Point of sale
Take on-site payments, customize the cash register module, and manage member subscriptions from the point of sale.
The Activiteez point of sale is cash register software built into the application: it is used to record payments, log on-site sales, and run your point of sale day to day — like a physical till or dedicated payment software (SumUp, etc.), from your browser or front-desk workstation. The NF525-certified cash register module (AFNOR certification, certification body Infocert) meets French legal requirements for recording payments; it is available depending on your plan or as an add-on.
Key concepts
- Payments and sales: quick payment entry, immediate catalog sales, collecting payment on an existing booking ticket
- Visits, subscriptions, and customer accounts: record visits, sell or debit subscriptions, create customer accounts and credit or debit them from the point of sale
- Cash register workflow: opening, day journal, payment methods, safe deposit, and closing — the same routine as a traditional till
- Link with bookings: do not confuse the booking ticket (registrations on the calendar) and the cash register receipt (fiscal ticket); the first is built in Bookings, the second at payment time
What you will find in this section
The guides and FAQs here detail using the cash register module: getting started, customizing screens, sales and payments, subscriptions and customer accounts, opening and closing the register, NF525 compliance. For the upstream journey (registration, booking ticket), see the Bookings section.
All guides
- Enable NF525 compliance Beginner 15 min
- Cash register permissions and rights Beginner 5 min
- Open the cash register Beginner 5 min
- Sell an item at the register Beginner 5 min
- Put a ticket on hold Beginner 5 min
- Collect payment with multiple methods Beginner 5 min
- Credit a customer at the register Beginner 5 min
- Deposit to the safe Beginner 10 min
- Close the cash register Beginner 5 min
- Review cash register positions Beginner 10 min
- Run a cash register inventory Beginner 10 min
- Restock inventory Beginner 10 min
- View and download fiscal archives Beginner 10 min
- Set up and sell a subscription at the register Intermediate 15 min
- Set up recurring payment for a register subscription Intermediate 15 min
- Configure cash register items Intermediate 15 min
- Review stock positions Intermediate 15 min
- Correct a count variance Intermediate 10 min
Frequently asked questions
In Cash register → Cash register positions, the software compares the count (opening or closing) with the calculated position from recorded receipts. A non-zero variance means something needs investigation before you correct it.
Review the variance
- Open Cash register → Cash register positions and set the period.
- Browse the table by payment method: find opening or closing lines with a variance (warning or danger).
- Hover the variance for the explanation (too much or too little vs the calculation).
- Click the pencil button (Write permission required): Activiteez lists the matching cases; pick the most likely cause.
An open register must be available to post a correction entry.
Possible cases and how to correct
1. Closing — count is correct, calculated position is wrong
The closing count is right, but the running total of entries does not match.
→ Post a correction entry (exceptional P&L) (accounts 658 / 758).
2. Closing — count amount is wrong
Counting or entry error at closing.
→ Correct the count amount (edit the closing entry), rather than hiding the gap with a correction entry.
3. Opening — entries since the last closing
Sales or movements exist between the last closing and the opening.
→ Correct the opening position, or Post a correction entry before the opening (keep the count and record a transaction just before it).
4. Opening ≠ last closing, with no entry in between
A direct gap between closing and reopening: a sale, transaction or booking may have been forgotten.
→ Post a correction entry (exceptional P&L); otherwise Correct the opening count amount.
5. Variance ≥ €50 (opening or closing)
First check for an unrecorded safe deposit or safe withdrawal.
→ If yes: record the safe movement; otherwise continue with cases 1–4.
After correcting
- Review and save in the transaction editor.
- To list corrections already posted: Period corrections button.
- Refresh the report: only later counts reflect the correction.
Decision tree: What are the most common cash register position errors?. Technical procedure: Correct a count variance. Report reading: Review cash register positions.
In Cash register → Cash register positions, a non-zero variance on an opening or closing means the counted amount does not match the calculated position. When you click the pencil button, Activiteez lists the matching options; pick the most likely cause then confirm.
Decision tree
- Is the variance on a closing or an opening?
- Is the variance ≥ €50?
- Yes → was a safe deposit or safe withdrawal made without being recorded?
- Yes → record the safe movement (case 5).
- No → continue with opening / closing below.
- Yes → was a safe deposit or safe withdrawal made without being recorded?
- Closing
- Is the count amount wrong (counting / entry)? → correct the count (case 2).
- Otherwise → correction entry (exceptional P&L) (case 1).
- Opening
- Are there entries since the last closing?
- Yes → correct the opening position, or post a correction entry before the opening (case 3).
- No → opening differs from the last closing: was a sale, transaction or booking forgotten in between? → correction entry (exceptional P&L) (case 4), otherwise correct the opening count amount.
- Are there entries since the last closing?
Common cases
- Closing, count is correct — calculated position does not match: Post a correction entry (exceptional P&L) (accounts 658 / 758).
- Closing, count is wrong — counting or entry error: Correct the count amount.
- Opening with entries since the last closing — Correct the opening position, or Post a correction entry before the opening (keep the count and record a transaction just before it).
- Opening ≠ last closing, with no entry in between — suspect an unrecorded operation between closing and opening: correction entry (exceptional P&L); otherwise correct the opening amount.
- Variance ≥ €50 — first: Was a safe deposit or safe withdrawal made without being recorded?; otherwise cases 1–4.
To analyse the report lines: Review cash register positions. To review and correct: How do I review and correct variances on cash register positions? and Correct a count variance.
- Open Cash register → Stocks and find the inventory line with a non-zero variance (orange or red icon).
- Click the pencil button next to the variance — visible if you have Write permission.
- If the variance exceeds 5 units, confirm in the warning dialog.
- The transaction editor opens with a prefilled stock variation (account 603): check quantity, amount, and date, then save.
To review all corrections on the period: Period movements button on the same screen.
Full procedure and edge cases: Correct a count variance. To understand why the variance appeared: Why does a variance appear on an inventory or stock position?.
Triggers automate an action as soon as an item is confirmed at the register, without extra manual steps.
In Cash register → Manage, expand the item (chevron) → Triggers block:
- Associated action: first action (e.g. Add a subscription, Debit a subscription, Book/Register, Add a customer badge, Link to a customer). Option fields depend on the selected action.
- … then: second action, e.g. Set up a payment — the payment window opens automatically after ticket confirmation (no need for Multi… on a recurring subscription; see Set up recurring payment for a register subscription).
A customer often must be selected at the register before sale when the action involves a subscription, badge or recurring payment.
Full guide: Configure cash register items. Member subscriptions: Set up and sell a subscription at the register.
A member subscription (plan, session card, access pass…) is configured in the cash item list, then sold or debited from the register or customer record. This is not your Activiteez subscription (GO, PRO, etc.): see Subscribe, suspend and reactivate your account.
- Open Preferences → Categories, Bookings, Notifications (or Cash register → Manage) → Cash item list → list….
- Add a row: label, price, check Active to show it at the register.
- Expand the chevron → Triggers block → Associated action: Add a subscription. Enter the plan name, initial credit (blank = unlimited), validity in days or a date, and an optional constraint.
- Save the list.
To assign a subscription: sell the item in Cash register (customer selected on the left) or click + Abo from Customers → Account list. To use a credit: Debit Abo at the register, or an item with Debit a subscription. For recurring SEPA direct debit: configure recurrence and … then → Set up a payment on the item — see Set up recurring payment for a register subscription.
Step-by-step guide: Set up and sell a subscription at the register. Trigger details: What are triggers on a cash register item?.
