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.
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 Receipt & Sticker 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.
- 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.
- 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.
- 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.
- 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).
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.
- 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”.
- 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.
- Double-click the “Money, bank” account in the Chart of accounts and select Payout in the Actions drop-down menu.
- If necessary, change the payout date and time (current date is set by default).
- 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.
- In the Contractor field, select the supplier (“supplier 2”) you are handing the advance to. In the Amount field, enter the payout amount (€400).
- If required, enter your comment and print a cash payment order.
- 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.