Es kann passieren, dass Ihre Kasse einen negativen Bargeldbestand zeigt und das Speichern des Tagesabschlusses nicht möglich ist. Hier erläutern wir die Ursachen und die Behebung.
Read moreEverything about: Cash Register Settings & Hardware
Cash register: Special functions
Please set the special settings here. Contact us if you have any questions about the various options.
- Price Changes: If you enable this option, a reason will be required each time an original price is changed. To simplify the input, you can create change templates.
- Dashboard: If you have a large number of appointments, it may be useful to only display customers who are present in the cash register overview. Note: This requires either the status of your appointments to be automatically set to "Appointment has taken place" or your staff to maintain attendance records conscientiously.
- Strict Inventory Mode: If you work with Belbo's inventory system and regularly enter stock levels, your cash register can warn you if a product that is no longer in stock is being recorded.
- Display Option: Affects which functions your cash register provides. The Recommended selection is "Cash Transactions & Daily Closings" for a fully-featured cash register. The other options are only suitable in special cases or only for those customers who manage their financial accounting outside of Belbo.
- Adjust Payment Upwards: Allows the payment amount to be adjusted upwards before saving a daily closing draft, to correct card payments without reversal.
- Request Email Address: If no email address is entered in a customer file, a popup appears during the customer's cash transaction requesting this information. This helps you maintain your customer data.
- Voucher Number: For all voucher redemptions, the selection of a voucher is mandatory. The cash transaction cannot be completed without entering the voucher number.
- Future Appointments: Prevents accidental invoicing of appointments in the future. We expressly recommend this function, as invoicing appointments that have not yet occurred is not legally compliant in many countries.
Structure
You can design the structure of your receipts yourself.
Define receipt structure
If you want to define the structure of your cash register receipts yourself, numerous placeholders are available to you with which you can determine the order and alignment of the desired elements. Basically, there is a receipt design in belbo, so you do not have to use the receipt structure. If you decide to customize your receipt, all fields must be defined in this form. As soon as you save an entry, the receipt structure preset in belbo will be overwritten. Until you have finished configuring it, your receipts may be incomplete or cannot be printed. 
Text placeholders
Available placeholders
You can use the following placeholders for your receipt structure. Please pay attention to the exact spelling including capitalization and both % signs at the beginning and end of a placeholder.
- %STANDORTNAME% The name of your business (for branch locations, the respective location name)
- %INHABER% The owner of your business
- %STRASSE% The street and house number entered in the location settings
- %PLZ% The postal code entered in the location settings
- %ORT% The city entered in the location settings
- %TELEFON% The phone number entered in the location settings
- %USTID% The VAT ID entered in the cash register settings
- %KUNDENNAME% The name of the customer whose appointment was processed
- %POSITION% The services that were processed
- %POSITIONPREIS% The respective price of each service
- %TAXRATE% The amount of VAT for this service
- %RABATTGRUND% The reason for which a discount was granted, if applicable
- %RABATTWERT% The value of the discount given, if applicable
- %RECHNUNGSBETRAG% The total amount of the invoice
- %BEZAHLT% The money provided by the customer
- %RUECKGELD% The change given to the customer
- %ZAHLUNGSART% The payment method
- %TAXPERCENT%
- %NETTO% The net price
- %ONLYTAX% The VAT included
- %BRUTTO% The gross price
- %RECHNUNGSNUMMER% The invoice number
- %DATUM% The date
- %UHRZEIT% The time
- %MITARBEITER% The processing employee
- %ABSCHLUSS% Closing text of the receipt
Formatting of elements
To format the elements on the receipt, you can use the following elements in addition to the placeholders:
- [mr] before a placeholder: Text is right-aligned.
- [m] before a placeholder: Text is centered.
- *
- |
Images and barcodes
If you wish, you can enhance your receipts with images and scannable barcodes.
- [bild] Automatically inserts the image you uploaded under Settings > Cash Register System > Receipt Design > Invoice Fields.
- [barcode=X] Replace X here with the correct barcode (e.g. 1234567890) to create a scannable barcode
- [qrcode=https://myURL.de] Replace https://myURL.de here with your own web address to direct the user to a page of your choice.
Example of a valid receipt structure
You can copy the following receipt structure and insert it in your cash register settings. Please note that this requires VAT ID and location phone number (under Settings > Location in the top right) to be entered!
