The RetailForce Cloud facilitates the central management of RetailForce products and services such as the Fiscal Middleware as well as the Fiscal Hardware required in some countries (e.g. the certified technical security device - TSE - in Germany), as well as the RetailForce's archiving solutions, and products around Digital Receipts etc.
After logging into the RetailForce Cloud, first an organisational structure needs to be created in order to assign tills or fiscal clients later. At least one organisation has to be created to do so. An "organisation" is defined as a company that operates (cash) registers. It is also possible to create more complex structures.
The organisational structure can be created either manually - as described in this article - or by CSV upload.
Entities
A general description of the entities can be found in the article "Data structure of master data".
The following entities are available:
- Organisation - cash-operating company, or superordinate company, if parent-subsidiary relationships are to be mapped, in which case the cash-operating company is the entity...
- Company - cash-operating company, creation only necessary if parent-subsidiary relationships between "Organisation" and "Company" are to be mapped.
- Store - branch or business location, must be assigned to a specific "Organisation" or "Company".
Cash registers can be directly assigned to any of the above entities.
New Organisation
To create a new organisation, select "Organisation" in the main menu (left) after logging in and then "+ New Organisation" in the right context menu.
In the form field for creating the organisation, the distributor must first be selected. If you are a POS system manufacturer or distributor and you are creating the organisation for your customers, select your company from the drop-down list. As a customer, select your POS system manufacturer.
Description of the form fields:
| Field | Type | Description |
| Caption | M | official company name according to company register. |
| Caption 2 | O | Markenbezeichnung, wenn diese z.B. von der offiziellen Firmenbezeichnung abweicht. |
| Distributor | M | Auswahl des übergeordneten Distributors. |
| Description | O | Description |
| Fiscal year start month | M* |
Selection of the month in which the company's financial year begins. Country details:
|
| Legal Form | M* |
Legal form of the company Country details:
|
| Share capital | M* |
Share capital of the enterprise Country details:
|
| Fiscal country | M | Selection of the fiscal country |
| Primary contact | O | contact person, ideally this should be an authorised signatory. |
| Technical contact | O | technical contact person, also in case of support requests. |
| Configuration | M |
the Fiscal Client is configured centrally via defined configuration-objects. Here, certain configurations can be assigned to the respective organisational unit. Note: to be able to assign a configuration object, one must first be created.
|
| New Configuration | O | This selection can be used to replace an existing configuration object with a new one. |
| New valid from | O | defines the validity date of a new configuration object (see "New Configuration") |
| Company identification (+ Add identification) |
M |
Company ID, for unique identification of the company / organisation. The Company Identification is primarily used to activate the fiscal client via the RetailForce (PUT /api/v1/management/clients/byCloud), but some are mandatory. Attention: certain company identifiers are mandatory in some countries. A matrix of which identifier can or must be used in which country can be found in the article: Company identifiers.
Note: If an organisation is created for test purposes and the VAT ID is to be used, please enter TEST_ as the prefix. This deactivates the validation of the VAT ID.
|
| Street | M | official company address - street |
| Street number | M | official company address - street number |
| Zip Code | M | official company address - postcode |
| City | M | official company address - town/city |
| Country | M | Country |
Legend:
- M ... Mandatory (for all fiscal countries)
- M* ... Mandatory in certain countries, or under certain conditions (for details, see description)
- O ... optional (can be entered)
After all form fields have been filled, the input can be saved with "Create" (context menu, right).
New Company
If you would like to create a multi-level structure, please continue with the creation of a new company.
The creation of a new company is done in the same way as the creation of the organisation, with one exception: the parent organisation must be selected in the top section of the form.
Additional form fields:
| Field | Type | Description |
| Company Number | M | Assign an arbitrary number to the company (to the subsidiary) |
| Organisation | M | Selection of the parent organisation. |
Legend:
- M ... Mandatory (for all fiscal countries)
- M* ... Mandatory in certain countries, or under certain conditions (for details, see description)
- O ... optional (can be entered)
New Store
Below organisations or companies, branches/subsidiaries/locations ("stores") must be created. Even for companies with only one location, at least one store must be created in order to be able to assign cash registers to the location.
To create a store, click on "Stores" in the main menu on the left and then on "All Stores". The entry form for creating a store opens after clicking on "+ New Store" in the right-hand context menu.
When creating a store/shop, the superordinate organisation or company must also be selected. Otherwise the entry is equivalent to organisation or company.
Due to the integration of the Spanish TicketBAI system, a store-level field has been added: "Fiscal region". This field controls the routing of the fiscal data to the corresponding regional fiscal administration (haciendas) Araba, Bizkaia or Gipuzkoa. If the TicketBAI system is extended to the rest of the Spanish territory, two more haciendas are added.
- Spain: When creating a new store in Spain, the fiscal region must be entered. Currently: Araba, Bizkaia or Gipuzkoa.
- Denmark: The address of the respective store is mapped to the SAF-T file's "location" information.
Additional form fields:
| Field | Type | Description |
| Store number | M |
Arbitrary number of the store / branch Note: is required in the course of commissioning
(PUT /api/v1/management/clients/byCloud) Country details:
|
| Fiscal region | M* |
Definition of the fiscal region (Araba, Bizkaia, Gipuzkoa) Country details:
|
| Telephone | O | phone number of the branch / store |
| Fax | O | fax number of the branch / store |
| O | email address of the branch / store |
Legend:
- M ... Mandatory (for all fiscal countries)
- M* ... Mandatory in certain countries, or under certain conditions (for details, see description)
- O ... optional (can be entered)
New Terminal
After creating a location/ branch (store), a new terminal (representing a single cash register) can be created within the store.
To create a terminal, first select the store under which the terminal is to be created. (Stores > All Stores > [respective store]). You can then create a new terminal in the action menu (right) with "+New Terminal".
Description of the form fields:
| Field | Type | Description |
| Terminal number | M |
Arbitrary cash register number (alphanumeric) Note: is required in the course of commissioning
(PUT /api/v1/management/clients/byCloud) |
| Caption | M | Arbitrary designation of the cash register / terminal. The name must not exceed 50 characters in length. |
| Is Test | M* |
if activated: Marking that it is a test cash register / test terminal - Mandatory for TEST SYTEMS ONLY!!! Attention: Once the terminal has been activated, this setting can no longer be changed!
|
| Configuration | O |
in deviation from the settings in the above hierarchy elements (Organisation, Company, Store), a separate configuration element can be set here for the corresponding terminal. Note: Settings at terminal level override those at higher hierarchy levels.
|
Legend:
- M ... Mandatory (for all fiscal countries)
- M* ... Mandatory in certain countries, or under certain conditions (for details, see description)
- O ... optional (can be entered)
The button "Create" in the right action menu creates the terminal.
New Configuration
For general information on configurations, see the linked article.
When creating a new configuration (Configuration > + New Configuration), you must first select the fiscal country for which it is to be created.
The configuration for the individual countries is explained in detail in the following articles.
Configuration Germany - [0] = Germany
Configuration Austria - [1] = Austria
Configuration France - [2] = France
Configuration Bulgaria [3] = Bulgaria
Configuration Denmark [4] = Denmark
Configuration Sweden [5] = Sweden
Configuration Slovenia [6] = Slovenia
Configuration Poland [7] = Poland
Configuration Serbia [8] = Serbia
Configuration Italy [9] = Italy
Configuration Croatia [10] = Croatia
Configuration Romania [12] = Romania
Configuration Lithuania [15] = Lithuania
Configuration Spain [18] = Spain
Configuration NoFiscalization [99999] = NoFiscalization
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