Financial → Accounting → Setup → Payout options
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Payout options are the payment forms the cashier can choose between when a payout from the cash register is recorded — for example a refund of cash or a transfer. When the cashier opens the "Create payout" dialog in the cash register application, exactly the payout options that are created and enabled here are shown. The general ledger account and contra account on the selected option control which posting is created automatically on the payout.
The screen shows a list of all defined payout options for the selected organisational unit. The lists are sorted in the order they are shown in the cash register application.
Columns in the list:
System name: The technical, unique name of the payout option.
Display name: The name the cashier sees in the cash register.
Payment type: The payment form the option represents (Cash or Not integrated).
General ledger account: The general ledger account that is debited or credited on the payout.
Contra account: The contra account that is posted against on the payout.
Enabled: A checkbox directly in the list. If the checkbox is cleared, the option is no longer shown in the cash register application. The change is saved instantly.
The Create button is always available and opens the edit dialog with a blank form, so you can create a new payout option.
The Edit button is only active when a row is selected in the list. It opens the edit dialog with the selected payout option, so you can edit the fields. The payment type cannot be changed after creation.
The Delete button is only active when a row is selected. It permanently deletes the selected payout option.
The Move up and Move down buttons change the order of the payout options in the list. The order here is the same order the cashier sees the options in the cash register application. Move up is only active when the selected row is not already at the top. Move down is only active when the selected row is not already at the bottom.
The Validate button is always available. It performs a cross-cutting validation of all payout options and checks that the associated general ledger accounts and contra accounts are correctly set up in the financial setup. Rows with errors are marked in the list, so you can quickly see what still needs to be corrected.
The Inherit from parent button is only visible and active when the current organisational unit (store or level) has its own local list that differs from the list defined at the superior level in the chain. If you click the button, the list is reset to the superior level's payout options, and any local customisations are removed. See the section on inheritance below for further explanation.
System name: A unique technical name for internal use. The system name must not already be in use at the organisational level in question. The field is required and cannot be left blank.
Display name: The name shown to the cashier in the cash register application under "Create payout". The field is required.
Payment type: Indicates which payment form the option represents. For outgoing payments the available types are: Cash and Not integrated. The payment type cannot be changed after the payout option is created.
Foreign currency: The field is only visible if the payment type is Foreign currency. Here you select which currency the payout should be made in.
General ledger account: The general ledger account used in the posting of the payout. The field is required. See the section on general ledger account and contra account below.
Must be counted at cash counting: Checkbox. If ticked, amounts recorded via this payout option are included in the cash counting at the end of the day.
Open cash drawer: Checkbox. If ticked, the cash drawer opens automatically when the cashier records a payout with this option. The field is hidden for payment types that are handled automatically (for example integrated card terminals), as it is not relevant for them.
Contra account: The general ledger account that is posted against in the posting of the payout. The field is required and is specific to outgoing payments. See the section on general ledger account and contra account below.
Negative amount allowed: Checkbox. If ticked, the cashier can record a payout with a negative amount via this option. The field is only visible for payment types that support negative amounts: Cash, Not integrated, Foreign currency, Credit card, and Customer account.
Enabled: Indicates whether the payout option is active. Disabled options are not shown in the cash register application. You can also toggle this setting directly in the list via the checkbox in the "Enabled" column.
When a cashier records a payout, a posting is created automatically in the finance module. General ledger account is the account that represents the payment means itself — for example the cash register or a bank account. Contra account is the offsetting account that counterbalances the payout on the other side of the posting — for example an account for expenses or refunds.
The choice of the two accounts should reflect your chart of accounts and the rules your business uses for posting payouts. Contact your accountant if you are unsure which accounts to use.
The "Negative amount allowed" function is relevant in situations where it may be necessary to cancel or correct a recorded payout by posting a negative amount. It can, for example, be used for incorrect registrations that need to be reversed. The function is only available for the payment types Cash, Not integrated, Foreign currency, Credit card, and Customer account.
Sapera supports chains with several levels — for example a chain with a superior list and individual stores below. Payout options can be inherited from a superior level, so the stores automatically inherit the chain's setup.
When you set up payout options at a superior level, they are passed on to the underlying levels as an inherited list. If a store needs a different setup, a local list can be created for the level in question that overrides the inherited one.
The Inherit from parent button is only shown when the current organisational unit has a local list that differs from the superior level's list. By clicking the button, the local customisation is deleted, and the store returns to using the inherited list.
The organisational unit you view and edit is selected at the top of the screen. Switch to another unit to manage its payout options.
See How to search in lists for more on searching and filtering.
If you have any questions, you are welcome to contact support.
Want to know more?
Read more in these related articles:
Payment options
Create and manage the payment methods available in the cash register – from cash and credit cards to MobilePay, gift cards, and foreign currency. Here you control general ledger account association, cash counting, cash drawer behaviour, and order.
Payouts
Overview of recorded payouts from the cash register – filter, view details, print receipts, and handle attachments.
Card issuers
How to create, edit, and delete card issuers in Sapera, and what happens when the cash register closing identifies unknown card issuers automatically.
