"Tax Monitoring" needs to be enabled in the Idealpos Licence.

Please speak to our Sales Team for more information and to organise to have this option enabled for your licence.

After the option has been enabled, you may reload the licence to confirm that the change has been made and applied to your licence.

 

Go to Setup > Licence Gateway

Ensure that "Tax Monitoring" is displayed under the Options column for your POS terminals.

 

Go to: Setup > Global Options

The following changes need to be completed.

 

Sales

Go to the Sales tab in Global Options

Under the Tax Rates section, configure the Tax Descriptions and Tax Rates.

The Tax Descriptions/Labels must be explicit and can be obtained from the Governing Body in your Country or Region that handles Tax Monitoring.

The below Tax Descriptions and Rates are examples for VMS (Fiji Region), however,we strongly recommend that you consult with the local Governing Body in your region for the latest up-to-date Tax Descriptions and Rates to ensure that you meet the requirements for compliance in your region.

 

 

The Tax Labels supplied below for use with the VMS (Fiji) are listed below for reference.

We strongly recommend that you refer to your local Governing Body who is responsible for managing Tax Monitoring for the latest Tax Rates and Tax Labels to ensure that you are Tax Compliant in your region.

 

 

The below rates are examples for the Samoa region, however, we strongly recommend that you consult with the local Governing Body in your region for the latest up-to-date Tax Descriptions and Rates to ensure that you meet the requirements for compliance in your region.

 

 

Once the Tax Labels/Rates have been configured, we recommend that you restart Idealpos for these changes to take effect.

Restart Idealpos by going to Start > Idealpos > IPSUtils > Enable the "Close IPS Utility" checkbox > Press the "Close" button

After Idealpos is closed, you may start Idealpos again either via the Idealpos Desktop Icon, or go to: Start > Idealpos > Idealpos

 

Then go back to the Global Options screen by going to: Setup > Global Options

 

Customers

Go to the Customers tab in Global Options.

Under the 'User-Defined' section, add Buyers TIN (Tax Identification Number)

 

 

Interfaces

Go to the Interfaces tab in Global Options.

From the list of available Interfaces on the left-hand side, select Tax Monitoring, then select the Buyers TIN from the Buyer TIN Field option.

The other options will need to be filled out using the details supplied by the Governing Body that is managing Tax Monitoring in your Country or Region.

After entering the URL and the PIN, the Verify button can be pressed to Verify the PIN.

If each of your POS Terminals has a Smart Card with a unique PIN, the PIN can be configured as a User-Defined Option per-POS Terminal.

Please refer to the warning below for further details.

 

 

 

Printing

Go to the Printing tab in Global Options.

Under the QR Codes section, adjust the QR Code size. We have used a QR Code Size of 4, however, you may find another size may suit your setup better.

 

If required, enter the Customer TIN for each customer.

Go to File > Customers > Customers > Select Customer > Modify > Advanced > Buyers TIN

Enter the Buyers TIN into the Buyers TIN field

 

Once the above steps have been completed, we recommend that you restart Idealpos for these changes to take effect.

Restart Idealpos by going to Start > Idealpos > IPSUtils > Enable the "Close IPS Utility" checkbox > Press the "Close" button

After Idealpos is closed, you may start Idealpos again either via the Idealpos Desktop Icon, or go to: Start > Idealpos > Idealpos.

Idealpos should start successfully without showing any error messages.

If Idealpos encounters any issues connecting to the ESDC or if any problems with the Tax Labels/Rates are found by Idealpos, an error message will be displayed during the Idealpos startup. Should this occur, please review the steps above to ensure that you have configured the Tax Rates correctly.

If no error messages are displayed during Idealpos startup, the setup was successful and you can proceed to completing a sale on the POS Screen/Generating Fiscal Receipt in the below step.

When a sale is completed at the POS, a Fiscal receipt will be generated

 

To refund a transaction or to refund items from a previous transaction, press the Refund button on the POS screen and select a previous transaction

 

 

Fiscal receipts can be included on A4 Tax Invoices.

To use this functionality, there are two options available as below:

• Print the A4 Invoice automatically after each sale by enabling the Yes/No Option "Automatically Print A4 Invoice after each sale".
  To have the A4 Invoice Print Automatically for each sale, go to Setup > Yes/No Options, then enable the option "Automatically Print A4 Invoice after each sale"
  
  
  
  
• Manually product the A4 Invoice via a button on the POS Screen linked to the Tax Invoice function (this option can also be used after an A4 Invoice has been printed when the above Yes/No Option is enabled).
  To configure the button on the POS screen, go to Setup > POS Screen > POS Screen Setup > Select the layout > Buttons > Create a button by selecting the "Tax Invoice" function from the list:
  
  
  When pressing the Tax Invoice button from the POS screen, a screen will appear which the Clerk can use to either Print or View the Tax Invoice.
  
  
  
  Pressing View will display a preview of the Invoice. When previewing the Invoice, it can also be printed by pressing the Print button at the top of the screen.
  
  
  
  Pressing Print will simply print the invoice to the default Windows Printer
  
  
  

The Fiscal Status and Verify PIN function can be run at any time from the POS Screen by first creating a button then pressing it at any time during or after a transaction.

By pressing the button, Idealpos will attempt to connect to the SDC to get the status and verify the PIN number.

Prior to Idealpos 7.1 Build 7, this function would run automatically in the background when each transaction was performed which resulted in slower transaction processing times because the POS would have to keep performing the check. From build 7 and onwards, the function no longer runs automatically after each sale and will instead only be run when the button on the POS screen is pressed.

To create the "Fiscal Status & Verify PIN" button, go to: Setup > POS Screen > POS Screen Setup > Select a layout > Buttons

 

Find a suitable POS Screen tab at the bottom of the screen where you would like the "Fiscal Status & Verify PIN" button be located and click on it.

Then find a blank button within the tab to create the button.

Configure the button as follows:

Select the "User-Defined" option from the list of available functions, then enter "FISCALSTATUS" into the Automatic Text Field.

Enter the desired button caption into the Button Caption field. The appearance can also be customised as required.

Once the button has been configured, press "Save" to save the button:

 

 

Close the POS Screen Layout windows.

Open the POS Screen, then press the "FISCAL STATUS & VERIFY PIN" button.

A message will be displayed showing the Site Name and Last Invoice number along with the Verify Pin result.

 

If there are any issues sending Tax Monitoring Fiscal Receipts, you may want the ability to Retry sending Fiscal Receipts on-demand.

A button can be created for this purpose by utilising the User-Defined function and entering specific text into the Automatic Text field.

 

To create the "Retry Fiscal Receipts" button, go to: Setup > POS Screen > POS Screen Setup > Select a layout > Buttons

 

Find a suitable POS Screen tab at the bottom of the screen where you would like the "Retry Fiscal Receipts" button be located and click on it.

Then find a blank button within the tab to create the button.

Configure the button as follows:

Select the "User-Defined" option from the list of available functions, then enter "FISCALRETRY" into the Automatic Text Field.

Enter the desired button caption into the Button Caption field. The appearance can also be customised as required.

Once the button has been configured, press "Save" to save the button:

 

 

If there are any problems sending Fiscal Receipts to the ESDC, the Retry Fiscal Receipts button can be pressed and Idealpos will attempt to send any outstanding Fiscal Invoices that have not already been sent.