Prepaid customer cards
Customer cards can be loaded with credit (so-called prepaid cards) and these credit balances can be used for payment. Here we distinguish between two different systems:
Variant prepaid cards with offline credit
Prepaid cards with offline credit store the credit in the chip of the data carrier.
Typical systems are the DIVA Box and Spider Network extension which are also supplied and installed by Hypersoft.
With Dallmayr Card interface, Hypersoft is also compatible with this map system.
In general, such a system requires the technical prerequisites to be able to access part of the data within the cards in order to store and debit the credit there "offline".
Due to the data in the Hypersoft system, there is also a database with a parallel turnover.
Variant prepaid cards with online credit
If you use this option, the credit is stored and organised in the data banks of the Hypersoft system.
For this, Hypersoft does not need to access the data in the maps or one can use maps that do not have to offer such possibilities. Only the card number is read and this is stored "online" with an account in the database.
Prerequisites for these pre-paid systems
There are different ways to use the credit.
Set up a payment type with the payment type customer card credit (+) and use this in a function macro of a close key, or set the card management so that the credit of the customer card is also automatically used for other close keys (if a card is used).
You can also use a Cashless Top-Up Terminal, so that your customers can top up their credit using self-service.
Further documentation:
Items for charging, disbursement and consumption...
We distinguish three actions for the treatment of credit. For these three actions, there are the cash register functions Debit Load, Debit Payout and Debit Balance (or Debit Detail Balance).
To obtain report evaluations for these functions, you must create items and assign them in card management. In the item master, create base items with the required descriptions and assign them to the promotions in card management. These items must be set up as saleable with the sales price 0.00. The item for consumption must also be marked as Not Provisionable, otherwise the operator's commission on items sold via customer cards will not work.
In addition, you should use a merchandise category for these items, for example, Debit, to group them in reports.
You use reload to reload a card with 100,- € and generate 100,- € turnover. Then book 40,-€ turnover (represented by normal item bookings), which you would like to debit from the card.
The 40,-€ turnover should not be added to the 100,-€ turnover from the recharge. Therefore the cash station (since already 100, - € conversion was generated) automatically books 40, - € negative conversion over consumption as counter entry to the loading.
To be able to freely define the descriptions and VAT rates of these sales, define the corresponding items and assign them to the promotions. Please note that VAT is usually payable on recharging, so you should use the same VAT rate for counter-entry consumption as for recharging. This VAT shall then be cancelled and determined on the basis of the actual value added tax on the item bookings sold.
The selected items are treated specially by the system and are automatically taken into account by reporting. In any case, consult your tax advisor about the correct application and declaration of VAT.
The current credit balance of the customer card is displayed in the customer master in the Cards tab in the Balance field and can be edited there.
Only use basic items, not recipes.
Further documentation: Configure card management
Cashless Top-Up Terminal
You can also use a cashless top-up station, which cardholders use to load prepaid credit onto their cards (or accounts) via self-service.
Further documentation: Cashless Top-Up Terminal
If the POS function Bonorder is used with on the POS function Debit balance in a macro, the balance is displayed and an info coupon with the balance of the card is printed.
The prepaid recharges are evaluated in the financial report and manager report as sales-neutral vouchers.
Example Financial Report in Front Office Reporting:
The consideration of (possibly) VAT. free loading and unloading in interface with turnover which can then be paid with it can turn out to be demanding. In this example 330,-€ prepaid was topped up. In this example there is no VAT. I've been hired to do this. The VAT rates are evaluated individually below. The VAT Rate of here 17.4% arises mathematically - it is the share of turnover with 0% tax in total turnover (-81.90 divided by 470.55). Gross 470,55€ must be available as money, but the turnover was 552,45€ gross. 81.90 were paid from prepaid credit balances.
Example financial overview in the Report Manager...
Taxable or not...
Prepaid recharges can be tax free. At the latest when paying the taxes then however result. Coordinate the VAT settings with your tax advisor. If necessary, the system can also be set up to generate taxable revenues.
No instruction or legal advice
As with all tax and legal issues, the following texts do not constitute tax or legal advice (also because we are not authorised to do so). Please review our statements and coordinate your course of action with your tax advisors and, if necessary, other professionals who are available to you. Add to or change our recommendations as necessary from your point of view. Furthermore, we recommend that you record these results in your procedure description.
Prepaid customer cards can be used at POS, mPOS and CLOU MOBILE for Windows systems for payment. If the credit balance of a card is not sufficient for payment, the operator is asked to collect the remaining amount in cash. The remaining amount is also booked as cash at the same time. Example mPOS: card management
Further documentation:
Vending catering and ticketing connections
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