Updated on 8/28/2018
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How-To
Accounting

Accounting of cash payments, bank card payments and payments made under agreement

In iiko , we use separate accounts for certain groups of payments. Payments received under an agreement are registered on the “Money, non-cash” account. Bank card payments (e.g. VISA or MasterCard) are accumulated on the “Money, acquiring” account.

The “Money, in transit” account is meant for the amounts handed to cash collectors. “Money, bank” - for accounting of funds available on outlet's bank accounts.

Payment type Account Comment
Cash Trade cash registers When the payment is made in cash, an order amount is debited from the “Trade cash registers” account (the “Undistributed revenue” correspondent account). Cash collected at the closing of a till shift is registered as a debt of the employee who approved cash collection with their card. As soon as this employee has reported the transaction, the debt must be written off.
Payments received under agreement Money, non-cash This account is used to register non-cash payments (customizable in iikoCard). In iiko, a safe drop is registered when accepting a till shift. The payments will have to be reassigned to the “Money, cash” account.
Bank cards Money, acquiring Once an acquirer bank has transferred the amounts to an outlet's settlement account, this will have to be reflected in the iiko’s chart of accounts.

Cash collection and accounts payable operations can be performed on the cash terminal and will be reflected by any of the accounts rather than strictly by the “Trade cash registers” account. This option can be configured in the standard withdrawal operations. For this, you have to specify the account that will be used instead of the “Trade cash registers” account in the Chef Account field of the withdrawal type settings. The account where the money is supposed to arrive must be specified in the Corr. Account field (Retail Sales > Deposit/withdrawal types).

Contractual payments

Contractual payments and accumulation thereof on a separate account might be configured by means of the iikoCard non-cash payment. For this, check the “Payment through external terminal” item in the payment settings. In this case, all the payments received under the agreement will be accumulated on the “Money, non-cash” account.

To have such payments registered on a separate account, you have to create it in the Chart of accounts. You may, for instance, create the “Sales revenue under agreement” account as a sub-account of the “Trade revenue” account. For this, select the “Trade revenue” account, click the Create sub-account... shortcut menu item and enter the name of the account.

Payments received under the agreement as well as cash payments must be included with the cash flow report under the “Revenue” item (specify in the CF article field). If necessary, you may create a separate CF article for payments effected under the agreement.

Cash payments, bank card payments or payments made under the agreement

After the order payment operation has been completed, its cost is credited to the “Trade revenue without discounts” account and debited from the “Undistributed revenue”  account (SALREV transaction). Order cost paid under the agreement is credited to the “Trade revenue under agreement” account. Thereafter, depending on the payment method selected, the following transactions are registered:

  • If a guest has paid in cash, the order amount is transferred from the “Undistributed revenue” account to the “Trade cash register” account (CASHSALE transaction).
  • If an order has been paid under the agreement by means of iikoCard or Plazius bonus cards or coupons, the order amount is transferred from the “Undistributed revenue” account to the “Money, non-cash” account (CARD transaction).
  • If an order has been paid using a bank card, the order amount is transferred from the “Undistributed revenue” account to the “Money, acquiring” account (CARD transaction).

Safe drop

Till shift closing

Cash amounts collected from the cash register (at the closing of a till shift) are debited from the “Money issued to be accounted for” account of the employee responsible for the closing (CASHCOLL transaction).

The Cash flow report shows the revenue under the “Money issued, to be accounted for” item and the receipt/expenditure under the “Trade cash registers” account.

Till shift acceptance

A till shift is accepted in the Retail Sales > Till Shifts section. Shift acceptance is performed in three steps.

Only a closed till shift can be accepted (it is green on the list). But some operations can be verified even prior to its closure. For this, one shall be granted the “Accept till shifts” (B_ACS) permission.

Taking contractual payments to safe

To put amounts received under the agreement to the safe, you have to change the write-off account from the “Money, non-cash” to the “Money, cash”. Follow this at the first step of the till shift acceptance:

  1. Select contractual payments using Shift or Ctrl and then click the Set account on template shortcut menu item.
  2. Select the “Money, cash” account and click OK.

