Question 1

Lightspeed Retail or K-Series?

Accepted Answer

1. Pick Retail for shops with SKU stock and webshop integration
2. Pick K-Series for hospitality with floor plan, course routing, kitchen printer
3. Datasets are not interchangeable, do not switch midway
4. Unsure? Map the main workflow on paper before deciding

When to bring us in: 
Hybrid shop and hospitality (deli, traiteur)? Worth a session to pick which product leads.

Question 2

Is MplusKASSA right for my shop?

Accepted Answer

1. Check whether your sector module exists (fashion, liquor, pet, optics)
2. Request demo of multi-store stock transfer and central pricing
3. Test accounting link against your package (Exact, Twinfield, AFAS)
4. Budget per-till licence plus annual maintenance, not just entry price

When to bring us in: 
Sector module missing or a poor fit? A more generic POS often beats custom work on Mplus.

Question 3

Cloud POS or local only?

Accepted Answer

1. Check site internet reliability, request uptime numbers from ISP
2. Cloud only with 4G failover router, otherwise outages stop sales
3. Local-only runs offline but cannot sync with other locations
4. Multi-store or webshop integration: cloud is essentially required
5. Keep Z reports stored locally as backup, even in cloud setup

When to bring us in: 
Site with chronically bad internet (basement, market stall, construction)? Local with nightly sync is safer.

Question 4

My Zettle is being phased out.

Accepted Answer

1. Export all transaction history from the Zettle portal as CSV
2. Pick replacement: SumUp for mobile, CCV for fixed POS, Worldline for multi-currency
3. Request MID and terminal config, schedule porting outside trading hours
4. Retain receipt data for 7 years for the tax office
5. Run parallel for the first week if possible, do not hard-switch on a Saturday

When to bring us in: 
Open pre-auths or Zettle deeply tied into the webshop? Plan first, then migrate.

Question 5

Shopify POS Lite or Pro?

Accepted Answer

1. Lite free with any Shopify plan, fine for pop-ups and markets
2. Pro adds smart-grid layout and per-staff permissions
3. Pro for receiptless returns and multi-store stock transfers
4. One Pro licence per location, not per employee
5. Unsure? Start with Lite, upgrade once a feature actually hurts

When to bring us in: 
More than two stores or complex staff roles? Pro from day 1 or you will refactor workflows later.

Question 6

Connect POS to Exact or Twinfield.

Accepted Answer

1. Post daily total (Z report) once per day, not per transaction
2. Split VAT rates (9%, 21%, 0%) onto separate ledger accounts
3. Rounding differences to a dedicated suspense account
4. Card tips separate from revenue, otherwise payroll breaks
5. Reconcile one day by hand before going live

When to bring us in: 
Variances stay large after coupling? Usually VAT mapping or a hidden return flow, see the accounting integrations tile.

Question 7

CCV, Worldline or Adyen terminal?

Accepted Answer

1. CCV: NL SMB, Dutch-speaking support, fine for one to three POS locations
2. Worldline: stronger for multi-currency and international
3. Adyen: unified commerce, online and physical on one platform
4. Compare per-transaction rate, fixed monthly fees and MID lead time
5. No vendor lock-in on the terminal brand itself, but yes on the MID

When to bring us in: 
Unsure if a switch is worth it? Ask each candidate for a rate quote on your mix of debit, credit and foreign cards.

Question 8

Mobile terminal SumUp or Zettle?

Accepted Answer

1. SumUp Solo: standalone with built-in 4G, no phone needed
2. Zettle Reader: pairs with iPhone or Android over Bluetooth
3. Per-transaction fees higher than a fixed terminal
4. No monthly fee, you pay device cost plus per use
5. Above ~5k/month volume a fixed terminal becomes cheaper

When to bring us in: 
Volume rising above 5000 euro per month? A fixed terminal almost always pays back.

Question 9

Can I accept contactless only?

