Cash in and out, end-of-day closing, X and Z reports, cash book

Cash that does not come from sales is posted as cash in or out. At the end of the day, the end-of-day closing wizard guides you through the cash count and Z report. The cash book gives you an overview of all POS registers.

#Cash in and out

Menu → Cash in and out:

1. Choose the type:
   • Change float – put the opening balance into the till at the start.
   • Deposit – put cash into the till, e.g. from the safe.
   • Withdrawal – take cash out, e.g. for the bank, the safe or expenses.
   • Tip payout – give staff tips in cash from the register, e.g. tips given by card. At most the register's tip balance, which the POS shows; this requires the permission Pay out tips to staff.
2. Enter the amount on the keypad.
3. For deposits and withdrawals, tap a Posting reason; you write your own text via + Own text (without maintained reasons, directly in the text field). Change float needs no reason.
4. Post change float, Post deposit or Post withdrawal.

You can also reach Cash in and out via the banknote icon at the top of the POS (see Cash balance at a glance). The permissions are separate: Book deposits and change at the POS for change float and deposits, Book withdrawals at the POS for withdrawals. You maintain posting reasons under Sales → Settings → POS → Reasons (pay-in reasons and pay-out reasons). As soon as a reason is maintained there, one must be chosen – see POS settings.

#End-of-day closing step by step

Menu → End-of-day closing opens the wizard with four steps – five on POS registers with a card terminal:

1. Parked receipts – receipts parked at this POS must be completed before the Z report (as in JTL-POS): Resume and pay, Delete individually or Delete all (cancelled transaction) – each with a reason. Only then can you continue; if a receipt is still open at the POS, pay or cancel it first. Without parked and open receipts, the wizard starts directly at the cash count.
2. Cash count – count notes and coins. Tap a row and enter the count on the keypad (Enter jumps to the next row) or use plus and minus. On the right you see Counted, Expected per cash book and the Difference. Via the X report (interim report) button, you can view the X report in between.
3. Cash withdrawal – skim off cash, e.g. for the bank or safe. Enter an amount or tap All notes, Notes from €20 or Everything, choose a posting reason and Post withdrawal – or Continue without withdrawal. The withdrawal is taken from the counted notes and coins; the rest remains as change float.
4. Terminal closing (only with a card terminal, optional) – Start terminal closing closes the card transactions at the terminal; the POS shows the result and the receipt from the terminal. Continue to Z report or Continue without terminal closing goes to the last step (see Terminal closing at the card terminal).
5. Z report – overview with counted, withdrawal, expected and difference, plus receipts and revenue since the last closing. Optionally add a Closing note (e.g. the reason for a difference), then Create Z report and confirm.

The Z report closes all receipts since the last closing and is final. The POS posts a difference as a separate receipt (Cash difference); afterwards the cash balance matches the count. Print Z report prints it, Done closes the wizard.

Gross revenue on the X and Z report contains no transitory items: payments on orders, voucher sales, deposits and staff tips are listed separately under Transitory items – as in the DSFinV-K export. The Tips section shows tips collected and paid out and the register's tip balance. The Z report also shows the allverto software version.

#Who may do what?

#X report (interim report)

The X report shows sales and cash balance since the last closing without closing – as often as you like, it posts nothing. You open it via Menu → X report (interim report) (Transactions group) or via X report at the banknote icon at the top, without opening the end-of-day closing:

1. Cash count: count notes and coins as in the end-of-day closing. The POS shows Counted, expected and Difference – without the permission Show cash balance at the POS only Counted (blind).
2. Continue to X report – the X report with the count result. If you don't want to count, tap Skip counting.
3. Print X report prints it, Refresh loads the current state, Count takes you back to the cash count.

In the end-of-day closing, the X report (interim report) button opens the X report; Back to closing takes you back. This requires the permission Interim report (X report) at the POS.

#Terminal closing at the card terminal

The terminal closing is the card terminal's daily closing: it closes the card transactions and submits them to the payment provider. On POS registers with a terminal you trigger it in two ways:

• in the end-of-day closing in the Terminal closing step, or
• at any time via Menu → Terminal closing (Device group).

Start terminal closing contacts the terminal. Afterwards the POS shows whether it worked and – if the terminal provides one – the Terminal receipt. Every terminal closing is recorded in the POS log. SumUp and Stripe don't need a terminal closing; the POS then just tells you so.

#POS log at the POS

Menu → POS log (Transactions group) shows this POS's events: TSE failures, sign-ins and operator changes, cash drawer, parked receipts, digital and email receipts, card refunds, terminal closings and changed settings. The default is the last 30 days; you change the period at the top right. You can search the log and filter by type. This requires the permission View the POS log at the POS; without it, the entry is not shown in the menu.

If a booking fails after the TSE has already signed (e.g. because the connection drops), the TSE transaction is listed in the POS log as TSE without receipt with its transaction number – so the gap remains explainable during a cash register inspection. Everything that can still fail (storage bin, invoice, credit note) is checked by the POS before signing.

#Cash book

In the ERP you find the cash book under Sales → Cash book – in the area menu in the POS section directly below Open POS, and in the left sidebar also below Open POS. The entry appears as soon as a POS has been set up. It contains:

• Cash book – cash movements with Opening balance, Closing balance and running balance
• Daily sales – per POS and payment method (Cash, Card, Voucher / invoice / other; custom payment methods appear under Other)
• Receipts and Z reports

Filter by POS (All POS terminals or a specific one) and period. The cash book requires the permission Cash book, POS reports and DSFinV-K export.

The permission Cash book, POS evaluation and DSFinV-K export is sufficient – the permission Operate the POS is not needed. Daily sales lists transitory items (payments on orders, voucher sales, deposits, tips) in a separate column; they do not count as POS revenue. Z reports shows the closings in the selected period. With very many entries, Receipts (at most 2,000), Z reports (1,000) and Cash book (20,000) point out that you should narrow the period.

#DSFinV-K export for cash register inspections

Choose a POS and click DSFinV-K export. You get a ZIP file with all Z reports in the period, in the format the German tax office expects during a cash register inspection (Kassen-Nachschau). The export also contains:

• Aborted receipts (cleared receipts and deleted parked receipts) with amount 0,
• Tips as a separate business transaction (to employees without VAT, to the employer with tax),
• Deposit and deposit refund as separate business transactions,
• Single-purpose vouchers – sale taxed, redemption without taxing again. Whether a voucher item is a single-purpose voucher is set in the item's Prices tab with the Single-purpose voucher switch,
• the TSE certificate and the External POS ID, if you entered them (see TSE export and ELSTER notification),
• References of cancellations and returns to the original receipt with its receipt number and POS – for a return in the cart per line,
• every TSE used for signing in the period, each with its own TSE ID (e.g. after switching from the cloud TSE to a hardware TSE),
• the allverto software version for each Z report.