The contractual payments will have the write-off account changed from the “Money, non-cash” to the “Money, cash” (in the “Write off - To account” field).

Once saved, each cashless payment will have transactions registered (ShiftAccp type):

D (New account) С (Old account). Revenue CF article

In our example, each contractual payment will have ShiftAccp transactions registered: D (Money, cash) С (Money, non-cash). Revenue CF article

Bank card payments

Bank cards payments are given on the “Money, acquiring” account. We may see this at the first step of the till shift acceptance (in the “Write off - To account” field). Once the payments have arrived in the settlement account of an outlet, follow the procedure used for receiving contractual payments, i.e., transfer the funds to the account corresponding to the bank account.

Taking cash to safe

Cash collected at the closing of a till shift is registered as a debt of the employee who approved cash collection with their card. As soon as this employee has reported the transaction, the debt must be written off.

Collected cash will be written off at the time of accepting a till shift (second step). For this, change the “Money issued on account” write-off account for the “Money, cash” account.

Funds may be debited (debt repayment) from the “Money issued on account” account card.

The amount of cash collected at the till shift closing is shown the following way:

D (money issued on account) Main Contractor ( manager who closed the shift) С (Trade Cash Register).

The money is no longer accounted for, but transferred to the “Money” account:

  • If amounts match, each cash transaction would have a corresponding ShiftAccp transaction created:

    С (money issued on account) Main Contractor (manager) - D (account specified in the “From account” field). “Cash register account” CF article

    In our example, a ShiftAccp transaction will be created where D (Money, cash) С (money issued on account). “Cash register account” CF article

  • If the amount is less than what has been pulled from the till (specified in the “Amount (actual)” field), the following transactions are created:
  • A ShiftAccp transaction С (money issued on account) Main Contractor (manager) - D (account specified in the “From account” field). The amount given in the “Amount (actual)" field is displayed. “Cash register account” CF article
  • A CASHSHORT transaction С (money issued on account) Main Contractor (manager) - D (account specified in the “Add shortage to account” field). Corr.Contractor (contractor specified for the shortage). The amount displayed is equal to the difference between the amounts specified in the “Amount” and the “Amount (actual)” fields. “Shortage” CF Article.

If the amount exceeds the amount pulled from the till, the following transactions are created:
  • A CASHCOLL transaction С (money issued on account) Main Contractor (manager) - D (account specified in the “From account” field). The amount specified in the “Amount (actual)” field is displayed, “Cash register account” CF article.
  • A SURPLUS transaction С (money issued on account) Main Contractor (manager) - D (account specified in the “Add surplus to account” field). Corr.Contractor (contractor specified for the surplus). The amount displayed is equal to the difference between the amounts specified in the “Amount” and the “Amount (actual)” fields. "Surplus" CF Article.

Refund of the money issued on account

Cash amounts are debited from the “Money issued on account” account of the employee responsible for the shift closing (CASHCOLL transaction) at the time of the till shift closing in iikoFront. You will see this amount at the second step of the till shift acceptance.

This amount can be written off from the “Money issued on account” account card (an employee returns money handed on account). For this:

  1. In the Chart of Accounts, double-click the “Money issued on account” account.
  2. Create manual transaction. For this, click the last row of the list (current date and operation type is highlighted in blue).
  3. In the Corr. account field, select an account where funds must arrive: “Money, cash”.
  4. Specify an employee in the Main Contractor field and enter the reason in the Comment field.
  5. To make the report reflect the cash flow resulting from this operation, specify the "Internal Transfer" CF article.
  6. In the Credit field, enter the amount to be written off and click Save.
  1. Employee balance will change.
  2. Cash flow report as per the "Internal Transfer" article will show crediting of the “Money, cash” account and debiting of the “Money issued on account” account.

Transfer cash from safe to bank

Deposit/withdrawal (aka pay in/out) operations may be performed both in iikoFront and iikoOffice in the account card of the chart of accounts.

