Control prepaid distribution when some outlets operate offline
When the connection drops, an outlet can keep selling approved vouchers it already holds, within its agreed stock limit. If a direct recharge was submitted before the outage and the result is missing, save the reference and check that order once the connection returns. Make sure cashiers know when to stop selling and call a supervisor.
| During an outage | Staff action |
|---|---|
| Approved voucher stock is available | Issue within the limit and record each sale |
| Existing recharge has an unknown result | Save the original reference and hold follow-up |
| Customer asks for a new direct recharge | Explain the available options under the outlet policy |
| Issue record or stock cannot be verified | Stop and contact the supervisor |
By Freepaid ยท Published
Decide what may be issued while offline
Choose a limited stock by product and denomination and give one person custody. Record the starting amount, which outlet holds it and who may access it. If multiple tills share the same stock, give them separate allocations or a single point of issue so staff can maintain an accurate balance.
An offline receipt should say what was handed over and include the local sale reference. Protect any voucher PIN according to the supplier's instructions. Keep a separate issue register with the time, denomination and masked stock reference. That record needs enough detail to reconcile the sale without circulating the PIN.
Separate stock issue from uncertain direct orders
If the connection drops after the cashier sends a recharge, record the time, amount and original reference if available. The next shift should check the order before replacing it or closing it as failed. Keep the customer's account of what happened with the case and use the supplier record to establish the result.
An outlet starts an outage with 25 approved vouchers of R20 each. If cashiers sell 18, the issue log should show R360 in sales and seven vouchers worth R140 still on hand. Track the two direct recharges with missing results separately and check them with the supplier once the connection returns.
Reconcile before releasing more stock
After reconnecting, capture the offline transactions once and match them to the local issue log. Verify any direct order outcome against its original reference and add the result to the exception list. Check cash and other customer payments separately. If money or stock is missing, assign the issue to a supervisor rather than adjusting balances without an explanation.
Review how often outages happen, how long they last and what staff could safely fulfil. Use that evidence to adjust the stock limit or support process. Restrict the offline route when the outlet cannot protect the stock or produce a reliable shift record. Freepaid point-of-sale airtime
Make the return to online operation explicit
Name the person who gives the go-ahead to resume online sales and the person who imports the offline records. Mark each receipt as imported or held. Keep the original register until finance has matched it to the imported sales, the cash and the stock on hand.