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OktoPOS Manager – Your Digital Management Center
The OktoPOS Manager is the core of our powerful management software. With comprehensive features for inventory management, employee administration, customer relations, and in-depth analytics, you stay in full control at all times.
Optimize workflows, make informed decisions, and streamline your daily operations – all from one centralized system. Experience total control with OktoPOS!
OktoPOS Manager
Your Web-Database and POS System Management Center
With the OktoPOS Manager, you can manage branches and franchises efficiently from one central system – even internationally. Whether inventory, staff, or analytics: all data is unified in one platform. Scalable, multilingual, and built for multi-location operations – ideal for growing businesses with global ambitions.
Business Cloud Computing
The OktoPOS Manager is a central, web-based platform that enables the management of all front-end systems.
Access from anywhere: The OktoPOS Manager is accessible through any standard browser via a secured internet connection.
Branches and Franchises
OktoPOS is used by Single-Unit, Multi-Unit and Franchise Systems.
International
OktoPOS can be Used in different Countries.
Inventory Management
The OktoPOS Manager provides an integrated reporting system, controlling tools, and a management tool for your website content.
Additionally, specialized features for accountants and the ability to export sales data greatly streamline your daily financial management tasks.
Inventory Control and Management
Efficiency, Consistency and Control through Integration of Materials Control and Cash Registers.
Materials management is a challenge for branch operations with a high volume of small transactions.
The integration of materials management with the cash register is a must. OktoPOS Cash uses article data from the central OktoPOS Manager database and feeds it with consumption values in return. This is the basis for a functioning materials management.
Consumed articles can be dissolved into their ingredients listed in their recipe. Deliveries and waste are recorded. With this data, a stock account is maintained for every article. After stock count, deviations between expected vs. actual amounts and values is displayed.
The quality of the results depends on the quality of the entered data. For complex and non-standardized production processes, deviations of expected vs. actual quantities are often tolerated.
Inventory with expected vs. actual values
Inventory
Inventory is managed using physical count lists or by entering stock amounts directly in the OktoPOS Manager. Moreover, a mobile device (Android) can be used to capture the inventory by barcode and export it to the OktoPOS Manager. Deviations between expected vs actual amounts / values are displayed. The materials account of a given article can be opened directly from the inventory for deviation analysis.
Inventory valuation is carried out using provided article prices. The inventory comparison function displays the resulting changes in inventory value and booking list for financial accounting purposes.
Purchase Order Recommendation
The purchase order recommendation list considers the sales of the last days and the stock levels. Articles that have a recipe are broken down in the ingredients.
The purchase order recommendation list can be edited manually and be sent by e-mail to the suppliers.
Purchase Order Recommendation
Entry of waste on the cash register
Waste
The expected / actual comparison can only be correct if not only the sales are automatically recorded via the cash register but also waste / breakage.
Waste and breakage can be recorded either directly through the cash register or in the OktoPOS Manager.
At the cash register not only sales items can be recorded as waste but also ingredients.
Waste Lists are Reported in the OktoPOS Manager.
Articles
An article possesses various attributes which conventional cash register systems do not take into account. In the OktoPOS Manager, the various attributes are entered directly in the article file and are thus available for the other modules.
Prices
An article can be sold in various ways. This may trigger different prices and VAT rates. To avoid creating a separate article for each distribution option, various prices and VAT rates can be entered that depend on the following parameters:
- Branch
- Distribution channel (in-house, take away, delivery service, etc.)
For each branch, the currency can be defined. Thus, the same article can be sold internationally in different branches and different distribution channels. This enables comprehensive article reports.
Price table for an article
Product Calculation
The system calculates the material-cost-ratio for each article. The gross margin report lists daily gross margin results for every article in every branch.
Product calculation by recipe
Features
- Article administration
- Supplier administration
- Inventories
- Storages
- Expected vs. actual analysis
- Order recommendations
- Recipes
- Prices
- Allergens
- Nutritional values
- Additives
- Expiration dates
- Product calculation
- Gross margin calculation
- Deliveries
- Waste
- Production planning
Overview of contribution margin
of sold items in a selected time period
Manage Recipes, Nutritional Values & Allergens
Keep full control over your recipes with centralized management of ingredients, nutritional values, and allergens. Our software ensures clear labeling and easy updates – perfect for hospitality and retail. Stay compliant with regulations and offer your guests maximum transparency and safety.
