Till reconciliation: check till bookings and adopt them onto the final invoice

The till reconciliation is the work list for everything that was booked at the till against your events. It requires your till to be connected, see “Connect your till (APRO)”.

Where to find the till reconciliation

Open Finance Documents and click Till reconciliation. You can see it with the View finances permission. Assigning, rebooking and adopting need Edit finances.

The page has five tabs:

• Without event: Receipts from the collection account “Event – please assign” or from an account Univents cannot match to an event.
• Not yet invoiced: Per event, the till bookings that are not on any invoice yet, with the total and a jump to the invoice. This also applies when the event ended a while ago.
• Invoiced: Receipts that are already on an invoice.
• Paid at the till: Receipts the guest paid directly at the till. They are never adopted onto an invoice.
• Cash sales: The daily evaluation for guests without an event, see below.

For every receipt you see receipt number, time, table, service staff, articles with product group, amounts and tax rates. The period filter and the event selection narrow the list; the total of the selection is shown at the top right.

Assign or rebook a receipt

1. Click Assign receipt on a receipt.
2. The dialog shows the receipt details at the top. Below, Univents suggests events on the booking day and one day before and after, with room and time. Alternatively, search for an event.
3. Choose the event and confirm.

You use the same window to rebook when a receipt ended up on the wrong event. Rebooking only works while the receipt has not been invoiced. If it is already on an invoice, remove the invoice line first. Univents records which event a receipt was rebooked from, by whom and when. Templates and deleted events cannot be selected.

If a booking arrives later for a till account that has already been closed, Univents assigns it to the same event automatically.

When a receipt is flagged

• Needs review: The till changed a receipt that was already invoiced. Univents leaves the invoice unchanged and shows you the receipt for review.
• Total differs: The items do not match the receipt total, for example because the weight was missing for an article sold by weight. Univents tries to reload the quantity. If that does not work, the receipt is not offered for adoption. Clarify it with the till then.

Adopt onto the final invoice

Adopting is only available in an invoice in draft status, not in quotes, delivery notes, credit notes or down payment invoices.

1. Open the draft invoice of the event.
2. If till bookings are ready, the Till card at the top shows, for example, “3 product groups · €524.40 not yet invoiced”. Click Adopt, or Details to check first. Alternatively open Adopt Items and use the Till section there. Both ways do the same thing.
3. In the Till section you see, per product group, the gross total, the number of receipts, the period and the expandable article list. Choose individual groups or All. A note line mentions amounts that are not adopted because they were paid at the till.
4. Click Adopt.

One invoice line is created per product group and tax rate:

• The title is the product group, you can change it afterwards.
• The description is the article list, with “… and N more” from 15 articles.
• The quantity is 1, the tax rate comes from the till.
• The category comes from the integration settings, so the invoice can be sent without a warning.
• Percentage surcharges on the document are redistributed.

A “Drinks as consumed” line with €0 from the quote is not deleted automatically. The success message points it out and offers Remove.

Tips

Tips appear as their own group Tip and are deselected by default. Without your action they do not end up on the invoice. Select the group explicitly if it should be billed too.

Cent differences on net invoices and discounts

On an invoice based on gross prices without an overall discount, every till line matches the till total to the cent. If you invoice net, Univents rounds the unit price to two decimals, and an overall discount or surcharge shifts the total further. The dialog then shows the difference to the till before you adopt. A gross price basis for final invoices avoids this.

What is not adopted

• Receipts that were paid at the till.
• Receipts flagged Total differs until they are clarified.
• Items that are already on a live invoice. If you delete the line or the draft, they are offered again.
• Invoices that are already sent, locked or replaced, and invoices with reverse charge or under § 19 UStG.
• A group with a total of €0 counts as settled and is not offered.

Later bookings and cancellations

If bookings or cancellations arrive after adopting, the card shows them again. In the draft you adopt a group with a negative total as a correction. On an invoice that has already been issued you see “€58.00 was added after issuing” and Create supplementary invoice. For a negative total the note reads “Correction by credit note needed”; Univents does not create it automatically.

If you want to delete or cancel an event that still has till bookings not yet invoiced, the dialog warns you first. After deleting, the receipts are under Without event. After a cancellation they stay on the event and can be invoiced.

Cash sales

The Cash sales tab shows what was sold at the till without an event. Every night Univents fetches the previous day’s receipts and corrects the last three days, for example because of cancellations on the following day. The table shows net, gross and the number of receipts per day, product group and tax rate, plus a total row for the selected period.

Receipts with the payment method Univents are not counted, because that is consumption on events, which is already in the till reconciliation. Cancellations reduce the total, side dishes are not counted twice.