Fraud Protection Preliminary financial statements
Please note that in Germany, bookings must be signed in a TSE when presenting the receipt for payment. Therefore, you cannot use this function with receipt printing correctly together with a German TSE system. See Provisional closure of operations not compatible with TSE.
When you work in a restaurant, the requirements for completing an operation are many and varied. Normally, a payment document is presented to a customer without it being clear how the transaction is to be paid. However, the payment type should be fixed for evaluations and for the user settlement and the transaction should be posted accordingly. This fact requires an interim calculation.
The procedure that is usually used in gastronomy therefore deserves a close look: most cash register systems also determine the payment method when a transaction is completed. As a result, the correct method of payment is often not used. The process is then reopened (usually time-consuming), or the operators are given the alternative of creating any interim invoices to present them for payment. With such procedures, an unexpected repeat order from customers could even be perceived as annoying, or it would even be easier not to charge for this repeat order - regardless of the motive. The Hypersoft POS system even offers you several practice-oriented solutions for this circumstance, which we present in the following sections.
Automatic application for orders at payment terminals...
At the beginning of a payment order given to a payment terminal, it must be ensured that no further bookings can be made on the transaction from this point on. This is achieved with the automatic triggering of the cash register function Preliminarily Complete Transactions.
Blue tables are closed...
If a process remains in the status of provisional completion due to malfunctions (the table key is displayed in blue or the table is blue), the process can be processed further as described below in the section Cancel provisional completion.
Best practice: provisionally close processes
This function is deliberately designed to be sophisticated - which is precisely why it can be used in far more companies than it seems at first glance.
This is not an everyday tool, but a control and organisation element, ideal for:
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structured full-service operations
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audit-proof processes
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clear separation of performance and payment
Particularly in the context of company audits, tip regulations and subsequent payment changes, it is worth explaining the differences between the possible forms of transaction post-processing clearly to operators and categorising them correctly in your own process description.
Why not simply "edit afterwards"?
In practice - especially in full service - it has been shown that a relevant proportion of processes are subsequently adjusted, for example by:
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Change of payment method
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Adding a tip
However, the supposedly simple "subsequent editing" should not become the rule, but should be limited to genuine exceptional cases where further changes to the content are required in addition to the payment method and tip.
Temporarily finalising processes - the principle
With the checkoutfunctionComplete transactionsprovisionally, a transaction is set to a clearly defined intermediate status:
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The process has been completed in terms of content
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Only the payment method and tip can be added
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Further editing of the process is no longer possible
We expressly recommend using this function in combination with an interim invoice.
Use interim calculations sensibly
The interim invoice can:
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be a specially designed form that refers to the following effective invoice
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or - depending on the payment method - completely cancelled
The important thing is:
The legally valid invoice is only created when the payment method is posted.
Technical note on button assignment
If the function Temporarily close transaction is used on a button alone, it is functionally similar to New balance.
Therefore, make sure to add any necessary functions to your macro, e.g:
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manual receipt printing
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Resetting the price level
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Menu aisle release
Recalling a provisionally completed process
If such a transaction is reopened, the system automatically directs you to the "Payment type enquiry" checkout function.
This ensures that:
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no multiple interim invoices can be created
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the process is only completed correctly
The provisional financial statements are deliberately designed as a restrictive tool.
Hypersoft provides a controlled cancellation function for justified exceptional cases.
Further topics: Directory: Best Practice
A provisionally completed transaction can be fully released again using the Cancel provisional accounts checkout function controlled viathe corresponding operator authorisation.
This function is intended for accurate and responsible employees, e.g. in order to:
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understand the situation
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collect an interim invoice that has been issued
After cancelling, the multi-payment is automatically started in order to settle the transaction correctly.
Provisionally finalise transactions in conjunction with cash drawer
If a cash drawer is to be included in the provisional financial statements, we recommend the following procedure:
Add the cash register function Open cash drawer to the macro before the Preliminary close transaction function
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The drawer is not yet opened during provisional closing
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When the payment type is posted later, the system recognises the provisional closing and opens the cash drawer correctly afterwards
Note on logic:
If there are several keys with the function Temporarily complete transaction, the system searches for the corresponding cash drawer function in the order of the keyboard (from top left, line by line).
Further topics:
Back to the overarching topic: fraud protection