This video briefly explains how to process a split payment in Belbo:

Cost estimate: A new customer field type "Multiple Products" allows services & products to be stored in the customer file, which can also be sent via email. Users without a Belbo cash register system can also use this function.

Requirements for creating and sending cost estimates

• A customer field must be created in a separate tab for the estimate.
• A direct message template with a corresponding placeholder must be created

Create file tab and customer field

Under Settings > Customer Settings, a new tab can first be created:

Then a customer field can be created in this file tab:

We recommend storing the field in a separate tab with width 3:

Create direct message template

Under Settings > Email Settings, an email template can now be created as a direct message. Here you can add the "Cost estimate" placeholder in the "Text placeholders" menu at the desired location.

Create cost estimate in customer file

The "Cost estimate" tab can now be found in all customer files. Here you can assemble products and services. The prices of all linked services & products are summed up.

Send cost estimate

In the "Messages" tab, an email can now be sent to the user. The direct message template created above is selected and the message is sent to the customer.

The customer now receives an email with a list of the assembled items:

If a customer misses an already paid appointment, you can transfer the payment as a courtesy to a new appointment. Here's how to proceed:

Option 1: On the day of the paid appointment

1. Cancel the missed appointment
2. Remove all services from the appointment and use the "Add deposit" function
3. Enter the paid amount and complete the process with the payment method of the original appointment.
4. For the customer's future appointments, the deposit can then be redeemed.

Option 2: The paid appointment is in the past

From an accounting perspective, past appointments cannot be cancelled. In this case, proceed as follows:

1. Create a return for the appointment in the past
2. Create a deposit in the amount of the return using the "Add deposit" function
3. Complete the process - no payment method needs to be selected since the invoice amount is 0.00.

If you offer gift cards with a barcode already printed on them and want them to be loaded when purchasing gift certificates, you can link these cards with the gift certificates sold in Belbo. During redemption, the card can be scanned to deduct the redeemed amount from the balance.

Plastic cards with individually printed barcodes can be obtained from print shops or online. We recommend our partner Krämer Consulting & Conversion.

Activate card linking

In the gift certificate settings, the function can be activated under Settings > Special Settings (1). If you wish, you can restrict the sale of gift certificates to the sale of gift cards (2).

Link gift certificate sale with card

When selling a gift certificate, you can now link the card with the gift certificate value and load the card accordingly.

1. Add the gift certificate to the checkout process.
2. Use the "Link with Card" button.
3. Scan the barcode on the card.
4. Complete the checkout as usual.

The same card can also be linked in further checkout processes to reload it.

Redeem gift card

The loaded card can now be scanned during redemption to be (partially) redeemed. To do this, scan the barcode when the mouse cursor is in the gift certificate number search field.

With Belbo you can grant customer credit. The customer can then pay the next time. How you can pay "on account" you can find out here. This article is about the customer paying in the following appointment by cash, EC card or similar.

Create payment method "customer credit"

1) Create a customer credit account in the "Own Chart of Accounts" function. Discuss with your tax office what the accounting account number (usually 4 digits) should be. However, this number can be changed at any time later.

2) Enable the option "Offer as payment account when cashing up".

3) Enable the option "Each customer receives its own account of this type."

Grant customer credit

If a customer wants to pay part of his invoice the next time, now select the payment method "customer credit". Please note that you should definitely use a customer profile in the appointment so that the claim does not get lost.

Settle customer credit

From now on, the credit appears in all cashier transactions next to the "Redeem voucher" button in the cashier process. If the customer has received credit, the corresponding value appears there. You can then resolve the credit the next time.
Simply click on the credit to add the amount to the current appointment.

If you want to add additional payment methods to the payment methods selectable in your cash register, you can do this yourself.

1) Add account to chart of accounts

First, an accounting account for the new payment method must exist in the chart of accounts of your cash register. These accounts have a name and a number (usually 4 digits). If the desired account does not yet exist, you can add it. However, it is not permitted to simply rename a payment account that was previously used for other purposes, for example if you discontinue credit card payment but introduce a new payment method at the same time.

Account number

Please consult with your tax office to find out which number must be assigned for the payment method. The number can be changed at any time. If you need the payment method quickly, you can choose a provisional number and add the correct information from your tax office as soon as possible. Each account number can only be used once. If the account mentioned by your tax office is already in use, please clarify this.

Name

You can assign the name of the payment method freely. We recommend not making it too long so that your cash register buttons remain clear. The name can be changed at any time. Please note the special features when naming voucher accounts (see below).

Create new account

1. In the "Custom Chart of Accounts" function, click "+ Account".
2. Assign a number and name for the account and save your entry.
3. The account is now saved and available to you. The following section explains how to define it as a payment method.

2) Define account as payment account

1. Open the account that should be defined as a payment method.
2. Enable the option "Offer as payment account when cashing" and save the change.
3. In special cases only, another option needs to be set.

