Setting up and using commercial cash rounding

In this article you will learn how to set up and use commercial cash rounding for your facilities, so that cash payments are automatically rounded to the nearest valid coin denomination, displayed transparently on receipts, and correctly posted to your ledger accounts.

Contents

• What is commercial cash rounding?
• Rounding rules
• Smart defaults by country
• Step 1: Create a configuration
• Step 2: Define a rounding rule
• Step 3: Activate the configuration
• How rounding works at the point of sale
• Rounding on refunds
• Accounting and ledger accounts
• Deactivating commercial cash rounding

Fast lane

1. Go to Settings / Cash registers / Rounding rules
2. Click Create rounding rule configuration
3. Enter a name and select one or more facilities → click Create
4. Open the configuration → click Add rounding rule
5. Select a Cash rounding mode, Rounding denomination, and Valid from date → save
6. Back in the overview: click ⋮ next to the configuration → Activate → confirm

What is commercial cash rounding?

In many countries, the smallest coins (e.g. 1- and 2-cent pieces) have been withdrawn from circulation. When a member pays in cash and the invoice total does not land on a valid coin denomination, the amount needs to be rounded. This process is called commercial cash rounding (also known as “Swedish rounding”).

The software handles this automatically. You configure the rounding rule once for your facilities. The system calculates the rounding on every cash payment, displays it transparently on the receipt, and posts the difference to the correct ledger account.

Important: Rounding applies exclusively to Cash payment. Card payments, SEPA direct debits, and other digital payment methods are never affected. The exact amount is always charged.

Key facts at a glance:

• Transparent on receipts: Rounding appears automatically as a separate line on screen and on the receipt. If there is nothing to round (e.g. exactly €10.00), no line is shown.
• Multi-facility: One configuration can cover multiple facilities at once (e.g. a single “0.05 rule” for all 12 Australian locations).
• Future-proof: Create a new rule with a future Valid from date to handle regulatory changes. Set an existing rule to No cash rounding to disable it from a specific date.
• No retroactive changes: Rules can only take effect from the following day onwards.

Rounding rules

You can choose between four options for the Cash rounding mode:

Example with 0.05 denomination:

Smart defaults by country

The software includes smart defaults for 19 countries. When you create a configuration and select a facility in a supported country, the system automatically suggests the correct rounding denomination:

Smart defaults are suggestions only. You can override the Rounding denomination for any country manually. For countries without a mapping (e.g. Germany, USA, UK), the field is left empty. You can still configure rounding manually or leave it disabled.

Step 1: Create a configuration

1. Go to Settings / Cash registers / Rounding rules.
2. Click Create rounding rule configuration.
3. Fill in the following fields:
   • Name: A descriptive name (e.g. “Australia 5-Cent Rule” or “Czech Republic Koruna Rounding”)
   • Facilities: Select one or more facilities that should use this configuration.
4. Click Create.

Step 2: Define a rounding rule

1. Open the configuration you just created (click the row in the overview).
2. Click Add rounding rule.
3. Fill in the following fields:

Step 3: Activate the configuration

1. Go back to the rounding rule overview.
2. Click the context menu (⋮) next to your configuration.
3. Select Activate.
4. Confirm the activation by clicking Activate.

The configuration becomes active once the date set under Valid from is reached.

How rounding works at the point of sale

Rounding is only calculated when the member selects Cash payment as the payment method:

1. Create the sale at the cash register as usual.
2. All items, discounts, and taxes are calculated exactly as before.
3. Once the member selects Cash payment, the system calculates the rounding.
4. The confirmation screen shows:
   • Subtotal: the unrounded amount
   • Cash rounding: e.g. +€0.02
   • Total amount: the rounded amount the member pays

The receipt shows the rounding as its own line item. This is legally required in most countries.

Rounding on refunds

When a member returns a product and the refund is paid out in cash:

1. The system calculates the exact refund amount.
2. If the refund method is set to Payout in cash, rounding is applied.
3. The display shows:
   • Reversal amount (e.g. -€9.98)
   • Rounding (e.g. -€0.02)
   • Payout in cash (e.g. -€10.00)

Note: Rounding on refunds is based on the current refund amount, not on the rounding from the original sale.

Accounting and ledger accounts

Rounding differences are automatically posted to a dedicated general ledger account. The account is created by the system during the initial accounting setup. The exact account numbers below are defaults and may vary depending on your tenant configuration.

Tax treatment: Rounding differences are always posted at 0% VAT. VAT is calculated exclusively on the unrounded amount.

End-of-day report (Z-report): The total of all rounding differences for the day is shown as a single net line. Upward and downward roundings offset each other. You see the net amount that matches the ledger account.

Deactivating commercial cash rounding

There are two ways to stop rounding for a facility:

Option 1: Deactivate the configuration immediately

1. Go to Settings / Cash registers / Rounding rules.
2. Click the context menu (⋮) next to the active configuration.
3. Select Deactivate.
4. Confirm the deactivation.

Rounding stops applying to all new cash transactions in the assigned facilities immediately. Existing receipts and past transactions are not affected.

Option 2: Schedule deactivation for a future date

If you need rounding to stop on a specific date (e.g. when a regulation changes), add a new rule with No cash rounding as the cash rounding mode and set the desired date under Valid from. The system will automatically stop rounding from that date forward.

Note: Deactivating a configuration does not delete it. You can reactivate it at any time or create a new rule with a future date to resume rounding.