Accepted Answer

1. Amounts above the contactless limit need chip-and-PIN confirmation
2. A drained phone wallet (Apple/Google Pay) cannot pay contactless
3. Foreign cards without NFC fall away entirely
4. Customers without a modern card or phone are turned away
5. A standard chip-and-PIN terminal costs no more than contactless-only

When to bring us in: 
Deliberately running contactless-only (event, temporary)? Sign it clearly at the entrance.

Question 10

Accepting Apple Pay and Google Pay.

Accepted Answer

1. Any NFC terminal from the last 5 years accepts both by default
2. No separate contract with Apple or Google needed
3. Above contactless limit, customer confirms with Face ID or phone PIN
4. Rate matches contactless debit, no premium
5. Digital receipt arrives on the phone, paper still optional

When to bring us in: 
Wallet rejected on a specific card? Issue is with the issuer (card not provisioned), not the terminal.

Question 11

Terminal not printing on receipt printer.

Accepted Answer

1. Check physical connection first: USB cable, network cable, Bluetooth pairing
2. IP terminal: ping terminal IP from the POS, same subnet?
3. POS software must share the printer as a device with the terminal
4. Reboot order: printer first, then terminal, then POS
5. Test from terminal menu by printing a manual slip, not via a sale

When to bring us in: 
Issue returns after every router reboot? DHCP lease churn, terminal needs a static IP.

Question 12

End-of-day batch failed on terminal.

Accepted Answer

1. Stay calm: authorisations are done, only the batch confirmation hangs
2. Test internet from the terminal, usually lost link or DNS
3. Try a manual settle from the terminal menu
4. If that fails, call the acquirer for a remote re-injection
5. Keep the failed batch printout, acquirer can trace it

When to bring us in: 
Fails several days in a row? Certificate expired or MID blocked, escalate to the acquirer.

Question 13

Customer says refund did not arrive.

Accepted Answer

1. First check the refund slip: is there an approval code?
2. No approval code means the refund was never accepted, redo it
3. With approval code: 1-5 working days, depends on customer bank
4. Customer in store? Show the slip, that is proof it was sent
5. Do not refund again manually or you double the credit

When to bring us in: 
Approval code confirmed but nothing after 5 working days? Customer must raise it with their own bank as a chargeback.

Question 14

Terminal stuck rebooting.

Accepted Answer

1. Do NOT press factory reset, it wipes the MID link
2. Power off 30 seconds, remove battery if removable
3. Test off the POS: only power and network, then restart
4. Call acquirer support for a remote re-injection
5. Use a SumUp or Zettle as backup terminal if you have one

When to bring us in: 
Loop persists after 24 hours and re-injection fails? Request replacement terminal and migrate MID to the new serial.

Question 15

Acquirer says MID does not match serial.

Accepted Answer

1. Gather: MID number, old serial, new serial
2. Call acquirer support, request MID reactivation on the new serial
3. Have KvK number and contract details ready for verification
4. Reactivation takes 1-4 hours, do not transact immediately
5. Test with a small amount before serving customers

When to bring us in: 
Acquirer refuses without written request? Ask for the procedure, it is a standard MID-move form.

Question 16

Pre-auth for hotel or open tab.

Accepted Answer

1. First check whether the acquirer contract supports pre-auth, not standard in SMB packages
2. Pre-auth blocks the amount, capture comes only at final settlement
3. Uncaptured pre-auth releases after 7-30 days depending on issuer
4. Hotel: pre-auth at check-in, capture at check-out with final amount
5. Tab: outstanding amount plus margin, capture on payment

When to bring us in: 
Pre-auth not in your package? Acquirer can offer an upgrade, but it usually changes the rate structure.

Question 17

1D scanner or 2D imager?

Accepted Answer

1. 1D laser: only classic EAN/UPC barcodes, cheapest option
2. 2D imager: also QR, GS1-Datamatrix, screen barcodes from phones
3. Loyalty app or gift card on phone? 2D imager is required
4. Pharma or food batches: 2D imager for GS1-Datamatrix
5. Price gap is small, pick 2D for future-proofing

When to bring us in: 
Mix of standard EAN and phone-screen barcodes? Pick 2D, 1D will fail on phone receipts.

Question 18

Bluetooth or USB scanner?

