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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 typeAccountComment
CashTrade cash registersWhen 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 agreementMoney, non-cashThis 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 cardsMoney, acquiringOnce 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 Contractual Payments 

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 “Moneynon-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 “Moneycash” 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 a 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.
  7. Employee balance will change.
  8. 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 - “Moneyin 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”.

InformationNote. 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 accountCorr. 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 “Moneybank” 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.