Recipes can be stored in the article file for all articles produced or modified in the branch
This enables the following:
- Consumption of ingredients
- Definition of contained allergens by the recipe
- Definition of contained additives by the recipe
- Calculation of nutritional values by the recipe
- Identification of non-vegetarian and non-vegan articles by the recipe
- Product calculation by the recipe
Recipe / parts list in the article file
Nutritional Values
Nutritional Values of the End-Products can be Calculated by the Recipe.
Nutritional values can be entered for each article.
Calculation of nutritional values in the article file
End products nutritional values are calculated using the recipe. Since these values do not necessarily correspond to the total nutritional values of the ingredients, they can be corrected manually in each step.
Publication
Nutritional values can be used for the following purposes:
Printout of the article information via the receipt printer
Indication of nutritional values in the cash register
Allergens & Additives
Allergens and Additives can be Calculated through the Recipe.
Allergens and additives can be entered for each article. The system uses the recipe to determine the allergens and additives that are contained in the end-products.
Tracking allergens and additives in complex recipes is barely possible without the support of a powerful system.
The information about allergens and additives can be used for the following purposes:
The article database can be filtered by allergens and additives. Thus, all articles that contain a certain allergen or additive can be found at the click of a button.
Filtering the article database by allergens
Determination of allergens in
the article file through the recipe
Production Control
Stay in full control of your production with our intelligent management system. From production planning and restocking to automated ordering, the software ensures smooth workflows and optimal inventory levels. Label printers allow for fast and accurate product labeling directly during production. Save time, avoid shortages, and improve your process quality – ideal for businesses with in-house manufacturing or processing.
Replenishment System
OktoReplenish is the ideal solution for reordering materials in production storage.
Production teams can order articles through a terminal by selecting them via article buttons and sending the order. These orders are then displayed on the inventory monitor for processing.
Material consumption can be tracked through inventory management using material movements.
Procurement
Create Orders Directly from the System.
Suppliers
Each supplier has a dedicated supplier record. In this record, the articles supplied and the purchase prices for each branch are managed.
Order Proposals
The system automatically calculates order proposals based on the sales. These can be adopted for orders.
Purchase order recommendation
Orders
Orders can be generated as a PDF and sent by e-mail to the supplier.
It is possible to transfer orders directly to the material management system of the supplier. For this an individual connection of the supplier is necessary.
Mobile Device
With the MDE device (mobile data collection device), reorder quantities can be recorded and transferred to the OktoPOS Manager in order to generate an order.
Deliveries can also be scanned with the MDE device and saved as a delivery note in the OktoPOS Manager.
Production Planning
Calculate Ingredient Quantities
With the ingredient calculator you determine the demand for ingredients for a selected production quantity of one or more products.
When calculating several products at the same time, the quantities of ingredients can be cumulated.
Ingredient calculator
OktoCapture - Replenishment System
OktoCapture records production output quantities. This is used for inventory management and statistics.
The data is recorded with a touchscreen terminal on which the production items are available as buttons. Alternatively, the items can be captured via barcodes with a scanner.
Articles can be recorded as pieces, weight or volume. Optionally, variants of the article (e.g., colors, sizes, etc.) may be captured.
OktoCapture is directly connected to the OktoPOS material management system. In the inventory management, the stock-level is tracked and inventories are entered. The produced articles are broken down in the inventory management via the recipe or parts-list into their components.
Each transaction can be automatically exported to a third-party system (for example, SAP or Oracle) in real time.
The OktoPOS Manger provides a variety of reports.
Label Printer - OktoLabel
Labels for Packaged Foods.
OktoLabel
An article is selected on the touch-screen and the number of labels is set. The printer produces the labels with all relevant information like price, price per unit, quantity, ingredients, additives, allergens, nutrition values, expiry date and barcode.
Features
- Connected to the OktoPOS Manager article database
- Connection of label printer
- Connection of scale (optional)
- Price
- Price per unit
- Quantity
- Expiration dates
- Ingredients
- Additives
- Allergens
- Nutrition values
- Barcodes
- Etc.