Accepted Answer

1. USB wired: plug-and-play, no pairing, no battery
2. Pick Bluetooth only when you actually scan on the move (warehouse, tableside)
3. Pairing can drop after firmware or OS updates
4. Bluetooth battery needs replacing every 2-3 years, factor in cost
5. For fixed POS positions, always USB, Bluetooth adds no value

When to bring us in: 
Bluetooth pairing keeps dropping? Often the issue is a driver update, not the scanner itself.

Question 19

Zebra or Brother label printer?

Accepted Answer

1. Zebra: industrial, high volumes, warehouse and logistics
2. Brother: quieter, cheaper, fine for counter and lower volumes
3. Label rolls are not cross-compatible, lock-in on consumables
4. Factor in roll cost and lifespan, not just purchase price
5. Driver support: Zebra ZPL is universal, Brother uses its own language

When to bring us in: 
Existing fleet on one brand? Stay on it or staff handles two workflows.

Question 20

GS1-Datamatrix for pharma or food.

Accepted Answer

1. First check if the POS can split GS1 Application Identifiers
2. Without a parser, only the EAN is captured, batch and date are lost
3. 2D imager required, a 1D laser cannot read this
4. Test recall workflow per batch
5. FIFO on expiry date, POS must retain that field

When to bring us in: 
No GS1 parser in your POS? Either buy the module or the vendor is not pharma/food-grade.

Question 21

Physical and webshop stock drift apart.

Accepted Answer

1. Pick one source of truth: POS OR webshop, not both
2. Drop manual stock edits, or require a reason code
3. Returns must go back to stock immediately, not later in accounting
4. Keep sync interval short (max 5 min) or webhook-driven
5. Weekly spot-check on top 20 SKUs to catch drift early

When to bring us in: 
Drift keeps hitting the same SKUs? Usually variant mismatch (size/colour) between POS and webshop.

Question 22

One-day stocktake.

Accepted Answer

1. First clear pending returns and inbound, otherwise you double-count
2. Freeze stock: no sales, no receipts during the count
3. Scan with handhelds against expected, do not retype from paper
4. Log variances per location with a reason code
5. Recount any item with >5% variance

When to bring us in: 
Large variances after recount? Systemic issue (wrong EAN, duplicate SKU), not theft as first hypothesis.

Question 23

Logging damage and breakage.

Accepted Answer

1. Create distinct reason codes (breakage, theft, damage, expired)
2. Do not book as sale, that breaks VAT
3. Do not book as return, that gives a false revenue correction
4. Keep damage photos for insurance claim
5. Monthly damage-rate report per category

When to bring us in: 
Damage rate rising without clear cause? Process review, often it is transport or storage.

Question 24

Processing returns properly.

Accepted Answer

1. With receipt: scan it, POS picks the original VAT rate
2. Without receipt: manager PIN required, no cash refund
3. Without receipt: store credit or gift card, not card refund
4. Separate ledger for receiptless returns or you lose visibility
5. Weekly report on receiptless returns per employee, fraud signal

When to bring us in: 
Receiptless returns spike on one employee? Time for a chat or CCTV review.

Question 25

Connect Piggy or other loyalty.

Accepted Answer

1. Check if POS vendor offers native integration or works via webhooks
2. Identify customer at the start of the transaction, not the end
3. Test offline behaviour: what if the loyalty API is unreachable?
4. POS must finish the sale, queue points for later
5. GDPR: customer must explicitly opt in, not by default

When to bring us in: 
Points missing on offline transactions? Queue mechanism is absent, POS vendor must patch.

Question 26

Set up gift cards.

Accepted Answer

1. Pick physical cards with barcode, email digital, or both
2. Sale posts to a liability account, not revenue
3. On redemption, post revenue and recognise VAT at that moment
4. Set retention period (commonly 2 or 5 years)
5. Separate SKU per denomination, else reporting is unreadable

When to bring us in: 
Accountant posts gift card sales as revenue today? Correct before next VAT filing, that is a fiscal error.

Question 27

Customer name on receipt, allowed?

