To use the voucher management (with or without 'Creditor') correctly with version 2.19, two settings need to be changed:
- Changing the VAT-Group - 0% Ntx. (Non-taxable)
- Creating a new Article-Group - Vouchers
- Configuration of Payment-Methods - Vouchers (without 'Creditor')
Changing the VAT-Group - 0% Ntx. (Non-taxable)
To ensure that all transactions, be it a voucher sale, using a voucher for payment, etc., are stored transparently in the cloud, a new 0% (non-taxable) VAT-Group must be created. The reason for this is that the sale of multi-purpose vouchers is not taxed, thus they need to use an own VAT group to have a clean setup. This also allows to have a clean transfer of all voucher transactions to DATEV.
Log into the GASTROFIX Cloud at cloud.gastrofix.com and navigating to the tab Setup → Finance → VAT and clicking on New Entry.
Important: If an additional VAT-Group for vouchers has already been created, a new VAT-Group is not needed. It’s only important that vouchers are using a separate VAT group. More specific, vouchers should not use the general "0% VAT".
In the next screen, the following settings are needed:
- Name: 0% Ntx.
- Value: 0
- Tax.-Account (optional): Account for bookkeeping software used by the tax consultant
- Account (optional): Account use in bookkeeping
- Mark: Character which will be printed on the Z-Report, e.G. “At”-Symbol (@)
- Description (optional)
Clicking on Save completes this step and the new VAT-Group is available in the GASTROFIX-Cloud.
Creating a new Article Group - Vouchers
In the next step the new article group “Vouchers” will be created. If a separate Article-Group for vouchers already exists, this group can be adjusted. Important: If an existing article-group is used, the VAT-Group needs to be set to 0% Ntx.
The new article-group can be configured in the menu Master Data → Article Groups
Clicking on New Entry allows the creation of the article-group. The following values are needed:
- Article-Group: Vouchers
- Short Name: Vouchers
- SuperFamily: Needs to stay empty
- Inhouse Tax-Rate: 0% Ntx.
- Takeaway Tax: 0% Ntx.
Further settings for printer management or design can be changed, but these are purely optional and not required for voucher sales. However, it is possible to configure a separate bill printer for voucher sale.
Clicking on Save completes this step. In the last step the new payment-method ‘Vouchers’ is created.
Configuring a new Payment Method - Vouchers (without ‘Creditor’)
In the last step a new payment method called “Vouchers” is created. This is necessary to avoid confusion when determining stock in the Z-Report. The reason for this is that after a payment with a voucher the total turnover increases (there is revenue), but the cash turnover (amount of cash in the cash register) remains unchanged.
The new payment method can be created in the cloud via Setup → Financial → Payment-Methods.
If the payment-method “Voucher” already exists, it is only necessary to check if the settings are correct. Otherwise a new entry can be created by clicking on ‘New entry’. The following settings need to be configured:
- Name: Voucher
- Short-Name (Optional): Voucher
- Total Revenue?: Yes
- Cash Revenue?: No
- Creditor & Voucher: if the feature “Creditor” is enabled
- Internal: if the feature “Creditor” is disabled
- Bill-Layout (Optional): Select the desired Bill-Layout here
- Account (Optional): Select the Bookkeeping Account here if needed
- Image: Voucher
- Show on Payment Screen: Yes
- Min. Payment Amount: 0
- Max. Payment Amount: 0
- Voidable: No
After this configuration has been done, the new Payment-Method is saved by clicking on ‘Save’.