Finance, taxes on the Administration Panel

Working with Charges on goods is made on the Administration Panel \ Products \ Charges
A Charges on a product is used to automatically calculate an additional charge for a product or service, such as tips, a service charge, etc.

To create a new Charge, click the “Create” button:

Fill in the following fields:

Name – name of Charges

Price list – a price list or menu for which goods a surcharge will be applied. If the field is empty, the surcharge will affect all menus.

Products groups – are a commodity group for which goods a surcharge will be applied. If the field is empty, the surcharge will apply to all product groups.

or Outlet – an institution to which goods the extra charge will be applied. If the field is not filled, the surcharge will apply to all establishments.

By percent or By Fixed sum — select the method for calculating the markup: as a percentage (of the price of the goods) or as a fixed amount.

Markup – value of markup depending on the set switch – percentage or amount

Priority – the priority of applying the markup, in case of using several markups.

The cost of using SmarTouch POS software directly depends on the number of licenses purchased

To view information about purchased licenses and to switch licenses from one device, go to Administration Panel \ Settings \ Licenses and Payments \ View a list of Devices

To switch a license from one device to another:

1. Release the license – in a device that you do not plan to use, turn off the flag in the Active column
2. Install a license for the device you plan to use
3. Restart the application “Mobile POS-terminal” on the device

Description and setting of the method: https://smarttouchpos.eu/en/bills-count-accounting-method-of-payments-in-cash/

To pay for order in the mobile application, tap on the Pay button, and if necessary, specify the payment mode Cash.

To make payment in popup window:

In the list of bills denominations, specify the values of the bills which were given by customer.

In the Change field, you will see the amount to give back to the customer. If necessary, fill in the Comments field. You can enter, for instance, the numbers of suspicious or high denomination bills. Then, tap on the Pay button to confirm the payment.

Bills count is a new accounting method which was specially designed to work more effectively with cash payments and to control more sorely the cash drawer balance based on recording the number of money bills.

The accounting per bills prevents operator’s errors when calculating the payment amount and ensures proper cash drawer management.

The operator of the POS terminal receives cash and proceeds with recording the number of bills and their denomination by using POS terminal.

The program will automatically calculate the amount of the given cash and then will show how many change to give back to the customer.

At the closing of the business day or at the end of a cashier’s shift, you will be able to track the counted number of bills through the report.

This mode should be set up individually for each establishment on the Administration panel \ Settings \ Establishments \ Settings

• Use new payment mode — enables the mode of bills count
• Use payment in cash in the order payment (it will be active only if the previous option was selected) – enables the mode of bills count when customers pay for orders
• Use payment in cash at the closing of a cash register day – enables the mode of bills count at the closing of a cash register day

Description of the payment process, taking into account the bills with the help of a mobile POS terminal

Paytomat – integrated into the cloud payment system, allows you to pay for products and services of the establishment using various crypto-currencies.

Information about the work of Paytomat

Connection to Paytomat is done in the Administration Panel \ Settings \ Integration

Occurs by means of creation of the payment document in the Administration panel in the section Finance \ Payments

To create a document, click New  button.

In the document card fill the required fields:

• Creation date
• Type of payment
• Attributed to costs
• Source сash / bank account
• Cashflow item
• Vendor
• Sum incl. tax
• Comment

The type of payment is determined using the following switches:

• Income payment
• Transfer payments
• Outgoing payment
• Balance of mutual settlements

To save the document, click the Save button.

• Excel button – export payment to Excel file
• Print button – prints a payment on an A4 printer

Day report: During a day the following key figures are displayed in three sections:

• Bottom line: Sales, Returns, Discounts, Sold quantity, Guests number, Average check.
• The most popular: Products (Dish) designation, Quanity, Totals.
• Discounts: Discount designation, Totals.

By employees: Displays sales for the specified date range with the possibility to filter by outlet

It contains the following columns: Employee, Sold quantity, Discount, Sales Totals, Average bill.

Cash report: Displays till operations for the specified date range with the possibility to filter by establishment.

Profitability of sales: shows a profit calculation broken down by dishes for the specified date range.

It contains the following columns: Products, Sold quantity, Sales Totals, Written-off quantity, Written-off amount, Cost price of 1 item, Markup percentage, Profit.

Sales by kind of  payment: Displays sales broken down by payment methods for the specified date range with the possibility to filter by outlet.

It contains the following columns: Payment method, Sold quantity, Sales Totals, Avarage check.

Detail report Sales by type of payment:

To view information in the context of payments, click on the line with a specific type of payment

Sales by days: Displays sales broken down by calendar days for the specified date range.

It contains the following columns: Day, Establishment, Sales Totals.

Sales over a period: Here you have the possibility to produce a report broken down by:

• Products
• Products groups
• Products categories
• It contains the following columns: Products, Establishment, Totals, and Quantity.

Sales by goods – Type of report: In the fiscal group during the period

Columns: Goods (Fiscal groups) for each outlets, Vendor Code,  Quantity Amount (sold), Total (for all institutions) Quantity Amount (sold)

Options:

• Date of the start – Date & Time beginning a reported period
• End date – the date & time due dates a reported period
• By outlets – the details of sales figures by institutions.
• By organizations – details of sales figures on the organizational and legal form of management.
• Do not take into account the view of Loan Payment
• Do not show the zero position
• Only the fiscal receipts

It is possible to get sales figures in accordance with the changes of cash. The reporting period in this case is set by the additional parameter – the beginning and end of the shift. The arrow buttons “Forward” and “Back” allow “flipping” a report in accordance with the changes of cash, time shift will be entered automatically.

