The New Cash Register Act 2.0

Back in January, we first wrote about the new cash register act, which will come into effect on January 1st 2024. Since then, more specific requirements have been issued by the Tax Authority. Therefore, a new and updated post has been created, which we’ve chosen to call “The New Cash Register Act 2.0.” We’ve tried to keep it as concise as possible. The initial sections cover what you, as the owner of an affected business, need to be aware of. The additional requirements are not something you need to handle – we take care of them for you. However, you can read them if you find it necessary. We’ve attempted to translate them from legal jargon into plain Danish, so everyone can understand.

Why is there a new cash register act?

The new cash register act is being introduced because the Tax Authority wants to make an extra effort to combat undeclared work. Therefore, businesses covered by the legislation must acquire a digital cash register system by January 1st 2024.

When does the new law come into effect?

The new legislation comes into effect on January 1st 2024.

Who does the legislation apply to?

The legislation applies to four different industries, including:

• Bars, pubs, and clubs
• Cafes/restaurants
• Grocers/kiosks
• Pizzerias, ice cream parlors, grill bars, etc.

This applies if the business has an annual turnover between 50,000 Danish kroner and 10 million Danish kroner.

What is a digital cash register system?

You might be wondering about this right now. Here’s the explanation:

At the Tax Administration, the digital cash register system is referred to as a “digital sales registration system.” We call it a digital cash register system because it’s easier to remember – for both you and us.

A digital cash register system is a system that automatically stores sales information for the individual business. The Tax Administration has set various requirements for what the digital cash register system should be capable of, including how the information is stored in the system. You can read all about this further below.

A digital cash register system from OnlinePOS naturally meets the specific legal requirements. Therefore, you can confidently acquire a digital cash register system from us – we take care of the details, so you don’t have to worry.

What do I need to do?

You need to consider whether you, based on your industry and turnover, are covered by the legislation. Then, you need to consider whether your cash register system is digital. Below, we’ve outlined some scenarios where you can see if you recognize anything. Known examples of scenarios where you need to be particularly attentive:

Scenario #1:

• If you have an old cash register system with physical buttons and no screen to display product groups and more, you must replace it by January 1, 2024. We recommend doing so earlier if possible.

Scenario #2:

• If your payment terminal or other payment solutions such as MobilePay are not directly integrated with your digital cash register system. What does it mean to be “integrated” with a payment terminal? It means that it is directly connected to your cash register system. If the payment terminal is integrated, payment information is shared automatically and efficiently between the payment terminal and the associated cash register system. This is one of the new legal requirements from the Tax Authority.

Scenario #3:

• If you haven’t updated your software to the latest version.

We cannot advise you on whether you are covered by the new cash register law. We always recommend seeking legal advice from a qualified legal expert or advisor (possibly your accountant) who can assess your situation and provide specific recommendations regarding the cash register law and other relevant laws.

If you believe you are covered by the new tax legislation, we can help with the setup in your OnlinePOS Backoffice or find a solution so you can comply with the new legal requirements going forward.

You can call one of our salesmen. They can guide you to what solution is best suited for you You can call on: +45 42 90 26 26 or write an e-mail on: salg@onlinepos.dk, then one of our salesmen will contact you soon.

Additional requirements to be aware of

The Tax Authority has issued 15 technical requirements for the digital cash register system, and hold on, because it’s going to be a bit text-heavy. We’ve tried to “translate” them from legal language into more common Danish. As mentioned earlier, we’ll take care of the requirements, so you can relax.

• The cash register system must be able to record all actions in an electronic journal. Transaction data in the electronic journal must be digitally signed with an OCES certificate. The OCES certificate is a kind of ID for the business owner or the provider of the cash register system, so the integrity of the data in the journal can be verified during any audit.
• The electronic journal must contain the information that should also appear on a simplified invoice or receipt for the customer. In addition, the electronic journal must also include:
  • Information about the business owner’s CVR number
  • A consecutive transaction number, which must be unique to the business owner. This applies per CVR number.
  • The start and end or interruption time of the purchase
  • The payment method used
  • The serial number of the digital cash register system
• The digital cash register system must have SAF-T (Standard Audit File – TAX) as the standard file format.
• The file from the electronic journal must be transferable via commonly available electronic means – meaning it must be transferable digitally, via USB drives, CDs, or the like.
• The cash register system must be able to create a report of the day’s turnover and then reset the sales counters – this is called a Z-report.
• Similarly, there is also an X-report. It is a report that should be able to generate a summary from the last time a Z-report was created. The difference between the two reports is that the Z-report functions as the report that comes out when the cash register is counted, and the X-report is a report that can be printed regularly to monitor turnover without affecting the day’s sales figures and resetting the sales counters.
• Digital payment methods, such as payment cards and mobile payments, must be automatically registered in the electronic journal. Here, it must be registered which payment method was used for each transaction.
• In addition to the above, the cash register system must also be able to record total sales separately for each of the individual payment methods. That is, total sales for cash, card payments, mobile payments, and so on.
• It must have a built-in clock and date, adjusted to Danish standard time. All adjustments to the system’s time must be recorded in the electronic journal.
• The cash register system must have an attached printer. It can be that the printer is built into the physical cash terminal, but it can also be an external printer connected to the cash register system. It must be there because you must be able to print a simplified invoice or a receipt if the customer has not accepted it digitally in advance. So, it’s the end of writing receipts by hand on a piece of paper.
• The cash register system must be able to print a receipt that distinguishes between positive and negative amounts. This requirement can also be considered fulfilled if you can send a digital receipt if the customer has accepted it in advance.
• The cash register system must be able to register how much each individual employee sells. This is done by having each employee with their own login or card, which is recorded before a sale begins. The registration should be able to display transactions and totals for the individual employees, including the size of the sale and the payment method used.
• The cash register system must clearly mark on the receipt whether it is a “test receipt.” It can be, for example, by writing “Test – not valid” or “Training – not valid,” so there can be no doubt about whether the receipt is valid or not.
• Does the cash register system have a cash drawer? It is not legal to refuse to accept cash. Therefore, you must have a cash drawer where you can securely store cash. In addition to that, you must have a cash exchange box that allows you to exchange your coins and bills. Typically, this can be kept in a safe in the back room or similar.
• The cash register system must not contain functions that could make it possible to add, edit, or delete information in the electronic journal. It must also not be combined with or integrated with software or hardware that makes it possible.

Here you can find the Tax Authority’s official article on the new sales registration requirements.

How do I keep track of all this?

You do this by choosing OnlinePOS – we handle all the technical aspects so you can focus on running your restaurant. Our digital cash register system will meet the legal requirements, including those coming into effect in January 2024, so you can confidently choose us as your provider of your digital cash register system.

You can call us on: +45 42 90 26 26

Or write an e-mail to: salg@onlinepos.dk, then one of our salesmen will contact you soon. They will ensure that you get the digital cash register system that suits you best.

Disclaimer

OnlinePOS is not a legal advisory entity. This article is solely intended for informational purposes. It does not constitute legal advice or a substitute for it. You should not base your decisions solely on this article. You should not base your decisions solely on this article. As a business owner, you are responsible for understanding and complying with applicable laws, including the cash register law. The article is not a guarantee that your solution complies with the law It is your responsibility to ensure that your business practices and solutions comply with all relevant laws and regulations. We strongly recommend seeking legal advice from a qualified legal expert or advisor (possibly your accountant) who can assess your situation and provide you with specific recommendations regarding the cash register law and other relevant laws. We assume no liability for any losses or damages you may incur as a result of the information in the article.