Use loss reasons

To be able to book losses at the POS system, first select a reason for loss and then book the corresponding item. The item is automatically posted without a sales price. On the loss report and the operator report (to the extent that it includes loss postings), losses are shown at purchase price and broken down by reason of loss.

Examples of how to handle losses:

  • A guest orders another sundae, as production has not yet started on the basis of the order slip, the operator can book a cancellation and order the new item. The customer can optionally specify a change order as the cancellation reason.
  • A guest complains about the ice cream sundae on delivery. The operator books the same sundae again, but with the reason for loss complaint. The first sundae is disposed of. If necessary, the return of the item complained about must be confirmed by the producing employee by signing the new order slip (with the reason for loss complaint).

If you do not want to give your operators permission to post losses, allow them to post cancellations and view them in operator accounting. You then simply rebook cancellations recognised as losses to loss reasons.

If you want to post entire transactions to loss, create a macro in cashier mode that applies the loss reason to the transaction.

If you want to "mechanically secure" the loss postings, create a "loss key" or a "loss card" (magnet or transponder card) by creating a virtual operator to whom you assign the key or cards along with the reason for the loss.

When issuing invitations and similar goods, make sure that you comply with the law. In Germany, for example, there is a limit of €35 per person per year in 2014 which can be given as a gift. If you invite someone to more, this may have tax implications. Clarify this in any case with your tax advisor.

Best practice: Protection against "false invitations"

The invitation trick - and how to avoid it

A "popular trick" in some businesses goes like this: A guest is first invited with consent - e.g. for a drink or a meal. The guests are delighted, but often order more afterwards. These repeat orders are no longer entered correctly in the POS system, but are added manually to the receipt. The total is correct in the end - but the tip is secretly increased by the unaccounted orders.

Result: The guest pays "well-behaved", but doesn't give it a second thought. The operator collects the value of the repeat orders as an additional tip. The company loses control and goods - without realising it.

The solution: Book invitations correctly - with guest control

This manipulation can be prevented with a simple function - and trust can be created at the same time. This is how it works:

Define a reason for loss, e.g:

  • "Invitation"

  • "Advertising costs"

Use a friendly text for the invoice, e.g:

"The team at [your name] invites you."

The operator posts the invitation to the cash register as normal - with this reason for loss. The invited item appears on the invoice with €0, clearly and transparently for the guest.

The effect

Advantage for guests Effect in operation
Guests see that they have really been invited No doubt, no recalculation necessary
No space for handwritten additions Operators must book correctly
Guests become aware when something is missing Manipulation is quickly noticed

Operators with bad intentions recognise the control and in many cases do without the trick

Fiscally correct - and clear for everyone involved

The function is not only practical, but also the only right way from a fiscal point of view. Because:

  • The invitation is posted correctly as a loss (cost of goods sold = credited)

  • Your tax advisor can write these off cleanly

  • The BWA remains transparent

  • The loss reports show the actual outflow of goods (e.g. for kitchen controlling or cash analyses)

Example: Invitation & loss on the same table

Other losses can also be posted without them appearing again on the invoice. If, in addition to the invitation, a bottle of wine is also booked as a loss due to "cork", for example, it does not appear on the invoice (as a defined internal reason for loss).

But: Everything is correctly traceable in the transaction details and in the loss report.

Conclusion: Invitation yes - but please make it comprehensible.

With the right technique, you enable your team to treat good guests generously - without losing control. And that creates trust among guests, operators and management.

Further topics: Best practice: Booking tips - correct, secure, tax-compliant

Check complex losses at the POS

In connection with larger events or depending on the workflow concept, it can be useful to control the losses from certain (large) operations. Open the corresponding transaction and press the cash register function Show reason for loss. The programme filters the process for losses and lists them:

In case of a very large number of losses, you can align the grouping according to responsible operator, for example, for orientation.

With the button Process info on you can call up details of a process similar to the Master Process overview:

Back to the overarching topic: Loss management in practice