[bild]
[m]%STANDORTNAME%
[m]%INHABER%
[m]%STRASSE%
[m]%PLZ% %ORT%
[m]%TELEFON%
[m]%USTID%
Customer: %KUNDENNAME%
Description|[mr]EUR %
*POSITION:
%POSITION%|[mr]%POSITIONPREIS% %TAXRATE%
**DISCOUNT:
%RABATTGRUND%|[mr]%RABATTWERT% %TAXRATE%
**
*
*TOTAL DISCOUNT:
%RABATTGRUND%|[mr]%RABATTWERT% %TAXRATE%
*
Total|[mr] %RECHNUNGSBETRAG%
[m]Paid|[m]Change|[m]Method
*PAYMENTS:
[m]%BEZAHLT%|[m]%RUECKGELD%|[m]%ZAHLUNGSART%
*
[w=2]|[m]VAT %|[m]Net|[m]VAT|[m]Gross
*TAX:
[w=2]%TAXRATE%|[m]%TAXPERCENT%|[m]%NETTO%|[m]%ONLYTAX%|[m]%BRUTTO%
*
Receipt|[m]Date|[m]Time
%RECHNUNGSNUMMER%|[m]%DATUM%|[m]%UHRZEIT%
Served by: %MITARBEITER%
%ABSCHLUSS%
Example of a valid receipt structure with loyalty program information
You can copy the following receipt structure and insert it in your cash register settings. Please note that this requires VAT ID and location phone number (under Settings > Location in the top right) to be entered!
[bild]
[m]%STANDORTNAME%
[m]%INHABER%
[m]%STRASSE%
[m]%PLZ% %ORT%
[m]%TELEFON%
[m]%USTID%
Customer: %KUNDENNAME%
Description|[mr]EUR %
*POSITION:
%POSITION%|[mr]%POSITIONPREIS% %TAXRATE%
**DISCOUNT:
%RABATTGRUND%|[mr]%RABATTWERT% %TAXRATE%
**
*
*TOTAL DISCOUNT:
%RABATTGRUND%|[mr]%RABATTWERT% %TAXRATE%
*
Total|[mr] %RECHNUNGSBETRAG%
[m]Paid|[m]Change|[m]Method
*PAYMENTS:
[m]%BEZAHLT%|[m]%RUECKGELD%|[m]%ZAHLUNGSART%
*
[w=2]|[m]VAT %|[m]Net|[m]VAT|[m]Gross
*TAX:
[w=2]%TAXRATE%|[m]%TAXPERCENT%|[m]%NETTO%|[m]%ONLYTAX%|[m]%BRUTTO%
*
Previous Points Balance|[m]Today's Points|[r]Current Points Balance
%PUNKTEVORHER%|[m]%PUNKTEHEUTE%|[r]%CURRENTPOINTS%
Receipt|[m]Date|[m]Time
%RECHNUNGSNUMMER%|[m]%DATUM%|[m]%UHRZEIT%
Served by: %MITARBEITER%
%ABSCHLUSS%
Example of a valid receipt structure with cashier service details
[bild]
[m]%STANDORTNAME%
[m]%INHABER%
[m]%STRASSE%
[m]%PLZ% %ORT%
[m]%TELEFON%
[m]%USTID%
Customer: %KUNDENNAME%
Description|[mr]EUR %
*POSITION:
%POSITION%|[mr]%POSITIONPREIS% %TAXRATE%
**SUBPOSITION:
%SUBPOSITION%|[mr]%SUBPOSITIONPREIS% %TAXRATE%
**DISCOUNT:
%RABATTGRUND%|[mr]%RABATTWERT% %TAXRATE%
**
*
*TOTAL DISCOUNT:
%RABATTGRUND%|[mr]%RABATTWERT% %TAXRATE%
*
Total|[mr] %RECHNUNGSBETRAG%
[m]Paid|[m]Change|[m]Method
*PAYMENTS:
[m]%BEZAHLT%|[m]%RUECKGELD%|[m]%ZAHLUNGSART%
*
[w=2]|[m]VAT %|[m]Net|[m]VAT|[m]Gross
*TAX:
[w=2]%TAXRATE%|[m]%TAXPERCENT%|[m]%NETTO%|[m]%ONLYTAX%|[m]%BRUTTO%
*
Receipt|[m]Date|[m]Time
%RECHNUNGSNUMMER%|[m]%DATUM%|[m]%UHRZEIT%
Served by: %MITARBEITER%
%ABSCHLUSS%
Cash Register: Basic Settings
Set up the basic settings for your cash register here and determine how the cash register system and registered appointments behave.
Taxes
If you want the VAT to be displayed in the cash register process, you can enable this. You can then also edit the tax in the cash register process.
Revenue Assignment
When moving appointments, the revenue assignment is not automatically transferred to the new employee. If you want the reassignment, you can enable it here. Employee revenues are relevant for employee reports such as the Barometer.
Price Changes
If you change the prices of your services, the new prices will not be applied to already scheduled appointments. If you still want the prices to be adjusted for already booked appointments, you can set this here.
Please note that customers may in this case refer to the conditions at the time of booking and could file complaints.
Color for Registered Appointments
If you set a color here, registered appointments can be visually distinguished better from unregistered appointments. The original color of the appointment is replaced by the selected color.
Show Icon for Changed Prices
If you want to recognize changed prices from your employees directly in the calendar, you can enable this. A lightning symbol appears on every appointment with a manually changed price:
Combined Receipt
With the "Combined Receipt" function, you can pay for multiple appointments together. Learn more about it here.
Cash Register Process
Generally, the payment method must be selected in the cash register process before it can be completed. If you very frequently receive cash payments, you can enable the "Automatically pre-select 'Cash' as payment method" function.