Cash transit

Register the movement of money received under the agreement from safe to bank: from the “Money, cash” account to the “Money, in transit” - cash transit van.

This feature is configured in the standard withdrawal operation: chef account - “Money, cash”, corr. account - “Money, in transit”.

To register this operation in iikoOffice, follow this:

  1. Double-click the “Money, cash” account in the Chart of accounts and select Payout in the Actions drop-down menu.
  2. If necessary, change the payout date and time.
  3. In the Payout Type field, specify the purpose of payout. Select “Cash collection” as the withdrawal type. The From account, Corr. Account and CF Article fields will be filled up automatically using the default operation values.
  4. In the Amount field, enter the payout amount.
  5. If required, enter your comment and print a cash payment order.
  6. Click Save.

In the account card, click Update. A WDA “Money, cash” to “Money, in transit” transaction ("Internal Transfer" CF Article) will be automatically registered.

Cash flow report as per the "Internal Transfer" article shows crediting of the “Money, in transit” account and debiting of the “Money, cash” account.

To register this operation on the cash register, follow this:

  1. In the advanced menu, click  Withdraw cash then  Transfer from safe to bank.
  2. Enter the amount and click the Withdraw button.

In iikoOffice , a WDA “Money, cash” to “Money, in transit” transaction ("Internal Transfer" CF Article) will be automatically registered.

Acceptance of payments

A bank statement is used to top up the “Money, bank” account. This option is configured in the standard withdrawal operation: Chef account - “Money, bank”, Corr.account - “Money, in transit”.

Information Note. Iiko may import bank statements automatically from online banking programs, whereas you may create credit and debit transactions. See details in the Import of Bank Statement article.

Register a payment acceptance operation in iikoOffice .

  1. Open the “Money, bank” account in the Chart of accounts and select Pay In in the Actions drop-down menu.
  2. If necessary, change the pay-in date and time (current date is set by default).
  3. In the Pay in type field, specify the pay in reason. Select “Receiving bank statement payments” from the list. The From account, Corr. Account and CF Article fields will be filled up automatically using the default operation values.
  4. In the Amount field, enter the pay-in amount.
  5. If required, enter your comment and print a cash payment order.
  6. Click Save.

In the account card, click Update. A WDA “Money, in transit” to “Money, bank” transaction ("Internal Transfer" CF Article) will be automatically registered.
Cash flow report as per the "Internal Transfer" article shows crediting of the “Money, bank” account and debiting of the “Money, in transit” account.

Accepting bank card payments

One is able to accept bank card payments whether at the time of accepting a till shift (for bank card payments, you have to change the write-off account from “Money, acquiring” to “Money, bank”) or by means  of one pay in operation (from the card of the “Money, bank” account).

In any case, if there is a service fee to be paid, a second transaction must be registered to transfer the fee from the “Money, acquiring” account to the “Expenditures” account.

If the transfer has been performed by means of accepting a till shift, the fee would have to be written off from the “Money, bank” account.

Let’s consider an alternative method of accepting payments by means of a pay in operation. A bank statement of the acquirer bank is used to top up the “Money, bank” account. A standard pay in operation may be configured for that: chef account - “Money, bank”, corr.account - “Money, acquiring”.

Register a payment acceptance operation in iikoOffice as is done when crediting the “Money, bank” account. See Acceptance of payments above.

A WDA “Money, acquiring” to “Money, bank” transaction ("Internal Transfer" CF Article) will be automatically registered.

Cash flow report as per the "Internal Transfer" article shows crediting of the “Money, bank” account and debiting of the “Money, acquiring” account.

Prepayments and advance payments

Iiko allows registering order prepayments. The prepayment may be done in cash, by a bank card or using other payment methods but may not be on the house.

Whether this operation is reflected in the accounts depends on the settings specified for cash registers. The Fiscal prepayment setting determines whether or not the prepayment is fiscal. If the setting is enabled, the prepayment is processed as a fiscal sale VAT included. If disabled, a receipt will be printed out.

