Tag: Bon

Display customer data on receipt and A4 invoice

Should your company exceed the small amount invoice limit of § 33 Sentence 1 USTDV (PDF), additional data such as customer name and address must be added to receipts and invoices. With belbo, this is possible if this data is maintained in the customer record.

This article is particularly relevant for users from Germany.

This article describes technically how you, as a belbo cash register user, can display certain customer data on receipts and invoices.
Please note that we cannot provide binding legal advice. Please consult with your tax office to determine whether and in which cases the legal requirements according to § 33 Sentence 1 USTDV apply to your company.

Step 1 · Create customer fields

To display a customer's address on the receipt, you must store this data in your customer records. You can create corresponding customer fields if they do not already exist.

Go to Settings and select Customer Settings > Customer Fields.

Click on + Customer Field.

Assign the name of the field. For the address, you need 3 fields: "Street", "Postal Code", and "City".

Set the field type to Text.

Optionally specify the tab and save the new customer field.

Step 2 · Populate customer fields

Now you will find the corresponding customer fields in each customer record and can fill them in.

Note: If you have an Excel or CSV file with this data, the address information can also be imported into existing customer records.

Step 3 · Enter customer fields in the receipt header

You can then insert these customer fields into receipts and invoices.

The text placeholders entered here will be displayed on receipts and invoices and replaced with the actual data of the customer who made the transaction.

Please also note the legal requirements for receipt issuance obligations.

Invoice Design

In the invoice design, you can define how your receipts and invoices are formatted.

You can access this area via Settings > Invoice Design
If this function is not enabled, it can be activated via "Settings > Add Function".

Invoice Elements

Enter your company's key data here. If not specified otherwise, the location address will be used. Only fill in this field if your location address differs from the address of the invoice issuer shown on the invoices.

Receipt Design

Logo

You can upload a logo here. Logo graphics should be black and white and have high contrast so your receipt printer can display them correctly.

Receipt Header

If you want to display additional information in the header area of the receipt, you can enter it here. In addition to freely selectable text, you can also use text placeholders. If you use the text placeholders "Customer Name" or the customer's address fields, this data will be taken from the customer file. The prerequisite for this is that you have created these customer fields in the customer settings and your staff fills them in carefully. You can find instructions on creating and integrating this data here.

Receipt Footer

If you want to display additional information in the footer area of the receipt, you can enter it here. At this point, for example, you can draw attention to online booking or current promotions.

Receipt Structure

You can design the appearance of your receipt yourself. You can learn more about receipt structure here.
Please note that this is a complex setup. If used improperly, receipts may not be able to be printed.

A4 Invoices

In principle, a receipt is available for each invoice, which can be issued via your receipt printer. In addition, you can create invoices in A4 format. Once this function is enabled, you will receive a new button in the cash register, through which you can send A4 invoices as PDF either by email to the customer or print them on a suitable printer.

In this context, please also note our information on receipt issuance requirements in Germany.

Example of an A4 invoice

Payment Notice for Payment on Invoice

If you offer the payment method "Invoice", you can store a custom invoice footer for this payment method. Here you can enter your bank details and further payment instructions. This information will only be printed on the invoice if the customer pays by invoice. If another payment method is selected (e.g. "Cash" or "Card"), the footer you entered under "A4 Invoice Footer" will be used.

Email

If you want to send A4 invoices to your customers, you can trigger email delivery during the checkout process. The email text is a standard text.

If you want to write your own text, you can do so under Settings > Invoice Design > Email. Here too, you can use placeholders to insert, for example, the customer name.

You can download detailed cash register documentation here.

Cash Register: Settings – Receipt Printer

Printer IP

In combination with your Belbo Box, you can now print receipts fully automatically.
For more information about the Belbo Box, please visit here.

Receipt Width

Here you can specify how many characters your receipt printer can display side by side. The optimal width depends on your receipt printer. First try a width of approximately 30 characters and then determine the correct width for your device through test prints.

For detailed information about the Belbo cash register system, please refer to our cash register documentation (PDF).