Why is certification of your cash register essential?

All restaurant managers without exception must comply with strict cash management requirements. Since 2018, the "anti-VAT fraud" law has required professionals subject to VAT to use a certified cash register to guarantee the reliability of transactions and prevent any attempts to conceal income. But beyond the legal obligation, cash register certification offers numerous advantages for the management and running of a restaurant. Here's how.

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Understanding cash register certification

What is NF525 certification and why is it mandatory?

All VAT-registered professionals who use a system to automate and memorize their customers' payment transactions are required to use secure, certified equipment.

So, if you use software, a cash register system or a cash register, it must comply with the requirements imposed by the tax authorities, on pain of penalties.

This obligation came into force as part of the so-called "anti-VAT fraud" law of 2018. The aim is to enable the tax authorities to ensure the reality of revenues and consequently of the tax base. As a result, it has the means to control the entire corporate information system to combat tax fraud.

(Source: economie.gouv.fr/)

What types of businesses are affected?

The regulations on cash register software apply to all professionals subject to VAT who have private customers (not subject to VAT) and who record payments via a cash register, whatever their sector of activity. 

This obligation therefore applies to all catering professionals. 

Please note: The law does not require professionals to have cash register software or a cash register system. Professionals who do not use one, and who track their cash receipts in a cash book kept on paper or in a spreadsheet, are therefore not concerned by this obligation.

Certification standards

In the event of an inspection by the tax authorities, the software or cash register used must meet the following 4 conditions: 

• Condition of inalterability: the cash register software must enable all data relating to payments to be recorded without being altered.
• Security requirements: the software must be able to secure the original data, any modifications and supporting documents.
• Retention conditions: the software must record and close data over a given period.
• Archiving conditions: the software must provide for an archiving period during which data is frozen and dated, with a technical device guaranteeing the integrity of the information.

In the event of an inspection, you must present a certificate or attestation of conformity for the tool used ("NF525" certification), which can be issued by :

• an accredited organization,

or

• the cash register software publisher.

If you don't already have one, you should contact your supplier to bring yourself into compliance as soon as possible.(Source: article 286 du code général des impôts)‍

‍Penalties for non-compliance

‍Inthe event of using software that does not comply with regulatory requirements, the law provides for the following penalties:

• A fine of €7,500 for each non-compliant software or collection system.
• The penalty may be renewed if compliance is not achieved within 60 days.

• The user will also have to pay all fees corresponding to non-compliant receipts, plus an 80% penalty for fraudulent maneuvering.

(Penal Code, art. 441-1)

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The concrete benefits of a certified cash register

In addition to their legal obligations, foodservice professionals are well advised to equip themselves with a certified cash register. Here's why:

Complying with legal obligations

A certified cash register guarantees your compliance with tax regulations and reduces the risk of penalties. In the event of an audit, your system is secure, reliable and compliant, making it easier to deal with the tax authorities and avoid any suspicion of fraud.

Optimize day-to-day management

A certified cash register lets you centralize and easily analyze your management data. You'll be able to track :

• daily sales,
• average basket per customer,
• sales breakdown by product category,
• inventory and raw materials management,
• supplier and customer follow-up.

Thanks to an intuitive dashboard, this information is available at a glance, facilitating strategic decision-making. A connected POS system also gives you access to key business indicators at any time and from any device, an invaluable asset for effectively managing your point of sale, even from a distance.

‍Strengthenyour brand image

‍Disposingof a certified cash register system reinforces your restaurant's credibility and professionalism. A reliable, modern management tool is a guarantee of reliability for your customers and suppliers.

What's more, some consumers are increasingly sensitive to issues of transparency and ethics. A merchant who complies with legal obligations demonstrates his or her commitment to offering quality service in compliance with current legislation.

‍Simplifyyour accounting management

‍Acertified cash register simplifies tax and accounting declarations by automating the recording of transactions. It reduces human error, facilitates the work of chartered accountants and ensures better traceability of payments.

With a high-performance cash register system, you can easily export your financial data and integrate them directly into your accounting software, saving you considerable time.

👉 To find out more: Why adopting a touch-sensitive cash register is crucial for your restaurant?

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‍FN525 certification: a guarantee of quality

‍Choosingan NF525-certified cash register means opting for a reliable tool that complies with legal obligations and is tailored to the needs of your business. Beyond tax compliance, this investment allows you to improve your restaurant management, optimize your performance and guarantee greater transparency of transactions.

For restaurant managers, adopting a certified cash register is a strategic decision that secures your business and avoids administrative complications.

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