (printed) Transmitted yes / no Status Completed at · by Closing photo · temporary Batch · sequence S3 key (temp) Deleted at Transaction line Batch Reference / ticket Card brand · last 4 Authorisation code Amount · time Voucher (one, ever) Voucher S3 key (evidence) Fingerprint SHA-256 Terminal · batch no. Reference · auth code Last 4 · amount · date Signature seen Status · captured by Discrepancy Batch · line / voucher Type Resolved by · reason 1 N 1 N 1 1 1 N 1 N Rules the model enforces • A transaction line accepts one voucher, ever• A batch completes only at N of N, no discrepancy• Voucher files are never overwritten (fingerprint)• Closing photos expire; extracted data stays• ≈ 3 records per transaction + 4 per batch
Forms in Zoho Creator. The voucher image itself lives in S3; Creator keeps the reference and the fingerprint.

7 · What we reuse and what is new

Most of the plumbing is already paid for by the fuel milestones. The new work is the multi-photo merge, the POS readers, the matching engine, the evidence vault and the claim search.

ComponentBuilt in fuelPOS closing receiptPOS voucherWork for POS
Mobile photo captureM2reuse + multi-photoreuseOrdering several photos of one receipt
Textract client (call, retries, results)M1–M2reusereuseNone
Text pattern readerM4 · deposit slipsreuse new patternsreuse new patternsPatterns for the receipt and voucher formats
Merge photos + totals check—new—New: join, de-duplicate, check against printed totals
Review screen with confidence flagsM2reusereuseNew layout on the same component
Duplicate / one-use lockM4 · bank references—reuse as 1:1 lockAdapted to transaction identity
Status workflow (Blueprint) + audit trailM2–M5reusereuseNew states for batches
S3 archive + retention rulesM2reuse temp, auto-deletereuse evidence, fingerprintRetention rule per document type
Scheduled alerts + escalationM5reuse 24 h rule—One rule in the existing job
Roles and permissionsM2reusereusePOS roles, separation from fuel
Reports + searchM5reusereuse claim searchClaim search screen

8 · Implementation plan

The fuel milestones stay exactly as agreed. The POS module starts once M2 has delivered the document pipeline it builds on, and runs as two milestones of its own.

Timeline
Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8 Week 9 Week 10 M1 · Start, plan & proof of concept + POS samples read, POS fee confirmed US$500 · paid at start M2 · Foundation Document pipeline, review screen US$1,250 M3 · Ledger & FIFO engine US$1,250 M4 · Collections US$1,250 M5 · Controls, reports & go-live Fuel live US$750 P1 · POS capture & extraction Needs M2’s pipeline US$1,250 P2 · POS reconciliation & evidence Matching, vault, claims, alerts US$1,250 POS training & go-live Inside P2 Shared start Fuel module (agreed) POS module (new) payment on acceptance, deployed on payment
Fuel milestones as agreed in Annex A. POS runs alongside from week 4, once the document pipeline from M2 is in place.
M1 additionno price change

POS samples in the proof of concept

  • Add to the M1 sample pack: 10 closing receipts (short, long, one not transmitted), about 30 signed vouchers, and any voids, refunds or tips
  • Run them through Textract with the fuel samples
  • Confirm the receipt formats and the POS fee in writing at the end of M1, alongside the licence tier
P1 · weeks 4–6US$1,250

POS capture & extraction

What gets built
  • POS data model: terminals, batches, transaction lines, vouchers, discrepancies
  • POS roles (operator, supervisor), menus and permissions, separated from fuel
  • Multi-photo closing-receipt capture on mobile, photos to temporary S3 storage
  • Receipt reader: merge photos, parse header, lines and totals (up to two receipt formats)
  • Checks: count and total against the printed totals, LOTE TRANSMITIDO; pending status and operator alert
  • Voucher capture and reader, fingerprint recorded on upload
  • Review screens with confidence flags for both documents
Accepted when
  • Ten real closing receipts, including one long multi-photo receipt and one not transmitted, each end in the right status
  • Thirty real vouchers read, with every field shown for review
  • A POS user cannot see any fuel menu, record or report, and a fuel user cannot see POS
P2 · weeks 7–9US$1,250

Reconciliation, evidence & claims

What gets built
  • One-to-one matching engine: terminal + batch + reference, fallback auth + amount + last 4; amount check
  • Duplicate block, operator checklist (k of N), batch completion and lock
  • Pending & discrepancy tray with mandatory reasons; operator notifications
  • 24-hour supervisor alert and repeat escalation, in the shared scheduled job
  • Evidence vault: retention period, archive tier, access logging; auto-delete of closing photos
  • Claim search: by date, amount, auth code, last 4, terminal or batch, with voucher image and batch data
  • POS reports, training for operators and supervisor, short manual, go-live
Accepted when
  • A real batch reconciled end to end and locked at N of N
  • A re-photographed voucher is rejected as a duplicate
  • A missing voucher keeps the batch pending and raises the supervisor alert (tested with a shortened timer)
  • Any transaction found by authorisation code opens its signed voucher and batch in one view

Both POS milestones follow the rules already in Annex A: accepted independently, payable on written acceptance, built in Zonic’s environment and deployed on payment, five-day deemed acceptance. The most ever unpaid stays at US$1,250.

9 · Fee & running costs

Implementation

POS module, fixedUS$2,500
P1 · capture & extractionUS$1,250
P2 · reconciliation, evidence & claimsUS$1,250
Fuel module (agreed)US$5,000
Programme totalUS$7,500

About 55–70 hours with reuse; floor US$2,200. Separate Zoho account (option C) about +US$300. Receipt formats beyond two quoted separately.

Running costs · illustrative

Assuming 3 terminals, 20 transactions a day each (about 1,800 vouchers a month) and 4 POS users.

Zoho licences, 4 POS users on StandardUS$32 / month
Textract text, ≈ 2,070 images≈ US$3 / month
S3 voucher storage, end of year oneunder US$1 / month
POS module≈ US$36 / month

On top of the fuel module’s roughly US$21. Records: ≈ 7,400 a month combined against 150,000 included on 6 licences, about 20 months of headroom.

10 · Questions for Darlinton & risks

Ask before updating the proposal

  1. How many terminals and operators, batches a day and transactions per batch?
  2. Which acquirer(s) and terminal models? Each receipt format needs its own reader.
  3. Is the POS business a separate legal entity? That decides one account or two.
  4. Samples: long and short closing receipts, one not transmitted, about 30 signed vouchers, any voids, refunds or tips.
  5. Is every transaction signed, or are some contactless/PIN with no signature?
  6. How long must voucher images be kept (18 months, 5 years…)?
  7. Who are the supervisors, and should alerts arrive by email, in the app, or both?
  8. Do operators always have mobile data where they close the terminal?
  9. Conduce photos: kept permanently as today, or data only as his email now suggests?

Risks and how the plan handles them

Receipt formats differ by acquirer and terminalPrice assumes up to two formats; more are quoted separately. Confirmed from samples in M1.
Some closing receipts print totals onlyMatching needs a reference or auth code per line; confirm from samples before build.
Thermal paper fades and curlsCapture guidance on screen, and the printed totals catch any misread line.
Operators need licencesEvery POS operator is a Zoho user (US$8/month on Standard); shared logins break the audit trail.
Card data on vouchersOnly masked numbers are read; images open by short-lived links; access is logged.
Records grow with voucher volumeThe new users bring their own allowance; model it in the calculator once volumes arrive.