Registrierkasse is a virtual cashier integration required by law for all Austrian properties. It attaches a QR code to all bills paid for by cash or card, which the ministry of finance can scan to track payments. You can't connect to the Registrierkasse integration—Mews will do it for you when you get started with Commander.

Using the integration

When Mews sets up your Registrierkasse integration, we'll also set up your bill counters. Different counters need to be used to close bills depending on the payment method.

  • Your Registrierkasse counter should be used to close bills that are settled with cash or card.
  • Your default counter should be used to close bills that are settled with any other payment method.

Choose the counter when you close a bill.

How it works

As soon as you close a bill that is paid for by cash or card, a QR code will be generated and attached to the bill—this is so the Finanzamt (the Austrian Ministry of Finance) can track payments for fraud prevention purposes.

The integration generates two types of record:

  • Monatbelegs are monthly summaries of your bills, generated on the last day of every month.
  • Jahrebelegs are annual summaries of your bills, generated on the 31st December (including December's monatbeleg).

We recommend that you download the .ZIP file of your Jahrebeleg and either store it, or send it to your tax consultant in case of future audits. To access your belegs:

  1. Go to Main menu > Finance > Fiscal record report.
  2. Click on the beleg you want to download.
    - Your monatbelegs and jahrebelegs will be the only records listed in the report with a blank space in the Number column.
  3. To download the ZIP version of your jahrebeleg, click OK.
    - The ZIP file will be split into three folders—the only folder the Finanzamt will need is called "dep-export.json".

Closing a bill with multiple payment methods

QR codes are only attached to bills that are settled with cash or card—with Registrierkasse, it's not possible to have both on one bill (for example, a card payment and a wire transfer). If someone wants to pay with multiple payment methods, you need to: 1) create a bill for the guest with a fake "ghost" payment, 2) cancel out the payments made by the guest, and 3) create a fake refund to balance the system.

Step 1: Create a bill for the guest

You can't close a bill with different payment methods, so you'll need to create a bill with all the correct bill items, but with a ghost payment that uses one alternative payment method.

  1. Open the customer's profile.
  2. Go to the Billing tab.
  3. Move the payments to the Unpaid items/Deposits section, leaving the bill items that the guest consumed in the Open bills section.
  4. Click Payment, then Payment terminal
  5. Make a payment that's equal to the total of accommodation and products that remain on the bill (your balance should now be 0).
  6. Click Close, then Close again.
    - You can give this bill to the guest.

Step 2: Cancel out the other payment types

1. Open the customer's profile.

2. Go to the Billing tab.

3. Click Bill item, then Accommodation.

4. Create an accommodation product that will cancel out one of the payments left on the bill (for example, if the guest paid 10 EUR by wire transfer, create an accommodation product for 10 EUR).

5. Move the original payment and the accommodation bill item from Unpaid items/Deposits to Open bills.

6. Click Close, then Close again to close the negative amount and positive amount together.

7. Repeat for all other payment types.
- Note: You don't need to repeat these steps for every payment; just every payment type.

Step 3: Create a negative accommodation product

  1. Open the customer's profile.
  2. Go to the Billing tab.
  3. Click + Bill item, then Accommodation.
  4. Under Amount, enter the total cost of the accommodation and products, but negative.
  5. Click Create.
  6. Move the negative payment from Unpaid items/Deposits to Open bills.
  7. Click + Payment, then Payment terminal.
  8. Click Create.
    - Your balance should now be 0, with the accommodation cost balanced out by the refund.
  9. Click Close, then Close again.

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