A fiscal receipt for an order amount net of prepayment will be printed out at the time of final settlement. The whole order revenue is processed under the sales record as of the order closing date.

If prepayment amounts are registered with a cash register, the following transactions are recorded in the correspondent accounts when a bill is printed for the amount received: debiting of the “Trade Cash Registers” account and crediting of the special “Prepayment for Orders” account (PREPAY transaction).

If the fiscal cash register is so set that the prepayment amounts are not accounted by the system, they will be accumulated in the “Current Settlements with Employees” account of the employee who accepted the prepayment (PREPAY transaction). Once the employee reports this amount, it must be written off.

When the order with the prepayment is closed, the prepayment amount will be transferred from the “Prepayment for Orders” account to the “Trade Revenue” account.

If an order with a prepayment is canceled (the prepayment amount is refunded), a reverse REFPREPAY transaction will be posted in the accounts.

Prepayment in cash reports The “047 Orders by payment type for shift” and “016 Orders by payment type” reports show receipts for prepayments and prepayment refunds that took place within the current till shift but refer to the orders that have not yet been paid and have been closed on another terminal (047 report). Prepayments and refunds are given in the report of the terminal used to register the operation (a fiscal receipt has been printed). They are shown in the corresponding payment type section.

Iiko also allows to register advance payments to suppliers. Use a manual transaction or standard withdrawal operation (also in iikoFront) to do it. You may pay invoices using advance payments handed to a supplier.

Prepayment setup

Specify how a prepayment operation shall be displayed: shall the prepayment be registered in the cash register (a prepayment receipt will be printed), or it shall be accounted by a cashier, and the prepayment amount will be registered as funds on the cashier’s account.

This can be customized for cash registers. The Fiscal Prepayments block is used to set an accounting method of order prepayments.

In iikoFront , one is able to accept order prepayments only while in the Restaurant or Delivery modes. Make the following settings in the general settings of the outlet:

  • VAT rate for prepayment – VAT rate to be printed on a fiscal bill when a prepayment for an order is accepted.
  • Require prepayment confirmation – a responsible employee must swipe their card to register prepayment received for an order.
  • Close the window after depositing prepayment – prepayment window closes automatically once prepayment is registered.

Group settings. For each point of sale, specify the printer in the Receipts Printer field which will be used to print sales receipts, payment receipts, deposit tickets, deposit/withdrawal receipts, X/Z reports, cash verification at the closing of a till shift, and guest card information. Prepayment and prepayment refund receipts are also printed on this printer in case of a non-fiscal payment type or if a virtual FCR is used. Order closing or voiding receipts are printed on the receipts printer if the order contains non-fiscal payments, or it is specified that the payment and refund receipts must always be printed.

Section settings. If Allow order payment without guest bill is checked, a cashier will be able to accept payments (or prepayments) for orders in iikoFront without printing kitchen tickets or guest bills. If unchecked, the Cash register button will be unavailable in the iikoFront order window until a guest bill is printed. A kitchen ticket will also be printed for an order with unprinted items.

iikoFront allows to change the appearance of printed bills, price tags/labels, as well as reports using customizable templates. Customize prepayment/refund receipt. See the Bill and Label Templates.

Special access permissions are required to handle prepayments:

F_PRPRE Make prepayment Use the Prepayment button (in the payment window) to submit a prepayment.
F_REP Authorize prepayment deletion Ability to confirm deletion of a prepayment.

Let’s take a closer look at how the system registers cash and bank card prepayments.

Prepayment in cash

In this example let’s consider how the system handles cash prepayments.

  1. Take an order in iikoFront and make a prepayment in cash. For instance, an order amount is €10, prepayment - €1. Prepayment details can be found in:
    • The Cash Payment block of the “041 Revenue by type including tax” cash register report.

    • The Cash flow report (“Trade cash registers” account) which shows a pay in transaction under the cash flow article: Prepayment (€1).