System Requirements
Customer-Oriented Features and Modules for an Enhanced Customer Experience
Our portfolio of customer-oriented solutions includes everything you need to increase customer satisfaction and retention. With our versatile modules, such as customer cards, customer accounts, gift vouchers, and credit cards, we provide you with the tools to guarantee your customers a seamless and rewarding shopping experience. Also take advantage of our advanced feedback terminals, efficient reservation systems, and event planning tools.
In particular, our bonus points system opens up new ways to foster customer loyalty by rewarding visits and loyalty with targeted incentives. Design a customer experience with our solutions that not only satisfies but also retains and excites.
Customer Cards & Gift Cards
Reward your customers with our flexible bonus points system: earn points automatically with every purchase using the customer card. We also offer convenient prepaid cards and attractive gift vouchers – perfect for gifting or boosting customer loyalty. More value for your customers, more revenue for your business.
Optimize the Customer Experience with OktoPOS Customer Accounts and Customer Cards.
With OktoPOS, you not only simplify the shopping process for your customers but also promote their loyalty. Customer accounts can be effortlessly created in the OktoPOS Manager or directly at the cash register. Customers also have the option to register online via your website. For the money value spent, your customers receive bonus points, which they can redeem for selected products.
Our customer cards offer flexible handling: they can be read contactlessly or via barcode and allow you to analyze purchasing behavior and use it specifically for marketing purposes. Additionally, OktoPOS supports invoice purchasing, where customers receive their invoices comfortably by email and you can efficiently track payment receipts in the accounts receivable list.
Credits can easily be loaded onto customer cards, and in the OktoPOS Manager, you have the option to maintain birthday lists and send personalized birthday letters. Also, use the option to credit your regular customers extra bonus points for special promotions or as compensation for complaints. Rely on OktoPOS to strengthen your customer loyalty and increase your revenue.
Central Customer Database
Customer Selection at Cash Register
Customer Loyalty
1. Collecting Bonus Points
Customer collects bonus points on his card for purchases.
2. Redeeming Bonus Points
Customer redeems points for rewards.
Bonus Point Account
Redeeming Bonus Points at Cash Register
Debtors
Bills can be booked on the customer account with the customer card. The invoices appear in the debtors list in the OktoPOS Manager. If the customer did not identify himself with a customer card at the time of purchase, the name can be added directly in the debtors list. The invoice can be sent as a PDF. Settled bills are marked accordingly.
Debtor Management
Prepaid Cards
Issue your own prepaid and gift-cards.
The cash register can charge customer cards with credit.
Sell your own gift cards with variable values. The value is loaded on the card at the point of sale. Values can be deducted in any amount. Empty cards can be recharged.
Prepaid cards can also be used in cafeterias and catering.
Customer Functions in OktoPOS
When creating a voucher, there is the option to print it with the number and QR code with the receipt printer. The voucher can then be stapled in a printed cover.
When you use vouchers with separate numbers that are not generated by the system, the voucher-number can be entered when creating the value account.
An individual value account is stored in the OktoPOS Manager for anonymous gift vouchers and prepaid cards.
This enables partial redemption and use at multiple locations.
An internet connection to the OktoPOS Manager is needed at the time of loading money or charging money on an account, as the value is not stored in the cash register.
Plastic-cards with barcodes or QR codes can be used for prepaid- and customer cards. We recommend RFID cards because they are easier to handle for the operator and for the customer.
Please ask us for an offer for printed customer-cards.
Gift Voucher
Sell Gift Vouchers Online and Offline
A dedicated value account is automatically created for each gift voucher. The account is charged at the time of sale of the voucher.
Partial redemptions are possible and the voucher can be re-charged.
The voucher can either be linked to an existing customer account or it can be sold anonymously. In this case, the voucher is linked to an anonymous customer account.
Vouchers do not represent sales when sold. Revenue is generated at redemption.
Self-printed vouchers can be used vouchers that are printed by OktoPOS Cash with the receipt-printer.
For self-printed vouchers, the voucher-number can either be generated by OktoPOS Cash and the number is written on the paper voucher or the number is already printed on the voucher and it is entered in the cash register at the time of sale. Thus, the voucher will be found when it is redeemed under this number.
