Hypersoft procedure for cancellations
Hypersoft has some special cancellation functions, usually designed to give staff the ability to correctly execute cancellations themselves while maintaining control over the cancellations. Authorisation management and versatile evaluation options help here. The motivation to offer employees the possibility to book cancellations themselves comes from the conviction that in order to build a loyal team, one should also promote the personal responsibility of the operators (in no case does a ban on cancellations help you in practice, but rather the knowledge about cancellations with and without the use of goods). Regardless of this, cancellations in Germany should be booked as soon as possible in connection with the actual occurrence 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 emphasise the possibilities of logging cancellations before an order is placed and distinguishing cancellations after the completion of a transaction from other cancellation stages. 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 the programme's point of view...
To provide the operator with the familiar behaviour of POS systems, bookings from the Hypersoft // system are hidden, namely the bookings 1 x Coke and - 1 x Coke, but the bookings remain in the transaction. 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 (may have been allowed to cancel) 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 documentation: Cash register function Correction cancellation
Process from a fiscal point of view
You can use Edit activity to reopen completed activities until day-end closing. For each posting contained in the transaction, an offsetting entry is created (if the transaction was closed by invoice, a reversal document is created) and a new transaction with the former postings is opened at the same time. With this method, the postings receive the status Reopen. The operator can add new bookings or remove existing ones. You can use an authorization setting Reversal after closing to determine whether postings with the status Reopen can be reversed. In addition, there are authorizations to transfer or split Reopen postings. With the authorization for cancellation after completion, the operator can use cancellation after order (since no further function is required).
Further documentation:
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 ward 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...
In Austria, this function is unfortunately not possible due to the Cash Register Ordinance and the button Change transactions after daily closing is therefore blocked for Austria.
Further documentation: Loss management in practice
Back to the parent page: Fiscal Law on the Application Decree on Section 146a AO