Cash Desk Setup

Principles

The application allows you to register multiple cash accounts for the physical receipt and issue of money for a selected company. It is possible to set up separate number series of receipt and expense documents for cash registers and to use defined types of standard cash case lines to simplify document entry. The system allows you to "separate" the creation of cash vouchers from their posting by changing their status to issued by the cashier and their subsequent assessment by the accountant and posting.

MS regularly updates the documentation for this setting area. Documentation valid for BC22 is available at the following link:

Cash Desk Localization for Czech (Extension) - Business Central | Microsoft Learn

CZ localization documentation valid for BC22 is available at this link:

Core Localization Pack for Czech - Business Central | Microsoft Learn

To set up cash registers, it is necessary to set up cash register numbering, cash register card and cash register users settings, standard cash register cases and set up denominations of banknotes and coins for cash register inventory.

This documentation does not describe how to set up a cash register for EET.

Dependencies and assumptions

Additional dial settings may be required to complete.

Description of the documented area

Cash register numbering setup

Cash register numbering is set in the table General Ledger Setup, the Cashier tab.

Description of field settings:

• Afield Cash Payment Limit (CZK)

  • It is possible to specify a maximum daily limit for partner cash payments in the local currency.

• Afield Cash register numbers

  • the code from the number series is set, which will be used for assigning numbers in the cash register with respect to the settings of the selected number series.

Checkout Card Setup

Cash register card It contains basic information about the cash register, such as number, currency, contact details, etc. It also contains settings for posting, definitions for checks and limits, and presets of number series for cash vouchers.

The company's cash registers can be viewed in the overview Tills, which can be viewed using the magnifying glass search or in the Manual Setup overview. It may also be available in selected role centers, such as Accountant CZ.

Data for cash register settings are entered in the Cash register cards tabs.

General Tab

This tab contains basic information about the cash register.

Description of field settings:

• Field Number and Title

  • It is used to unambiguously define the cash register.

• Field Closed

  • Can be used for closing treasures. After it is closed, it will no longer be possible to make cash receipts for this cash register.

The other fields are for informational purposes only and do not need to be filled in.

Communication Tab

This The bookmark contains contact information such as Telephone number and Email. Telephone number it is possible to dial directly from the program via the TAPI interface. You can also run an e-mail client and a web browser.

Field settings are optional.

Responsibility Tab

This tab contains fields for setting up the responsible cashier and how to check the cash voucher when it is issued/posted.

Description of field settings:

• Field Treasurer No.

  • It is used to determine the responsible person from the list of employees for posting cash receipts.

• Field Responsibility Center

  • is used to select the defined responsibility centers by selecting from the Responsibility centers table. Responsibility centers are set up when the transfer of cash registers between employees is considered.

• Afield Check Paid Out/Taken Over

  • It is possible to define the following options: No check, Warning – the system will only warn you that this field is not filled in, or Blocking – the system will not allow you to issue a document without filling in this field. 

Posting Tab

This FastTab contains the fields that are required for posting cash vouchers. 

An important piece of information is Currency, in which the cash balance will be recorded. The currency code cannot be changed once a cash voucher has been issued to the cash register.

If the check box is selected Confirm Document Insertion, when creating a document and assigning a number from a number series, the system will ask if you want to create Receipt/Issue at the cash register.

Field Amounts Including VAT Specifies whether the unit price will be displayed on the cash document line including or excluding VAT. The setting for this field is automatically transferred to the cash document. By selecting the Prices Including VAT check box, the user can specify that the amount will be entered on the cash document line including VAT.

Settings Posting Group Cash Registers is performed by selecting from the table Bank Account Posting Groups in which the accounting code for posting with the cash register is set.

Description of field settings:

• Afield Code

  • a code is entered for unambiguous identification of the given posting group, in the Account No. field then the account number from the chart of accounts to which transactions on the cash account in this posting group will be posted. The number of the selected G/L account must not have direct posting enabled and must not have pre-filled data in the Posting tab.

• To Fields Debit Account Rounding and Credit Account Rounding

  • It is necessary to assign a general ledger account to which the system will suggest rounding of cash documents.

• Afield Rounding Method Code

  • it is necessary to select the rounding method that is defined in the Rounding Methods table.

• Afield Allow VAT Difference

  • it is possible to enable manual adjustment of VAT amounts in cash documents.

• Field Exclude From Exchange Rate Adjustment

  • This will ensure that the given foreign currency cash register will not be proposed for the Exchange Rate Adjustment report. 

• field Allow VAT Difference

  • if it is necessary to manually adjust the VAT amount on cash documents against the value calculated by the system, the Allow VAT Difference field should be checked. On the cash document line, it is then possible to edit the VAT Amount field.

• In the fields Cost Center Code and Contract Code (Global Dimension names)

  • You can preset the dimension value code associated with the cash voucher. The entered values are then automatically pre-filled on cash vouchers.

