In order to use the "Cash Book" feature within the cloud and app, it needs to be configured first. This article guides you through the new feature in the cloud and through the initial setup. For the initial setup you have to log into the cloud with your owner account. The following is the initial setup procedure in the cloud:
- Activation of the feature ‘Cash Book’
- Configuration of ‘Cloud-Roles’
- Configuration of number of ‘Receipt Copies’
- Configuration of ‘Employee Permissions’
- Setup of ‘Cash Book Reasons’
- Explanation of ‘Safe Employee’
Activation of the feature ‘Cash Book’
The first step is the activation of the feature in the GASTROFIX Cloud. First switch to Setup → Setup → Restaurants → Features and set the checkbox next to ‘Cash Book’.
Important: The cash book can only be activated if no exchange rate is set up. If an exchange rate is used you need to switch to Setup → Exchange Rate and disable all entries.
After activation of the feature you have to click on Save and reload your browser. This concludes the first step.
Configuration of ‘Cloud-Roles’
After activation of the feature, the next step includes the configuration of cloud-roles with the correct access rights. Switch to Operator → Operator → Cloud-Roles and configure all cloud-roles with a click on the ‘Configuration’-Button.
In the new tab choose all access rights this particular cloud-role should have. It is recommended to only allow certain cloud-roles specific rights. The following example will use the cloud-role ‘Owner’ to show what the options mean.
A short explanation of all options will help you decide which access-rights fits each cloud-role in your business:
- Review Section: Allows user to access the reporting section ‘Review’.
- Change Settings: Allows the user to change settings for the Cash Book.
- Reason Management: Allows user to access Reason Management.
After assigning all desired access-rights, click on Save. You can repeat this step for all cloud-roles.
Important: By default all options are deactivated!
Configure the number of ‘Receipt Copies’ (Optional)
It is possible to change the number of receipt copies that are printed after each cash book transaction. By default only one receipt is printed, but any number can be chosen. Navigate to Setup → Setup → Restaurant → Settings and enter the desired number of receipts for each type of transaction.
Choose the number according to the needs of your business. It is recommended to use a number between 1 and 4. A description of the terminology can be found in the general article.
Configuration of Employee-Permissions
To make the cash book available for use in the app, the employee-permissions have to be configured first. Change to Setup → Setup → Employee-Groups and configure the employee-group with a click on Edit.
In this example the employee-group ‘Chief Waiter’ is used to demonstrate a possible configuration. After a click on Edit you’ll be presented with the following screen. The tab for the cash book can be found at the end of the list:
You can combine all permissions as you wish. In this example the chief waiter is allowed to use Funds, Disbursements, List all Transactions, and List my Transactions. In general we recommend to limit the permission to perform transactions that create a flow into or out of the safe to the safe employee or operator. This is recommended because of security reasons.
To make the cash book available for all employees, this step needs to be performed for each employee-group.
Setup of ‘Cash Book - Reasons’
The last step is the creation of ‘Reasons’ for cash book transactions. Important: Without this step, the cash book will not be usable in the app!
Navigate to Setup → Financial → Reasons. A set of default reasons can be created when entering this section for the first time. It is also possible to set them up by yourself, or to adjust these ‘default reasons’ to fit the needs of your business.
In this view you see an overview of all reasons. A click on New Entry allows to create a new reason. First you have to choose the correct Account-Type (either Disbursement or Funds Receipt).
After choosing the Account-Type you are able to configure the following entries:
- Description: Name of the reason. Will be shown in the app.
- Account (Optional): If you configured DATEV-Accounts, you can choose the correct account here.
- Category (Optional): Connects the reasons with a specific category.
- Safe-Toggle (Optional): This restricts the reason to the safe employee. Deactivated by default.
To add additional reasons, repeat the steps above. The following are the default reasons that can be created automatically. Those reasons should be useful independent from the type of business they are used:
- Difference Cash Drawer Plus (Safe Only)
- Correction Cash Drawer - Funds
- Private Deposit (Safe Only)
- Various Funds
- Safe Deposit (Safe Only)
- Difference Cash Drawer Minus (Safe Only)
- Correction Cash Drawer - Disbursements
- Various Disbursements
- Bank Disbursements (Safe Only)
- Business Costs
- Wage Payout (Safe Only)
- Private Disbursement (Safe Only)
- Tip Disbursement (Safe Only)
This list is not exhaustive and is only a general recommendation. Choose all reasons according to your business and keep everything clear for tax reasons. Important: Keep the descriptions short to be able to print the correctly!
Explanation of ‘Safe Employee’
With introduction of the cash book a new employee and employee-group with the name ‘Safe’ was automatically added to all clouds.
The safe-employee has the following properties:
- Can not be deactivated or deleted
- Can use all cash book features
- Unable to settle an order
- Allowed to transfer funds between cash drawer and safe
To keep all transactions clear the safe-employee should be used for all transactions in or out of the safe.
Important: To be able to use the safe-employee you first have to create a password. Navigate to Master Data → Employee and click on the key-button next to the safe-employee.
You will be presented with fields for password and PIN. It is recommended to use a strong password with the following properties:
- Minimum of 8 characters
- Include upper & lower case
- Include numbers & symbols
- Do not use names, dates, or birthdays
It is also possible to use a PIN, however, this is not recommended as it has the lowest possible security.
With this the initial setup is complete and you can start the initial setup of the app. Follow the link to this article.