Accepted Answer

1. B2B invoice: customer name required, VAT rule
2. Consumer receipt without reason: no, that is personal data without basis
3. On customer request: fine, log that the customer asked
4. Returns policy requires name: write that in your terms
5. Do not auto-log in CRM without opt-in

When to bring us in: 
Accountant asks for customer names on all receipts? Not a legal requirement for consumers, explain GDPR limits.

Question 28

GDPR for loyalty data.

Accepted Answer

1. Document the purpose per field: delivery, invoice, marketing, profiling
2. Marketing email requires explicit opt-in, no pre-checked box
3. Set retention, wipe after inactivity (often 2-3 years)
4. Profiling for offers needs a separate legal basis
5. You must serve access and erasure requests within 30 days

When to bring us in: 
Marketing tool syncs the full customer DB without opt-in check? Stop, that is a breach, fix flow first.

Question 29

Set up thermal receipt printer.

Accepted Answer

1. Install ESC/POS driver, not the generic Windows print driver
2. Set paper width correctly: 58mm or 80mm, else receipt clips
3. Enable auto-cut so staff does not tear by hand
4. Upload logo as bitmap directly to printer, not PNG via spooler
5. Re-test after every firmware or driver update

When to bring us in: 
Logo prints standalone but not via POS? Spooler misconfig, often fixed by raw-device routing.

Question 30

Kitchen printer not printing orders.

Accepted Answer

1. First check the printer is on and the network LED is green
2. Ping from POS to printer IP, otherwise DHCP issue
3. New menu items without route tag will not print, check item config
4. Set up heartbeat monitor so POS alerts when printer goes offline
5. Backup printer (bar or pass) as route fallback

When to bring us in: 
Tickets vanish silently during rush? Acute issue, customers complain. Turn on heartbeat monitor before next service.

Question 31

Separate bar and kitchen printer.

Accepted Answer

1. Set route tag per item category (drinks, starter, main, dessert)
2. Separate printer per station on the same network
3. Course routing: main fires only after the "fire mains" confirmation
4. Group split-table orders or staff lose track
5. Define backup route: kitchen printer down, fall back to pass

When to bring us in: 
Course routing breaks on large parties? Check POS vendor for multi-course support, not every package handles it.

Question 32

Set up floor plan.

Accepted Answer

1. Number tables row-column, not arbitrary
2. Terrace and inside as separate segments, including in reports
3. Record cover count per table for revenue-per-cover reports
4. Mark combinable tables (T1+T2 for groups)
5. Floor plan is not just visual, it feeds bookings and reporting

When to bring us in: 
Layout changes regularly (concept restaurant)? Need dynamic table config, not all POS packages support that.

Question 33

Splitting bills at table.

Accepted Answer

1. Per person: POS divides total by cover count
2. Per item: guest picks which items go on their split
3. 9% and 21% VAT must split correctly, not flat per head
4. Test mixed-round and shared-starter scenarios
5. Print a separate receipt per split, each guest gets their own

When to bring us in: 
VAT off after split? Tell the POS vendor, that is a fiscal bug, do not patch by hand.

Question 34

Tip distribution.

Accepted Answer

1. Card tips on a separate line on the receipt, not in revenue
2. Card tips run through payroll, taxed and social charges
3. Cash tips outside payroll, provided employer does not handle them
4. Pool: write the distribution key (hours, shift, role) on paper
5. Monthly export for payroll, accountant verifies

When to bring us in: 
Tax office asks for pool justification? You need written rules plus payout records, else all is treated as wages.

Question 35

Connect Thuisbezorgd, Uber Eats, Deliveroo.

Accepted Answer

1. Pick middleware: Deliverect, Otter, or POS-native integration
2. Middleware maps menu items 1-to-1 to POS SKUs, set up once
3. Test all three platforms separately, pricing differs per platform
4. Margin check: 25-35% commission, do the math per item
5. Drop the per-platform tablets once middleware runs

When to bring us in: 
Margins off after integration? Usually it is the commission, not the integration. Run the numbers first.

Question 36

Webshop and shop as one.