• Afield Reason Code

  • You can prefill the required reason code for the item.

Limits Tab

On this tab, there is a Necessary Set limits needed for issue and posting control receipts.

Description of field settings: 

• Field Cash Receipt Limit and Cash Picking Limit

  • It is used to specify the limit for one cash receipt or issue document. In these fields, Necessary Enter a monetary value.

• In the fields Maximum Balance Check and Minimum Balance Control

  • It is possible to specify how the system should check the cash register balance with regard to the values set in the Maximum Balance and Minimum Balance fields. You can choose from the following options: No check – the system will not check the balance, Warning – the system will monitor the cash balance when posting cash vouchers and when the set values in the Maximum or Minimum balance fields are reached, an information window with a warning will be displayed, Blocking – the system will proceed both with the warning method, but when the set values are reached, it will not allow the cash voucher to be issued or posted.

• In the fields Maximum Balance and Minimum Balance

  • It is possible to add the monetary value of the allowed balance.

Numbering Tab

To number cash vouchers, it is necessary to set the following fields: Receipt No. and Cash Receipt No.. If you want to have a single number series for both income and expense documents, set the same number series in both fields.

Checkout User Setup

In order for the user/cashier to be able to perform cash register operations, it is necessary to set him as a cash register user for each cash register separately.

Cash register settings are done in the Cash register users table available from the cash register card in the Related -> Settings -> Cash register users tab.

Afield User ID to select a user from the list of users. It is possible to specify for each user what permissions they will have within the given cash register and these options can be combined in various ways to eliminate the possibility of erroneous posting. Therefore, it is possible to assign permissions to one user only to Create cash voucher and another to Cash document release and posting. An issued cash receipt means that such a cash register can no longer be changed in terms of the total amount, i.e. the cash register turnover is recorded.

Setting Up Underlying Cases

Cash cases are used to define specific accounting operations with the cash register. A deeper knowledge of accounting is then not required to operate the cash register.

Setting up cash register cases is done in a table Setting up cash registers, which is available from the cash register card in the Related tab -> Settings -> Cash cases. For Setup of cash register cases, it is necessary to find the Cash register case settings table using the magnifying glass.

Description of field settings:

• Field Code 

  • represents the identifier of a specific accounting case

• Field Description

  • represents a more detailed description of the accounting case

• Field Cash register No.

  • By selecting from the list of cash registers, it is possible to limit the selection of a cash register case for a specific cash register

• Field Cash voucher type

  • Specifies whether the cash case will be used for Receipt or Picking

• Field Account Type

  • In this field, you can set the type of account to which the item will be posted. Multiple options can be selected. However, the most commonly used option is the Account for posting to a general ledger account

• Field Account number

  • is used to select from the list of accounts with respect to the selected Account Type

• Field Document Type

  • When posting to the vendor or Customer account type, it is possible to define whether the document type is Payment or Refund

• Field General Posting Type, VAT Business Posting Group and VAT Prod. Posting Group

  • used to set up VAT posting for a specific cash posting case

• Field Cost Center Code and Contract Code

  • Presets global dimension values. Setting up other dimensions can be done via the option in the Related -> Cash Cases -> Dimensions tab.

Setting up other dimensions can be done via the option in the Related ->> Cash Desk Events ->> Dimensions tab.

Multiple rows can be defined in the table, as needed.

Setting Cash Denominations 

To ensure the physical inventory of the cash register, it is necessary to set the denominations of banknotes and coins in a table Currency Denominations. The table is available from the Manual Setup list or can be found using the magnifying glass.

Open

To define cash denominations in local currency, it is necessary that the field Currency was Empty.

Afield Value banknotes and coins are then entered according to their needs. All existing currency values can be entered, but only those values that are currently in the cash register can also be entered. 

For the inventory of a specific cash register, denominations will then be offered according to the set currency in the cash register card.

Set up payment method codes

To ensure automatic creation of cash vouchers when posting purchase/sale documents, it is possible to set in the table Payment Methods field Checkout Code and Cash voucher actions. After posting (invoicing) purchase/sales documents on which this payment method is used, the system creates a cash voucher with the application line of the vendor/customer ledger entry. Automatic creation and posting is limited by cash register settings (Cash register user).

The table is available from the Manual Setup list, the Configuration worksheet, or can be found using the system magnifying glass.

Description of field settings:

• Afield Checkout Code

  • It is necessary to select the cash register for which the cash voucher is to be created.  

• Afield Cash voucher actions

  • It is possible to define the status of the generated cash document that should be created after the purchase/sales document is posted.  The options are:

    • Create

      • The system prepares an open cash voucher 

    • Issue

      • The system prepares the issued cash voucher 

    • Charge

      • The system creates and posts a cash voucher

    • Publish & Print

      • The system prepares the issued cash receipt and prints it at the same time 

    • Post and Print

      • The system creates and posts a cash voucher and prints it at the same time.