Online Sales of Gift Vouchers
Simply sell gift vouchers through your own homepage. The OktoPOS voucher sale module is easily integrated with an iFrame.
The customer pays the voucher online and receives it by e-mail as a PDF in your design. Optionally, you can also send the voucher to the customer by mail.
Make yourself independent of third-party providers and sell your own vouchers with these advantages:
- Independent from third parties
- Hightlighting the own brand
- Receive the address of the customer
- Significant cost savings with high voucher sales
Software: SW-PRE
Customer Account
Sell Today, Collect Tomorrow.
This feature is perfect for clubs, pre-orders, and regular customers.
The customer account can hold a balance in credit or debit, allowing flexibility in payment.
With this function, your customers can make purchases or place orders at the cash register and choose to pay later. Payments can be made on the same day or at a future date, such as two weeks later or upon delivery of the goods.
This feature is especially useful for clubs or hotels, where members or guests can charge their purchases to an account and settle the balance at a later time directly at the cash register. Any form of payment can be used to clear the balance, providing convenience and flexibility for both the business and its customers.
Okto-TopUp Terminal
Top up credit via hardware terminal or online shop.
With OktoPOS, prepaid cards and gift vouchers can easily be topped up with the desired credit. This can be done with the OktoTopUp hardware terminal and with an online top-up function.
The topped up prepaid cards can be used as a means of payment at an OktoPOS cash register or at an OktoPOS Self checkout terminal. E.g. in a company restaurant, at schools, etc.
Gift vouchers are usually loaded individually directly upon purchase. However, if the customer does not yet want to commit to an amount, he can do so at a later date.
For example, a restaurant issues a blank gift voucher with a serial number and the customer then loads it himself via the online shop.
Feedback Terminal, Reservation System and Event planning
Offer your guests more convenience: The feedback terminal collects direct customer feedback. Our integrated reservation system allows easy table bookings – online or on-site. Additionally, the event planning tool helps you organize and promote events effortlessly.
Feedback Terminal - Okto-Feedback
Customer Opinions are Analyzed Directly in the Web Based OktoPOS Manager.
Feedback terminals have a dual use. Customers can leave feedback (OktoFeedback) and employees can perform control checks with their staff card (OktoCheck).
The terminal captures customer feedback with smileys or with more detailed questions. For this purpose, individual questionnaires can be uploaded. The questionnaires can be altered over time to get feedback on different topics.
Feedback Entries are sent directly to the OktoPOS Manager where they can be Analyzed.
The app can also be used to log employee checks, such as replacing the traditional restroom checklist. Each check is recorded by scanning the employee's card. Optionally, the terminal can display the time and employee who performed the last check. All recorded checks are transmitted to the OktoPOS Manager for centralized management.
Features
- Individual questionnaires
- Branching of questionnaires
- Different questionnaires
- Assigning of a questionnaire to the terminal
- Optional automatic change of questionnaires
- Optional random order of questions
- Detailed feedback through drill-down questions
- Feedback entries are transferred to the OktoPOS Manager in real time
- Feedback analysis in the OktoPOS Manager
- Terminal can also be used as a checklist (e.g. rest rooms)
- Employees can record checks with their staff card (RFID)
System Requirements
Booking System
Table Booking System for Telephone and Online Reservations.
The booking system is a module of the OktoPOS Manager. Reservations can be done manually or online over the external website.
Booking List
Table Plan
Individual Floor Plans
The floor plan for a branch is designed in the OktoPOS Manager by drag & drop. Different areas of the restaurant can be defined with different floor plans. Every area and every table can be configured separately.
Areas and tables can be opened or closed for reservations and be restricted for certain times.
The configured floor plans can also be used for the cash register and E-Menu.
Features
- Telephone reservations
- Online booking with availability check
- E-Mail confirmations
- Cancellation links
- Booking list
- Marking of no-shows
- Blacklist function for repeated no-shows
- Entry in newsletter list
- Workload chart
- Floor plan administration
- Time based rules for availability of tables
- Automatic assignment of tables for optimal capacity utilization
Event Planning
With the event planner, you can announce events on your website and manage the list of participants.