Accepted Answer

1. Show stock live: webshop pulls from POS, not the other way
2. Click and collect: webshop order reserves stock in the shop
3. In-store return: POS must look up the online order
4. Distinguish order type (online, in-store, BNPL) for proper posting
5. Single source of truth for customer data and transaction history

When to bring us in: 
Click-and-collect orders vanish between systems? API link is broken, customers waste a trip.

Question 37

Year-end stock value.

Accepted Answer

1. Plan count for Dec 31 (or as close as possible), shop closed
2. Compare physical stock against system count
3. Value at purchase price or lower of cost/market
4. Post variance as stock correction, not COGS
5. Keep count record with counters, date and method

When to bring us in: 
Variance over 5% of stock value? Loop in accountant before closing, otherwise audit risk.

Question 38

Connect scale to POS.

Accepted Answer

1. Certified (geijkt, NMi mark) scale required for selling by weight
2. Coupling via serial (RS232) or LAN, both need driver config
3. Price-per-kilo per item in POS, scale sends weight
4. Sync PLU codes between scale and POS
5. Schedule annual recertification, otherwise inspection fine

When to bring us in: 
NMi stamp unreadable or past recertification date? Stop selling by weight until rechecked.

Question 39

Dutch fiscal rules for POS?

Accepted Answer

1. No mandatory fiscal module like BE black box or DE TSE
2. But: reliable recording, no retroactive edits
3. Split VAT rates (9%, 21%, 0%) correctly per transaction
4. Keep daily Z reports, paper or PDF, 7 years
5. Audit trail per user: who changed a price or voided a sale

When to bring us in: 
Tax inspection scheduled? Pull Z reports, audit log and backup procedure before they arrive.

Question 40

Z report vs X report.

Accepted Answer

1. X report: interim during the day, counters do not reset
2. Z report: end of day, counters reset, final day total
3. For accountant: keep daily Z report, archive 7 years
4. Paper or PDF is fine, as long as immutable
5. X multiple times per day, Z exactly once at end of day

When to bring us in: 
No Z report at end of shift? You miss a day in the audit trail, accountant will flag it.

Question 41

Internet down during rush, terminal dead.

Accepted Answer

1. First: turn on 4G failover router if available
2. Terminal store-and-forward: confirms offline, settles on recovery
3. Store-and-forward cap: often 50-150 euro per transaction
4. Cloud POS: switch to offline mode if your package supports it
5. Tell customers: cash only or limited amounts

When to bring us in: 
No 4G failover and outage past one hour? Acute, revenue hit is immediate. Install a 4G router as standard.

Question 42

Cash-only fallback?

Accepted Answer

1. Place clear sign at entrance: cash only
2. Float in till: small notes and coins ready
3. Receipts still required, even for cash sales
4. QR payment (Tikkie) is a stopgap for some customers
5. Not as policy, only temporary during outage

When to bring us in: 
Cash-only happens more than once a month? Structural issue, install 4G failover or upgrade ISP.

Question 43

Customer claims double charge.

Accepted Answer

1. First check POS history: how many transactions on that timestamp?
2. Often: one captured plus one pending that drops in 3-7 days
3. Do not refund manually or you double the loss
4. Send customer to their banking app for pending vs captured check
5. Real double charge (two approval codes): refund the extra one

When to bring us in: 
Two identical approval codes in the terminal log? Refund, but via acquirer portal, not manually on the POS.

Question 44

POS total does not match bank statement.

Accepted Answer

1. Reconcile per terminal MID, not per POS total
2. Check card tips: bank sees gross, POS sees net plus tip separately
3. Refunds in another period: compare transaction date, not posting date
4. Batch crossing midnight: Z report first, then settle, else day shifts
5. Request acquirer statement, gives a per-MID breakdown

When to bring us in: 
Mismatch persists after the above? Ask acquirer for transaction export, compare line-by-line with POS export.

Question 45

Lightspeed POS used offline mode but is not syncing back.

