Hypersoft procedure for cancellations
Hypersoft has some special cancellation functions that are generally used to give employees the ability to carry out cancellations correctly themselves and at the same time retain control over the cancellations. Authorisation management and versatile evaluation options help here. The motivation to offer employees the opportunity to book cancellations themselves comes from the conviction that, in order to build a loyal team, you should also promote the personal responsibility of the operators (in no case does a ban on cancellations help you in practice, but rather knowledge about cancellations with and without the use of goods). Irrespective of this, cancellations in Germany should be booked as soon as possible in connection with the actual event that they represent. Thus, by prohibiting cancellations, you would even contribute to the fact that your business transactions would not be recorded correctly.
For the naming and technical possibilities of the cancellation levels, we refer to the chapter Cancellation bookings in practice In the context of cancellations, we also always mention our loss management, as described under Loss management in practice, because this is the only way you can record and evaluate the important difference between cancellations with and without the use of goods.
We would particularly like to highlight the possibility of logging cancellations before an order is placed and distinguishing cancellations after a transaction has been completed from other cancellation levels. It is also a special feature that, in the event that you do not allow an operator the rights for "all" cancellation levels, you have the option of using the cash register function Work as operator or Phantommodus on behalf of other operators to also use such cancellation levels. For the traceability of such activities, the Hypersoft system even has the option of saving both operator names with the bookings so that you can see and evaluate who has booked or cancelled in whose name.
Certain adjustments to the cancellation procedures are applied in the eSolutions area and especially at the Self Order Kiosk (SOT) when used by users, as you can read here:
Hypersoft process with eSolutions
Cancellation before order from a fiscal point of view
For example, a cancellation before order is: Open table 3, 1 x Coke, -1 Coke, New balance (maybe the operator got the table number wrong). As the table in this example does not contain any other entries, the transaction is discarded with a new balance and no receipt is issued. In fact, however, the bookings are signed in the TSE, once positively and once negatively. These are also saved in the booking journal and output during the journal export.
In a slightly different example, the operator books: Open table 5, 1 x San Pellegrino, -1 San Pellegrino, 1 x Evian, New balance (the operator had made a mistake in the article). As the table in this example contains a booking, a business transaction is created for table 5 as an open order. Table 5 is present and the operator sees the booked Evian. In fact, however, all three bookings are signed in the TSE, once positive and once negative and once positive. These are also saved in the booking journal and output during the journal export. In addition, the following happens:
Dealing with cancellations before orders from a programme perspective...
In order to offer the operator the familiar behaviour of POS systems, bookings are hidden by the Hypersoft system, namely the bookings 1 x Coke and - 1 x Coke, but the bookings remain in the process. The hiding of these bookings takes place both at the cash register systems and at the customer monitor. With the later transaction closure, these are saved in the booking journal and output with the journal export.
Reverse Before Order records when operators create offsetting entries for entries that have not been closed by New Balance or any other command and for which an order receipt has not yet been printed. The posting and the offsetting entry are hidden. You can, however, display these bookings in the transaction details.
The recording of such bookings is explicitly required and is thus one of the standard requirements of a compliant system. View in cashier mode in the transaction list with fade-outs:
The same transaction is then displayed in the Cashier Mode as a Transaction Details view with no blanking:
If you split the invoice or transfer the transaction, the hidden entries remain in the transaction. If only the hidden entries remain, the process is automatically completed with signing and journal entry.
Cancellation after order from a fiscal point of view
The reversal by order generates offsetting entries for postings that have already been communicated to the production points after the new balance. These counter entries are stored visibly for the operator, so he can make sure that he has carried them out.
Return cancellation from a fiscal point of view
When reversing returns, you create "offsetting entries" without checking the existence of an original posting. Return cancellations can be posted to in any transaction. You can therefore post a return without being in the transaction with the original posting.
Correction reversal from a fiscal perspective
In an adjustment reversal, you also create "offsetting entries" without checking the existence of an original posting. A booking is therefore made with a negative quantity and a unique "correction reversal (cancel mode)". In addition, a booking is made for a loss of € 0 turnover (the reason for the loss can be set in the cancellation reason). However, the loss booking of a correction reversal is not evaluated in reports.
Press the correction reversal if no process is open, because an extra process is opened for the correction reversal. In addition, you will be asked for which operator you would like to cancel. Correction cancellations are therefore for the case that operators have not previously cancelled (possibly were allowed to) and that the cancellations are posted after a reconciliation.
This type of controlling workflow works, but leads to less traceability of the booking data and does not comply with the German GoBD regulations when it comes to booking as promptly as possible.
If cancellation reasons for correction cancellation have been defined, the list is displayed for selection. This reversal reason can be defined with a loss reason. The bookings are written in the booking journal with the reason for cancellation. If a reason for loss is stored, this is also written in the posting journal.
Further topics: Cash register function Correction cancellation
Edit" process from a fiscal perspective
This is an older but common term for the function:
Authorised transaction correction with log copy
(incl. protection mechanisms for invoices)
The "Authorised transaction correction with log copy" function enables controlled post-processing of individual business transactions without changing the original data record.
Standard and previous day function
Intraday corrections: Each transaction can be processed within the current business day.
Corrections from previous days: Authorised users can also correct transactions from previous business days using a separate system setting.
Procedure for each correction
Copy of the original process → Original remains archived unchanged.
Open transaction copy → Changes (cancellations, additional bookings) are logged with time stamp, user ID and change type.
Completed log copy with negative postings → neutralises the original transaction in the daily balance.
Both copies or the bookings they contain are given the same date and time based on the copy execution.
Automatic cancellation document if an invoice has already been created for the transaction.
Protection mechanisms for invoices
It is not possible to change transactions that were completed with the invoice form type to a "free form type" (without invoice character).
A change is only permitted if a cancellation document has previously been created for the original invoice.
When an invoice transaction is reopened, the system automatically creates a cancellation document with a reference to the original invoice and enters it in the invoice journal.
Organisational note: Operators must be instructed to collect cancelled original invoices and file them together with the cancellation voucher in order to prevent misuse.
Internal technical designations
The DOCUMENTNO field indicates the invoice number - not the form type number or ID.
The document number "0" is generated if a transaction is completed without a form or with a form type that does not use an invoice number.
Further topics:
Process" transactions after the end of the day
Authorizations for operation handling
Examples of signings from full-service practice
Monitor reversal after completion
Process transactions after daily closing from a fiscal point of view
With the global station setting "Change operations after daily closing", you can also use the Edit operation function for operations before the last daily closing. Offsetting entries are created, but the reports can therefore change.
Exception Austria...
Unfortunately, this function is not possible in Austria due to the Cash Register Ordinance and the Change transactions after daily closing button is therefore blocked for Austria.
Further topics: Loss management in practice
Back to the overarching topic: Fiscal Law on the Application Decree on Section 146a AO