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Cashed - everything you need to know about cash register systems
Sebastian Terlunen
A cash register system, is a cash register that can do more than just accept payments from customers. With a cash register system As a direct marketer, you can optimize processes in your company. An ideal cash register system must not only include specific functions, but also meet certain legal requirements. What are the functions of your cash register system If you have what legal or legal requirements there are and whether you should rather buy or rent a cash register, you will find out all of this in this blog post.
A cash register system should help you and your employees make everyday work easier. It should make all work processes more efficient and speed up the sales process. With a combination of Soft- and hardware Is that very possible.
that cash register system should be quick and easy for you and your employees to speed up the payment process. It is helpful if the design of the cash register system can be freely designed. that cash register system Should be over a terminal , on which all cashier functions are available to the cashier. This requires a display and keyboard. This varies depending on the manufacturer and there are various options from tablet to PC.
If you offer a cash payment, should your cash register system have a cash register where cash can be stored. Another necessary function is the receipt printer, which prints the customer's receipt. However, this is also used to print receipts for cash expenditure, cash deposits, cash withdrawals and cancellations. A barcode scanner makes it easier to collect sales items, but is also used in inventory required to record the goods. To offer various payment methods, your cash register system can be connected to a card reader. In order to be able to cash in when goods are delivered, your cash register system can be connected to a smartphone or have your own SIM card. Depending on where exactly you want to cash in, the cash register should also be operational offline.
It is particularly important for direct food marketing that your cash register system can be connected to a scale or a scale is integrated. This allows you to weigh the goods and immediately from cash register system Get registered. It should be possible to enter prices freely. In addition, this should cash register system offer different VAT rates. The option of simple deposit settlement is also important. Item and product groups should be in your cash register system be simple and freely definable.
Dein cash register system should document the purchase history. This can also be used to improve customer service or to analyze the success of your respective sales stand. If you offer vouchers, that should cash register system includes the option of redeeming vouchers. If your cash register enables marketing campaigns, such as short-term promotions with coupons and vouchers, or even long-term customer loyalty with the help of customer cards, it also increases your turnover. It also contributes to good customer management.
When serving customers, you should use the cash register system be able to access customer data and the inventory of items in the warehouse. It is also possible to manage employees via the cash register system. This allows you to have seller statistics as well as time recording or interfaces to payroll view. that cash register system should be connected to the inventory management be. As a result, every sale results in a change in inventory in the warehouse. Your own online shop should also be connectable with the cash register and at the same time with the latest inventory information. Modern cash register systems should support your controlling with comprehensive evaluations. This enables sales and gross profit analyses for goods, product groups, departments and sellers. Sales reports should therefore be able to be implemented within a freely selectable time frame.
It is important that your cash register GoBD compliant is. But what exactly does that mean? GoBD are the principles for the proper management and storage of books, records and documents in electronic form as well as for data access. These are therefore criteria and guidelines for electronic accounting. This is primarily about how tax-relevant documents must be stored. It is important that you register your electronic cash register with the tax office and also state where it is used.
Um GoBD compliant To be, your fund must meet the following points.
traceability
Recordings and bookings must be comprehensible. For you, this means that there can be no booking without a receipt.
verifiability
A third party expert must be able to get an overview of the business and situation of your company within a reasonable period of time.
immutability
Entries created must not be modified retrospectively. Both the corrections and the original content must be visible.
comprehensiveness
All Transactions must be recorded individually and without gaps. This applies to both your software and hardware.
correctness
It is your responsibility to ensure that all bookings are received correctly.
Timely booking
Cash movements must be recorded on a daily basis. For cashless transactions, 10 days apply.
safekeeping
All electronic data received and subject to recording and storage must also be stored in this form. This storage obligation applies for 10 years.
Order
Each of your bookings must be arranged individually, factually and chronologically, presented by account and made legible.
surety
You must protect this data from loss and unauthorized access.
Since 2020, electronic cash registers have needed a certified TSE device. This is a safety device which prevents manipulation of the data memory from being possible. You should pay particular attention to three points: 1) The obligation to use a technical security device with uniform transmission of your data to the tax office, 2) the obligation to issue receipts and 3) the cash reporting obligation. The TSE is hardware that you must purchase in addition to your cash register. Each TSE must be from Federal Office for Security and Information Technology be certified.
Each of your checkout transactions is sent to the TSE, which sends back a code and it is printed on the bong. All data from your cash register is documented in an unalterable file. This file must be exportable to the tax office. This makes manipulation of sales data impossible. You must bear the costs of the TSE yourself. Most POS system providers will offer you their own or third-party solution.
Duty to issue documents
For each of your sales transactions, a receipt must be issued either on paper or electronically. However, as a retailer, it is possible to apply for exemption from the documentation requirement. The receipt must contain the cash register serial number, the signature counter and the check value.
Cash reporting obligation
Since 2020, everyone must electronic or computer-based cash register systems be reported to the tax office. A newly purchased cash register must be registered within one month, otherwise there is a risk of heavy penalties.
A decision for a cash register system It's not easy. When making this decision, you should also consider whether you should buy or rent a cash register.
It is worthwhile to rent a cash register if you need several cash registers. For several branches, for example. In this way, you avoid high purchase costs. Cash rent also makes sense if you only need the cash register for certain periods of time. If new models are released, you can usually exchange them for your old cash register in your rental agreement without any problems. Do you want to remain flexible and always be up to date with the latest technology? Then renting a cash register could be the right thing for you.
But renting a cash register also has disadvantages. Every time you change your cash register, you and your employees must adjust to the new cash register. Exchanging cash registers can also involve a great deal of effort. You always have to think about the new cash register you need to buy.
By the way, you can also lease a cash register. In doing so, you save taxes in particular, because the leasing installment is fully tax-deductible. Especially if you have to pay business income tax, leasing a cash register system can result in savings on this tax.
When you buy a cash register, you usually only have to think about it once and make a decision. To an outdated cash register system You don't have to worry either, as most providers regularly update their POS systems through updates. In addition, by buying a cash register, you are making a one-time investment with which you can clearly calculate. However, you also have to be able to afford this investment first. Reputable manufacturers usually offer a free trial period. This allows you to test the included functions first. You can find out whether the functions that are important to you are included and whether the system is right for you.
The ideal cash register system must include a whole range of functions to make your operational processes easier. In addition, there are many legal standards that cash register system must comply. That is why your cash register system already meet the basic legal requirements and thus do the work for you to comply with the tax office's proposals. It is very important that you connect with your cash register system complies with the regulation to avoid legal consequences. The question of whether you rent or buy a cash register also depends entirely on your personal ideas and requirements.