Accepted Answer

1. Stabilise connectivity before forcing a sync
2. Find the first failed transaction in the POS log
3. Resolve the conflict (stock, price, customer) manually
4. Let the queue replay after that

When to bring us in: 
Many transactions stuck for days: call Lightspeed support for a server-side replay, do not poke the DB yourself.

Question 46

Payment terminal refuses transactions or shows time-mismatch errors.

Accepted Answer

1. Check date and time on the terminal itself
2. Power-cycle terminal and wait for network time sync
3. Rule out router NTP block via firewall logs
4. Close and reopen the end-of-day batch

When to bring us in: 
Drift keeps coming back: terminal may have a certificate or clock-battery issue, RMA through your PSP (CCV, Worldline, Adyen).

Question 47

Stock in POS and webshop drift apart structurally.

Accepted Answer

1. Pick one leading system (often the POS) and sync one-way
2. Always log returns, damage and corrections in the leading system
3. Webshop stock live or on a short sync interval
4. Monthly stocktake on a fixed subset

When to bring us in: 
Mismatch has lasted months and nobody knows what is correct: pause sales on the affected SKUs and do a physical count, otherwise you keep chasing your tail.

Question 48

Contactless works, but chip-and-pin throws errors.

Accepted Answer

1. Clean the chip reader with a cleaning card.
2. Test with your own card, two different banks.
3. Check the terminal log for a recent failed software update.
4. Call CCV, Worldline or Adyen support, ask for EMV cert status.

When to bring us in: 
If chip keeps failing after cleaning and a reboot, request a replacement terminal. On-site repair usually takes longer than a swap.

Question 49

WiFi drops, POS has to keep going.

Accepted Answer

1. Enable hotspot on a work phone, connect POS and terminal.
2. Keep a 4G backup router (Teltonika, Peplink) ready at the counter.
3. Test the fallback at least once a quarter, not only during outages.
4. Note the backup SSID where staff can see it.

When to bring us in: 
On recurring drops, have a network partner check the uplink and router log. Usually the provider modem is the cause, not WiFi.

Question 50

Replacing receipt roll, printer will not feed.

Accepted Answer

1. Scratch the roll with a fingernail, only the printable side darkens.
2. Load so paper exits from under the roll, upward.
3. Close the lid until it clicks, do a test print from the menu.
4. Keep two spare rolls under the counter.

When to bring us in: 
If the printer prints blank with good paper too, the head is worn. A new Star or Epson is usually cheaper than a repair.

Question 51

What is the POS link with the Dutch tax office (cash register systems)?

Accepted Answer

1. Ask your accountant whether your sector already has a mandate.
2. Read the cash register page on belastingdienst.nl for your sector.
3. Keep receipts and Z reports for at least 7 years, fiscally required.
4. Pick a POS vendor that adapts to regulation changes.

When to bring us in: 
If unsure about fiscal rules, pass it to a tax advisor. In an audit the burden of proof is on you.

Question 52

Main till offline, how do we keep going?

Accepted Answer

1. Install the POS app on a second tablet or phone, sign in while open.
2. Enable stand-alone mode on the terminal (enter amount manually).
3. Keep a simple receipt pad for full fallback.
4. Document how the temporary transactions get re-entered later.

When to bring us in: 
On longer outages, call your POS vendor immediately. Sometimes it is a database issue only they can fix.

Question 53

POS printer stopped after an update.

Accepted Answer

1. Open Device Manager, check which port the printer now uses.
2. Change the POS printer setting to the new port.
3. Install the official Star or Epson driver, not the generic one.
4. Test print from inside the POS menu, not from Word.

When to bring us in: 
If it keeps failing, switch from USB to LAN. More stable, and updates affect less.

Question 54

Which loyalty system fits us?

Accepted Answer

1. Write down what you want: points, discounts, or mail segmentation.
2. Check which loyalty modules link natively to your POS.
3. Ask for a two-week trial setup, not longer.
4. Agree with your accountant how points appear as a liability.

When to bring us in: 
If unsure on GDPR and data sharing, have the data processing agreement reviewed before going live.

Question 55

Continuous stock tracking or periodic counts?