Attention: Pre-selecting a payment method can increase the error rate.
Cash Register: Ignored Services
If you want certain services not to appear in the checkout process, you can define them here.
If you mark services in this list, they will not be listed in the checkout process.
Invalid cash register status
If you receive a warning during a daily closing that the cash register balance is invalid, this is because you have modified daily closings in the past and this has changed the cash register balance. These changes are properly documented, but they result in the printouts of daily closings in the meantime containing an invalid cash register balance.
In the case of an operational audit, such phenomena as invalid cash register balances are immediately flagged and typically the period is estimated. Therefore, make sure that you count the cash register balance daily and completely avoid subsequent changes that affect the cash register balance. The reason is that a subsequent change affecting the cash register balance proves that you did not verify the cash register balances in the meantime.
Causes
This can have several causes. In any case, however, it is due to negligence in cash register management.
- Gratuity was frequently paid by card on this day, which should have been taken from the cash register. However, this did not happen, so it was not noticed that the given gratuity remained in the register.
- Entries were cashed incorrectly or forgotten to be cashed.
- The actual cash balance from the previous day did not match the total in the daily closing. Either the register was not counted or the difference was not corrected.
If you need to make a subsequent change for a specific reason (theft, forgotten gratuity withdrawals, etc.), try to document the changes extensively. You should then, if possible, reopen all daily closings in the meantime, regenerate them, and reprint them. All daily closings will then be marked with a note that is traceable.
Example of a warning following a retroactively made entry affecting the cash register balance:
In this case, an additional cash receipt was entered before 4/12/2019, so all subsequent daily closings and already saved daily closings will contain this warning.
Custom Chart of Accounts
To correctly post your closings, the chart of accounts in your cash register system must be set up correctly. Your tax office can inform you which chart of accounts you should use. In the Belbo cash register system, you have the chart of accounts SKR 03 and SKR 04 available.
1. Set up your own chart of accounts
Once you have activated the cash register system in Belbo, a chart of accounts is already set up. This can be modified or edited:
- Click "Settings" in the calendar and then on the "Own Chart of Accounts" module. If it is not activated, you can activate it by clicking "Add Function".
- Switch to the "Accounts" menu item
- Here you can see which chart of accounts is currently active and can change it if necessary.
2. Add accounts
You can add additional accounts to your chart of accounts, for example if you want to create new expense templates or set up revenue accounts.
- In the "Own Chart of Accounts" module, select the "Accounts" menu item.
- Click the "New Account" button and enter the desired data.
- Required fields are account number, name, and description. Only fill in the other fields if you are sure what they mean.
- To create a new expense or revenue account, the data mentioned above is sufficient
3. Standard chart of accounts
In order to create daily closings, certain accounts must exist in the chart of accounts. This also depends on the settings made in the account. The "Chart of Accounts" setting of the cash register is central here.
Please consult with your tax office before commercial use of the Belbo cash register system to determine which chart of accounts you should use.
SKR03
- 8400 - Revenue - this only needs to exist if the standard revenue account is stored in a service or product group.
- 1576 - Deductible input tax 19%
- 1571 - Deductible input tax 7%
SKR04
- 4400 - Revenue - this only needs to exist if the standard revenue account is stored in a service or product group.
- 1406 - Deductible input tax 19%
- 1401 - Deductible input tax 7%
Cash Register: Report Settings
In the report settings you can determine how your exports are structured.
Display Employee Detail PDF
If you enable the "Single page per employee" option, your employee detail PDFs will be structured on individual pages per employee. This makes sense if you use this document regularly for employee meetings and need a printed individual page for each employee.
Employee Detail PDF without "Single page per employee"
Employee Detail PDF with "Single page per employee" enabled
Set bond width
With the Belbo cash register system you can print receipts. If the printout doesn't quite match your paper format, you can adjust the width and margins of the receipt yourself.
Receipt is cut off on the left
If the first characters of each column on your receipt are cut off, you can specify in the printer settings what distance the print should have from the margins.
- Click on an already completed appointment in your calendar and select the "View Invoice" button.
- Click "Print Invoice" in the invoice overview.
- Your printer's print dialog will open.
- Under Margins, click on "More Settings" (term may vary slightly) and specify that the margins should be custom.
- Margin markers will appear in the print preview, which you can drag with the mouse to the desired position. A few millimeters are usually sufficient.
Cash Register System Settings
In the basic settings of your cash register system, you can make essential settings. You can find an overview of the most important functions of your cash register system here.
Activate Cash Register System
Only when the cash register system is activated can you use it in your Belbo calendar. Please deactivate your cash register system only if you no longer wish to use it. Afterwards, the cash register and all associated buttons will be hidden from Belbo.
Cash Register Usage From
The start date of cash register usage is always one day before the actual start of usage. This is relevant for calculating the cash register balance and displaying data in your cash register. Please do not change this date without consulting the Belbo team!
Send Daily Closing via Email
If you wish, the daily closing can be sent via email to a specific address. This allows you to ensure that you save all created daily closings in PDF form.