With this feature, you can host events such as cooking classes, meetings, presentations, celebrations, etc. organize. Every employee has an overview of the status of the event via the OktoPOS Manager about the participants and is thus able to provide information directly on the phone.
Event Planning with Lists of Participants
Features
- Administration of locations
- Event templates
- Date, time
- Max. number of participants
- Event description
- List of participants
- Payment status
- Publication on your own website (interface)
- Registration on your own website (interface)
Extensive Employee Management System
OktoPOS offers comprehensive employee management, integrating all essential functions from shift planning and time tracking to managing vacation days and allowances. Create job postings directly in the system and seamlessly present them on your website.
Additionally, the integrated recruiting module significantly eases applicant management. You receive targeted support in selecting and managing candidates, which optimizes and simplifies the entire recruitment process.
Employee Management
Our system helps you streamline team organization with ease. Integrated time tracking, intuitive shift planning, and clear vacation management keep everything under control. Manage bonuses and allowances transparently and automatically. The digital employee checklist ensures smooth onboarding for new team members. Save time, reduce errors, and bring structure to your daily HR tasks.
Contract data is saved in the central database. Access rights for front-end modules are set in the employee file.
Employee files are stored centrally in the OktoPOS Manager. Thus, the data is available throughout the system without redundant entry. From shift planning to time recording and cash register logon.
Employee Data Base
Employee login at the cash register
Contract Administration
The history of key contract data is stored in the employee file. This also serves for the calculation of labor-cost-ratios and for other reports.
Time and Attendance - OktoTime
Time Recording with a Tablet Computer App.
The time recording terminal OktoTime is connected to the OktoPOS Manager over the internet. New employees are entered in the OktoPOS Manager. The log times are directly visible in the OktoPOS Manager providing an overview of employees currently at work.
With OktoTime, you get an overview of the worked time and the related personnel cost. The logged hours are valued according to contract data.
The logged times can be used for payrolls.
Time Recording Logs
The employee's time logs are available individually and cumulatively. The direct internet connection of the terminals makes reviewing log status in real time possible.
Features
- Employee selection
- Function selection
- Log-in / log-out
- Logging with contactless chip card (RFID)
- Employee files are managed in the OktoPOS Manager
- Time recording data is sent in real time to the OktoPOS Manager
- New employees are available on the terminals directly after creating a new employee file in the OktoPOS Manager
- Reporting in the OktoPOS Manager
- Personnel costs
Overview of logged hours
System Requirements
Shift Planning
Integrated Shift Planning linked to Employee File and Sales.
Shift plans can be created easily in the OktoPOS Manager. Simply drag & drop staff in the slots of a pre-defined time slot.
Weekly plan
Only staff that has the required qualification is available. The system checks for double entries and other restrictions dynamically and issues warnings accordingly.
Shift Plan Overview
In the overview, the shift plan for a week can be seen. The entire shift plan can be copied to another week with a click. This may apply to all or only selected functions as required.
Shift Planning Bar Chart
The bar chart offers a good overview to ensure efficient shift planning by avoiding over- and understaffing.
Weekly bar chart
My Shift Plan
Employees can see their scheduled times and places online.
Warning message for shift plan restrictions
Restrictions
Different types of restrictions of single employees can be considered for the planning.
The shift planner will see a warning message should the employee be on vacation or have reached his working hours limit.
In the system configuration section, restrictions can be adjusted to only issue warning messages or to block employees from being staffed altogether.
The following restrictions are available:
- Holiday
- Sickness
- Birthday
- Rest periods
- Colleagues
- Branches
Publication
The shift plan can be published in the following ways:
- Printout
- Online
Planning Aids
Aside from the restrictions, there are other useful tools, supporting the shift planning.
These include information on the number of contractual hours, functions the employee is qualified for, branches and functions the employee has experience in as well as information on possible substitute employees.
Employee’s experience
Features
- Planning in weekly overview
- Planning by functions
- Conflict management
- Employee restrictions
- Copy function
- Accumulation of hours by employee
- Bar chart
- Employee access (“My Shift Plan”)
- Distribution of shift plan by e-mail
- PDF shift plan
- Reports by branches and functions
- Shift templates
- Sales / labor cost / labor cost ratios
- Planning aids (information about employees)
Holiday Accounts
Tracking of Vacation Allowances.