Accepted Answer

1. Set POS to continuous, log all incoming stock immediately.
2. Schedule a quarterly count on the slowest morning.
3. Book the count delta as a correction, not as a sale.
4. Analyse the top 10 largest variances for theft or miskeying.

When to bring us in: 
Drift above roughly 2 to 3 percent yearly needs action. Check back door, returns, and receipt behaviour.

Question 56

Two shops, stock and prices drift apart.

Accepted Answer

1. Designate one location as source of truth for catalogue and prices.
2. Restrict price-change rights in POS to a single role.
3. Schedule a weekly audit on differences between locations.
4. Define how inter-branch transfers are booked, not manually in accounting.

When to bring us in: 
Past three locations this becomes an ERP discussion. A good POS covers 80 percent, the rest is process.

Question 57

Does our small shop need PCI-DSS?

Accepted Answer

1. Ask your acquirer which SAQ applies to you.
2. Complete the SAQ yearly, keep the confirmation.
3. Never store card numbers in sheets, email or CRM.
4. Train staff on tampering: any odd-looking terminal gets reported.

When to bring us in: 
On doubt or a breach: notify your acquirer immediately and (for personal data) the Dutch DPA within 72 hours.

Question 58

Refurbished POS hardware, sensible?

Accepted Answer

1. Only buy refurbished from a vendor with 6+ months warranty.
2. Ask for a battery report on mobile POS tablets.
3. Verify the manufacturer still ships security updates for that model.
4. Keep a new terminal as primary, refurbished only as backup.

When to bring us in: 
For terminals, have the PCI-PTS status verified by your acquirer. Unsupported terminals are blocked.

Question 59

Handling discount vouchers in the POS.

Accepted Answer

1. Add a voucher button in POS that subtracts from the line price.
2. Book the discount on a separate ledger account for analysis.
3. Gift cards stay a payment method with separate handling.
4. Review discount percentage vs turnover monthly.

When to bring us in: 
Third-party vouchers (Groupon, Social Deal): ask the vendor how VAT is invoiced, there are pitfalls.

Question 60

Age verification for alcohol or tobacco.

Accepted Answer

1. Enable the age prompt at item level in POS.
2. Train staff: when in doubt always ask for ID, even after prompt confirm.
3. Display the 18+ and NIX18 sign visibly at the till.
4. Log incidents for mystery shopper visits and enforcement.

When to bring us in: 
On enforcement or a fine, notify your insurer and trade body immediately.

Question 61

POS maintenance contract, worth it?

Accepted Answer

1. Ask the vendor what is in the contract: helpdesk only, or hardware swap?
2. Estimate: one hour closed on Saturday, how much revenue lost?
3. For one small shop usually unnecessary, buy a backup tablet.
4. For hospitality with evenings, 24/7 contracts usually pay off.

When to bring us in: 
If maintenance pricing is unclear, ask for a breakdown or run it past us.

Question 62

Cash drawer is a few euros off every night.

Accepted Answer

1. Always count the drawer by the same person, out of customer sight.
2. Compare against the Z report, not from memory.
3. Set a threshold: what counts as outside normal needs action.
4. Log cash variances to spot patterns per employee.

When to bring us in: 
If you suspect theft, call your accountant and employment lawyer first, do not confront staff straight away.

Question 63

When is it safe to update POS software?

Accepted Answer

1. Schedule the update on the quietest morning, not just before opening.
2. Read release notes for breaking changes, not just 'bug fixes'.
3. Run a Z report before the update and confirm it is correct.
4. Test a real transaction after, with terminal and receipt print.

When to bring us in: 
If the update goes wrong, roll back via vendor support. Do not improvise.

Question 64

Link POS to accounting, real-time or end of day?

Accepted Answer

1. Pick a daily journal export: one booking per day, split by VAT rate.
2. Keep tips on a separate ledger account, not turnover.
3. Reconcile weekly: journal versus bank transactions.
4. Schedule a quarterly check-in with your accountant.

When to bring us in: 
On a variance over a few euros, pull the POS export first. Usually a manually edited booking.

POS and retail IT