3) Order of payment methods in the cash register

The new payment method is immediately visible in your cash register and can be used as a payment method. You can set the order of the buttons in the "Custom Chart of Accounts" function. If you accept cash payments, we recommend always placing this button first.

1. Under Settings » Custom Chart of Accounts » Payment Accounts you will find all accounts that are available as payment methods in your cash register.
2. You can change the order by dragging the row with the mouse at the cross button on the far right to the desired position.
3. The changes take effect immediately.

View of payment methods in the cash register:

Your new payment method is now set up!

Special features when naming voucher accounts

Normally you already have the payment method "Vouchers" in the cash register when you start with Belbo. However, if you want to distinguish between different types of vouchers, you can add additional voucher payment methods. Payment by voucher opens an input dialog where the voucher code can be entered. To also call up this dialog for self-created voucher payment methods, the name of the account must begin with the word "Voucher" or "Vouchers".

Special features when setting up card payment accounts

If you have connected your card reader via Belbo-Satellite, your cash register can send the amount to be paid to the device. If you have added a new card payment method, your cash register must be told that these amounts should also be sent to the device.

1. Under Settings » Card Terminal » Assignment you will find all payment accounts.
2. Enable the "Terminal" option here for all payment methods that should send the amount to your card reader.
3. The changes take effect immediately.

Posting groups

You may want to distinguish between different card types from an accounting perspective. In this case, these cards can be created as separate payment accounts. To still have a clear summary of these payment methods and their totals in the cash register, you can add a posting group to these accounts. It is important when naming the posting group that it has the same spelling in all related accounts.

When creating the daily closing, you will then receive an overview that shows both the individual card types and the total sum of all payment methods in the posting group.

If your customer realizes during payment that they don't have enough money with them, you have several options to respond.

Recommended option: Customer transfers the amount

This procedure is the recommended approach. For this, we recommend you set up a payment method "Bank Transfer/Invoice". Similar to other payments, you can then track that the customer has settled the amount differently. You can then regularly list the payment methods in the cash register and check whether they have been settled. If it has been settled, store this information accordingly as a comment.

1. Create a new account "Bank Transfer/Invoice" and mark this account as "Payment Account". Ask your tax advisor for an appropriate account number for accounting.
2. Store your bank details in the A4 invoice footer.
3. You can then use this method to process cash transactions.
4. Send the invoice using the email function.
5. Once the customer has transferred the funds, you can store this information in the payment overview of the cash register.

   Cash Register: Payment Overview

Note: Creating/deleting/editing payment accounts can lead to irreversible problems in your cash register system. We recommend that you do not simply "try this out" but discuss it seriously with your tax advisor.

Customer wants to pay next time

For this, we recommend this article: Customer Credit

Pitfalls

We would like to point out here:

• Processing the payment the next day (if the customer brings the amount in cash) is not compliant with the law.
• Reducing the amount to 0 euros via discount and supplementation at the next appointment is possible, but not recommended. Please discuss this with your tax advisor.
• Rescheduling the appointment to the day when the customer wants to pay is not compliant with the law.

The Belbo cash register system is GoBD-compliant and can be equipped with a Technical Security Device ("TSE"). If you would like to start with the Belbo cash register, we ask you to observe the following:

Testing the Cash Register

After you have activated the cash register in your Belbo calendar, you can test the functions extensively. Since this will generate entries that should not later be included in the "actual" cash register documents, it is possible to start the cash register "properly" from a specific date.

Starting Cash Register Usage

We have compiled all information on the TSE here: /belbo-tse/
Please also ask your tax office about the deadlines applicable in your federal state!

To be able to start using the cash register system, we need the following information from your tax office:

• Standard chart of accounts (SKR 03 or 04)
• Regular expense types that are taken from the cash register (advertising costs, cleaning costs, postage costs, etc.) and the associated accounting accounts to which these expenses should be posted
• If desired, the expenses can be provided with a posting key (please note)
• Accounts for voucher sales and redemption
• Are the vouchers taxed at the time of sale or at redemption?
• If service packages ("subscriptions") are offered: Are the service packages taxed at the time of sale or at redemption?
• Cash transfer accounts (Example: 1600 to 1460)
• Email address of the tax office in order to obtain a separate accounting access
• Advisor and client number

Please note the following information:

• Make sure that you and your employees have read and understood the rules in the Belbo Cash Register Manual.
• Inform us one day before the planned actual start of the cash register balance for the evening.
• Discuss with your tax office from when you are required to use a Technical Security Device ("TSE") in your business. This must be ordered from Belbo.

In the payment overview of your POS, you can view all payments from past months. This view is particularly useful for documenting payments made on invoice.

If you accept payments on invoice, you can select the payment type in the payment overview to get an overview of all appointments to be settled by invoice. Once a customer has paid the invoice, this can be noted here.