Button Export to Excel – is to save the report in an external file

Sales by employees

Allows you to get information about sales in the context of employees or users of the tablet.

Report Parameters:

• Start date – the start date of the reporting period
• End date – end date of the reporting period
• By product categories – grouping report rows by product category
• Outlet – filter by institution
• Tablet users / By employees – group lines by tablet users or by employees.
• Details on the goods / Details on the types of payments – include the grouping of lines of detail on the goods or types of payment.

Columns: Employee, Number of Checks, Discount, Count, Number of guests, Sum , Amount, Average Check.

For detailed information about the sales made by the employee, you need to click on the line with the name of the employee.

The detailed table includes sales by type of payment and columns Number and Amount

Activity Log – list of operations with documents / objects database for the period

Column: Date (date and time of the operation), description (ID – document / object, name), Login (user to perform an operation), IP (IP address), the user’s action (operation type: create, update, delete).

Charts – Displays cost of goods sold in the form of a graph

Vertical – cost of goods sold

According horizontals – the days of the reporting period.

The report has two modes:

• Only a selected period
• Compared to the previous period

In mode only the selected period are displayed for sale with the help of the established calendar (start date, end date) period.

In Compare mode with the previous period are displayed simultaneously:

sales for the installed using calendars (Start date, end date) sales period for the previous period.

The duration of the previous period is automatically “shifted into the past” in relation to the assigned reporting period by the corresponding number of days of the reporting period.

That is, if you set the reporting period equal to the week, the previous comparable period will correspond to the previous week. The graph reporting period, highlighted in green, and the previous period – purple.

If you click on the graph to the intersection point of the day, the program will display a hint about the displayed period.

In Compare mode with the previous period on the horizontal axis of the chart displays the serial numbers of days of the reporting period.

The parameter allows you to set Group by day, week or month as a group sales figures, that is, indicators will be are summarized and displayed according to the specified groups.

Gains and losses

Gains and losses – comparison of monthly figures in the period with the possibility of filtering by the institution

Parameters defining the reporting period: Start date, end date

Columns:

Title of the article income / expense, places Name

Section Month: Columns amount on articles Interest

Orders with partial payments report

will show you quickly the amount and date of the debt to be paid by the customer

Designed to control the debt arising from the deferred sales

Options:

• start date, end date – determine the period of occurrence of debt
• Outlet – by the institution in which the debt arose
• Past due accounts – show the maturity of debts has expired.

Cash income / expense report – formed for the period in the context of the institution, shows the amount of money deposited or withdrawn from the ticket office.

Daily payment report – cash flow (payments) for the period in the context of payment types with the possibility of filtering by the Facility.

In addition to the reporting period, in the parameters of calendars, you can define the time range of payments and institution.

Check box Full list letovers allows you to include payments for all shifts caught in the reporting period.

Taxes are set in the Administration Panel \ Settings \ Taxes

Main settings:

The name of the tax is the full name of the tax, for example “Tax and added value”

Short name – short tax name, for example, VAT

Percent – the percentage of tax levied on the value of the goods

Included in the price \ Add to the price – allow you to switch the tax accounting mode in relation to the price of the goods

Operates on all sales \ Acts on selected items – allows you to determine the base of taxable goods, either all or for individual items.

If the switch is set to “Acts on the selected items”, it is necessary in the Administration panel \ Products \ Product card \ “General” tab – Taxes set the appropriate switch

Deferral of payment allows you to postpone part payment for an order for a certain period.

Deferral of payment can be granted only to guests registered in the Administration panel \ Loyalty \ Guests

In the Guest card on the “Credit” tab, specify the number of grace days to be paid.

To apply deferred payment when paying on a mobile terminal, click the button in the context menu select the “Guests” option and in the guest list that appears, specify the Guest name to which you want to postpone the payment.

In the dialog for entering the amount of the payment, indicate the partial amount to be paid.

To control debts, use the Administration panel \ Loyalty \ Orders with partial payments

The cashflow items allow:

— grouping payments depending on their destination, for example, Outgoing payments\Payment for the supplied products, Incoming payments\Alcoholic beverages selling;

— getting reports broken down by cashflow items;

— using them to link with payments while importing payments into 1C Accounting.

The list of cashflow items groups is hierarchical and located in the Administration panel: Finance\Cashflow items.

Outgoing payments

This option will provide you the possibility to perform outgoing payments on the tablet specifying the item.

To define an cashflow item as an Outgoing one, you should set the flag in the article card of the Administration panel: Finance\Cashflow items\Outgoing payment.

The appropriate cashflow item is selected while performing payment via the Outgoing payment button on the Cash register screen on the tablet.

Only outgoing payments are available on the tablet.

You can overview the performed payments in:

– Administration panel\Finance\Payments

– Administration panel\ Finance\Cash report (if you click on the till day line, its explanation will be displayed).

Fiscal groups are applied to divide products by tax, imposed on their sale.

Fiscal groups are managed in the Administration panel: Settings\Other\Fiscal groups.

To assign a fiscal group to the selected product, use the Administration panel: Products\Products and dishes\Product card\Categories\Fiscal group field.

If no fiscal group is selected, the product won’t be printed.

In the Administration panel: Settings\Payment methods\Create
When creating a new payment method, the following fields are mandatory for input:
• Name: Name of a new payment method as it will be displayed on the tablet
• Type: It defined the type of this payment method
• Sort by: This field sets the sorting order for the Payment screen on the tablet.