The yearly vacation allowance and expiry is calculated from the contract data.
Absence days (sickness) can be kept track of as well.
Vacation requests and sickness leave periods trigger warning messages in shift planning if the employee is staffed for a time when he will not be available.
Holiday account in the employee file
Benefit Management
Easy Reconciliation of Surcharge Payments with actually Worked Hours.
With the surcharge management function, you can calculate tax-privileged surcharges during public holidays and night shifts.
This function is directly connected to OktoTime.
Checklists
Tracking of Items that are handed out to Employees.
A checklist in the employee file. Items handed out to and returned by employees can be entered for tracking. (e.g. keys, uniform, etc.).
Checklist in employee file
Job Postings & Smart Recruiting
Find the right talent quickly with our integrated recruiting tool. Publish job ads directly through the system and manage applications centrally and clearly. From first contact to hiring, you stay in control of the entire process – efficient, modern, and time-saving.
You can create job ads for vacancies that can be posted on your website. Applications can be sent through the website directly to the OktoPOS Manager. Incoming applications are managed in the OktoPOS Manager.
Vacancy Management
Recruiting
Applicant Management
OktoCareer - Personnel Consulting Software
With the separate OktoCareer module, you have a professional applicant management system at your disposal:
- Job advertisements on your own website and on job exchanges
- Applications received via the website, job exchanges and by e-mail
- Creation of an applicant file
- Electronic analysis of the CV
- Legally compliant obtaining of consent to data processing
- Deadline management for data protection and legally compliant deletion
- Integrated communication with applicants via email
- Evaluations of candidates
- Maintenance of long and short lists
- Creation of a pool of candidates
- Management of vacancies
- Resubmission function
- Outlook connection
- Reporting
The OktoCareer module is suitable for companies that receive 10 or more applications per month. With OktoCareer you keep an overview, don't miss any deadlines and ensure a professional appearance on the labor market.
- Keep track of the applicant
- Don't miss any more deadlines
- Professional appearance on the job market
- Better decisions through more information
Stay in Control – Analytics and Reporting Tools
Our software delivers robust analytics, clear reports, and effective controlling features to support informed decision-making. Tailored tools for tax consultants and seamless accounting exports simplify financial workflows. Combined with an integrated content management system, you stay on top of your data, communication, and content. More clarity, less effort – with our all-in-one solution.
Reporting
Comprehensive Real Time Reporting.
Anything any Time
The OktoPOS Manager enables access to reports on a wide variety of topics that are always up-to-date. Even sales made just seconds ago are immediately included in the reports. Thanks to the high computing power of the server and optimized program structures, even complex evaluations can be performed in a flash.
For individual further processing, reports can easily be exported to Excel. Additionally, it is possible to create PDF documents for documentation from most analyses. Since data from all modules flow into the OktoPOS Manager, reports are also possible that combine data from different areas, such as the labor cost ratio or product calculations.
Monthly sales
Control
Control happens when the relevant information is coming to you, and you do not have to gather the information you need. Due to the multitude of processes and transactions of different kinds in a branch, it is impossible to keep control without an efficient and interconnected system.
Subscribe to the management report that delivers you the KPIs you need by daily e-mail. Use the drill-down function to gain a deeper insight. Since all data is available in one single system, it is possible to drill down to the raw data.
Use the combination of data to your advantage. For instance, analyze the margins report to determine on which days which articles contribute the most -or least- to your profits.
Through the differentiated rights structure, you can define which employee has access to which data of which branch. More than 50 reports are available in the OktoPOS Manager.
Controlling
Maximum Transparency by linking Data from various Modules.
Proforma P&L
Managers of multi-unit operations know the importance of current data and how difficult it is to get it.
OktoPOS delivers the information fast and complete like no other system. OktoPOS provides the compass you need to keep your company on track.
From bean counters to visionaries
Effective management needs to not only see the big picture, but also pay attention to details. Thanks to the integrated approach, OktoPOS offers the complete spectrum. From profitability of a branch to the single transaction.
Drill Down
For a better understanding of the reports, you can drill down to individual transaction records.