    • The “Prepayment for orders” account which will have a PREPAY transaction, Dt (Trade cash registers) – Ct (Prepayment for orders) created.

  2. Close the order by paying the remaining part in cash. Order payment details can be found in:
    • The Cash flow report (“Trade cash registers” account) which shows a pay in transaction under the cash flow articles: Revenue (€9) and Prepayment (€1).

    • The “Undistributed revenue” account which will have a SALREV transaction created, receipt amount is €10.


Prepayment by bank card

Now let’s consider bank card prepayments.

  1. Take an order in iikoFront and make a bank card prepayment. For instance, an order amount is €50, prepayment - €45. Prepayment details can be found in:
    • The Cash flow report (“Money, acquiring” account) which shows a pay in transaction under the cash flow article: Prepayment (€45).

    • The “Prepayment for orders” account which will have a PREPAY transaction, Dt (Money, acquiring) – Ct (Prepayment for orders) created.

  2. Close the order by paying the remaining part in cash. Order payment details (with account of the first example) can be found in:
    • In the “Revenue by card” block of the “047 Orders by payment type for shift ” cash register report (bank card prepayment).

    • The Cash flow report which shows the Revenue (10 + 6 = €16) under the “Trade Cash Registers” account and Prepayment under the “Money, acquiring” (€45) and “Trade Cash Registers” (€5) accounts.

    • The “Undistributed revenue” account which will have a SALREV transaction created; receipt amount has increased (10 + 50 = €60).


Banquet/delivery prepayment

You may view prepayments for a banquet and delivery in the Reports section (or Retail sales) > Banquets, reservations, deliveries.

A report on closed banquets or deliveries can be generated by means of the Show orders report action.


From this report, you may proceed to the order items using the Order Items shortcut menu item. It shows full information on prepayments (on the Payments tab).


In the list of banquets, reservations and deliveries, you may obtain an OLAP report on transactions (use the Show OLAP shortcut menu item) which also shows a prepayment for a banquet.


Deleting order with prepayment

If an order amount is less than the prepayment amount, the system will prompt you to delete the prepayment if you press Pay. When the operation is confirmed, the prepayment editing window will open up. If an order is empty, the prepayment is refunded in full when the order is closed.

If an order has prepayments made or deleted, it cannot be deleted. Such orders must be paid with a zero amount just like orders with deleted printed items. You have to do it to avoid losing the order when a prepayment is made during one till shift and deleted during another. And to avoid discrepancies that might occur between Z report amounts and cash drawer amounts.

Say a €2 prepayment has been made during the previous shift. This amount has been registered by a Z report at the closing of a till shift. During the current shift, we have refunded the prepayment. And if we had deleted the order, iiko would have “forgotten” both the prepayment deposit and withdrawal operations. And previous shift reports would have disagreed with FCRs.

Prepayment processed on several FCRs

The system stores a prepayment-to-FCR link. When an order is paid in full, an FCR used to make a prepayment may be missing or may have no items left.

In this case, the system works to the following rule. If an order has a prepayment made on a particular FCR, and then, at the time of payment, there are no items left, the prepayment is deemed submitted via an FCR that has no prepayment. If there is no such an FCR, then the system uses the FCR that has more items.

OLAP Sales Report

Use the OLAP sales report to obtain the information on the revenue by payment type and on prepayments and prepayment refunds.

Advance payment to a supplier

Use a standard withdrawal operation to make an advance payment. For this, configure a standard operation of withdrawal from the “Money, bank” account ( Chef account field) to the “Suppliers advances” account (Corr. Account field).

If paid in cash, specify the “Money, cash” account if the money is taken from the safe, or “Trade Cash Registers” if the money is taken from the cash drawer.

Such withdrawal may be carried out in iikoFront (if the Hide in iikoFront item is checked).

The “Advances to suppliers” article might be used to register the cash flow.

Handing advance payment to a supplier

A supplier may be handed an advance, for instance, from the “Money, bank” account. This amount is used to pay the supplier’s invoice. An advance amount is shown in the Cash flow statement.

