Unalterability
A completed transaction can be neither changed nor deleted in VidiPOS. Every transaction carries a checksum that includes the previous one – a hash chain for each till. With “Verify chain” in the journal, VidiPOS recalculates it: green means the numbers are gapless and all checksums match; otherwise the result names the first break. In addition:
- A reversal is always a new counter-receipt referring to the original, never a change
- Cash movements such as deposit, withdrawal or cash in transit are signed by the TSE and can only be corrected by a reversal
- A Z report is frozen and protected against changes with its own hash
- Changes to items, prices and tax rates are logged; every item keeps the state it was booked with
Traceability
For every transaction it is recorded who booked it, when and on which device. Everyone at the till logs in with their own PIN, and the journal shows operator, device time and server time. A click on a transaction opens items, payments, the event log and all TSE attempts.
If an operator lacks a permission, for example for a reversal after sending, a shift manager approves exactly that action with their PIN. Both are then recorded: who booked and who approved. Operators are never deleted, only deactivated – so the journal stays complete.
Completeness
Each till is closed with a Z report for each business day. For that you count the cash by notes and coins; VidiPOS books any difference as a cash difference, and the count record stays saved with the Z report. Z numbers run gaplessly per till, and there is no second Z report for the same day.
Transactions from offline mode are sent on by the app as soon as the connection is back. If such a transaction belongs to a day that is already closed, VidiPOS books it into the next open business day and marks it as delivered later. The next Z report lists it with its original day. This way no paid sale is lost.
Procedure documentation and manufacturer information
The GoBD require a Verfahrensdokumentation (procedure documentation) that describes how your till system works. We provide the technical part as the manufacturer: structure, receipt flow, TSE connection, archive and controls. Your business adds the business-specific details itself, such as who is responsible, which roles exist and how counting and closing are done.
The auditor package also contains an overview of the technical state of your till: tills, devices and app versions, the TSE with serial number and certificate, the settings with fiscal relevance and a short description of the procedure.
Retention in the fiscal archive
fiskaly keeps the data for only about three months. Your business has to retain it – the VidiPOS fiscal archive takes care of that. It holds the closings as they were sent to fiskaly, the DSFinV-K exports and the TSE exports. For every file:
- It gets a SHA-256 checksum when stored and is never overwritten
- It is retained for ten years and can be neither changed nor deleted before that
- Before every download, VidiPOS verifies the checksum; the download is logged
- If it is missing or altered, it is restored only from a backup with exactly the same checksum
Till inspection and external audit
In a Kassennachschau (till inspection, an unannounced check of your till) or an external audit, the tax office may access your till data. The GoBD name three ways for this, and VidiPOS prepares each of them:
- Z1, direct access: you set up a time-limited, read-only access for the auditor – staff, guests and reservations stay hidden
- Z2, indirect access: you analyse as the auditor specifies, with reports, closings and exports
- Z3, data handover: VidiPOS creates an auditor package with a table of contents and a checksum for each file, which the auditor downloads via a time-limited link
- You can extend or revoke the auditor access at any time; every creation, extension and revocation is logged