Proforma P&L
You can see your daily P&L for each branch in the OktoPOS Manager. The required data comes from the cash register, articles, recipes and purchasing prices as well as personnel cost according to time and attendance and employment contracts. Occupancy cost, depreciation and other cost are defined as a lump sum or in relation to sales individually for each branch.
The only cash register that not only shows sales but bottom line success.
For Tax Consultants
Functions and Information for Tax Consultants
How do I get my client's data?
OktoPOS offers a login for tax consultants. With that you have access to all the important areas of the system. All you need is a computer with an internet connection. In the browser (e.g. Firefox, Chrome) you get into the OktoPOS system of your client. Ask your client for the access data. We set up the tax consultant access individually for your clients system if your client sends the request.
Can I also export several branches at once?
Yes. If your client operates multiple branches, you can select multiple branches for export, and export the sales into one file.
Can the sales data also be imported into my accounting system on a daily basis?
In principle, it is possible for the OktoPOS system to store the sales export on your server on a daily basis. There is a one-off cost to set up the automatic export. Because of the simple and very fast handling of the sales export in the OktoPOS Manager, which usually is only done once a month with very little time, the automated connection is not worthwhile in most cases and brings hardly any time advantage.
Where can I find a template for the internal control system?
In the OktoPOS Cash manual under OktoPOS > System > System Support.
Can the OktoPOS Manager be deleted after the end of the contract?
From our point of view, the OktoPOS Manager and data are subject to the statutory retention periods. In case of a subsequent tax audit, system access can be requested. A pure data export is sufficient regularly does not meet the requirements. However, we cannot and must not make any legal or legal representations in this regard and follow the instructions of our clients.
How do I book the sales?
The easiest way is to use the financial accounting export. You can find it in the left navigation in the OktoPOS Manager Financial Accounting –> Financial Accounting Export.
The export is generated in seconds at the push of a button as a CSV file. This CSV file is recognized and interpreted by your accounting program when you import them.
Which periods can I book?
You have the choice between individual transactions, entire days or other selectable periods such as weeks or months.
If you choose a period, e.g. a month, you can choose whether the sales for the entire period are to be accumulated or broken down into individual days.
So with a single export, once a month, you can book every single day of the month in no time.
Which document summarizes the daily sales for accounting?
Please use the cash report. You can find it under Accounting > Cash register accounts and reports > Cash report. In contrast to the cash register closing or Z-report, the cash register report always covers an entire business day, even if several cash registers were closed on the day. The cash register report represents the tax basis for financial accounting in the OktoPOS system.
What does it mean if the cash report is preliminary?
The cash report is provisional until the OktoPOS Manager has ensured that all bookings arrived at the cash register in the OktoPOS Manager. This determination can only be made when the first receipt of the following day is posted. This is the only way for the OktoPOS Manager to clearly identify which was the last receipt number of day.
Where can I find further information?
In the FAQ you will find information and videos for accounting (OktoPOS > System > FAQ). The manual can be found under OktoPOS > System > System Support.
Accounting Export
Export Sales to the Financial Accounting at the Push of a Button
The sales export makes the work for financial accounting much easier.
Sales are exported from the OktoPOS Manager as a CSV file and imported into the accounting program.
The export can be set to be compatible with all accounting programs, including Datev of course.
Setting options for sales export
Sales can be exported in one go for multiple days and multiple stores.
To set up the export function, simply enter the chart of accounts in the OktoPOS Manager and assign a revenue account to each sales article based on its VAT rate. This way, you can easily break down your sales in your P&L by goods groups or categories, depending on your needs.
Website Content Management
Control your External Website with the OktoPOS Manager.
With the OktoPOS Manager, you can control functions and content on your external website.
Content is transmitted via a plug-in from the OktoPOS Manager to your website, where it is displayed staying true to your design.
News / Promotion
Keep your customers informed about news and promotions. You can write news articles with the news editor and upload them to your homepage.
Validity periods can be defined for each news article, which allows you to plan promotional offers accordingly.
Web news management
Events
With the event planner, you can manage participant lists for events like cooking classes, seminars, etc. The events can be posted on your website.
Frequently Asked Questions
With the FAQ editor, you can gather common customer questions and provide the answers. This keeps your customers informed and saves effort in customer support. Keep the FAQ updated as new topics arise.
The questions and answers are published on your website.