Use a manual transaction to register an advance payment to a supplier.

  1. Open the “Money, bank” account in the Chart of accounts and create a manual transaction.
    • In the Corr. Account  field, specify “Suppliers advances”.
    • In  Corr. Contractor  - supplier (“supplier 1”).
    • In  Comment  - “Advances to supplier”.
    • In  Credit  - advance amount (€400).
    • In  CF article  - select “Advances to suppliers”.
  2. Click Save.

Once the “Money, bank” account is saved, the supplier’s balance would change - “supplier 1” owes €400 to your company (as per the “Suppliers advances” account).

Cash flow report as per the “Advances to suppliers” article shows crediting of the “Suppliers advances” account (€400) and debiting of the “Money, bank” account (€-400).

Use a standard withdrawal operation to register an advance payment to a supplier.

  1. Double-click the “Money, bank” account in the Chart of accounts and select Payout in the Actions drop-down menu.
  2. If necessary, change the payout date and time (current date is set by default).
  3. In the Payout Type field, specify the purpose of the payout: “Advances to supplier”. The From account, Corr. Account and CF Article fields will be filled up automatically using the default operation values.
  4. In the Contractor field, select the supplier (“supplier 2”) you are handing the advance to. In the Amount field, enter the payout amount (€400).
  5. If required, enter your comment and print a cash payment order.
  6. Click Save.

This operation may also be performed in iikoFront.

A WDA “Money, bank” to “Suppliers advances” transaction (“Advances to suppliers” CF Article) will be automatically registered.

The supplier’s balance would change - “supplier 2” owes €400 to your company (as per the “Suppliers advances” account).

Cash flow report as per the “Advances to suppliers” article shows crediting of the “Suppliers advances” account (€800) and debiting of the “Money, bank” account (€-800). In our examples, the following amounts were handed to suppliers: 400 + 400 = €800

Invoice payment from the Suppliers advances account

Create a “supplier 1” invoice, for instance, for €300 (“supplier 1” owes €400 to your company as per the “Suppliers advances” account).

Pay this invoice from the “Suppliers advances” account. For this, go to Finances > Debt to Contractors, check the invoice in the Pay column, and click Pay for selected documents. In the new window, specify “Suppliers advances” as the write-off account.

The “Payment for goods” CF article will be set automatically. This article has already been configured in the CF Articles directory for the invoice payment (CF Articles > Operations > Invoices payment > Payment for goods).

After clicking Pay, the selected document will disappear from the list of unpaid documents, the amount of debt to suppliers will decrease (it can be viewed in Contractors  > Supplier Balance).

Open the “Suppliers advances” account in the Chart of accounts. An INVPAY “Suppliers advances” to “Accounts payable to suppliers” transaction (“Payment for goods” CF Article) will be automatically registered.

Once paid, the supplier’s balance would change - now the “supplier 1” owes €100 to your company (as per the “Suppliers advances” account).

Cash flow report as per the “Payment for goods” article shows debiting of the “Suppliers advances” (€300).

Create a “supplier 2” invoice, for instance, for €2000 and pay it from the “Suppliers advances” account. The “Payment for goods” CF article will be set automatically.

Once paid, the supplier’s balance would change - your company owes €1600 to the “supplier 2” (as per the “Suppliers advances” account).

An INVPAY “Suppliers advances” to “Accounts payable to suppliers” transaction (“Payment for goods” CF Article) will be automatically registered. In our case, an invoice for €2000 has been paid.

Cash flow report as per the “Payment for goods” article shows debiting of the “Suppliers advances”. In our case, Expenditure = -300 + (-2000) = €-2300.

Supplier returns an advance

If a supplier returns an advance (e.g. the money was provided as an advance, but some goods were not delivered) and this operation is registered in iikoFront , a pay in will be registered on the account assigned to the cash register where the receipt for the money received was printed. In this case, the “Suppliers advances” account will be used as the correspondent account where the received amount is credited.