What is Computer Cash Register (Cash Register System)?

Datakasse is an electronic cash register system that records and documents all cash sales in a business. This system is essential for accounting and ensures that all transactions are correctly recorded in accordance with the Norwegian Accounting Act and accounting rules .

What is a Data Box?

A computer cash register is an integrated system that combines cash register functionality with accounting documentation. The system ensures that all cash transactions are:

• Automatically recorded with timestamp and transaction number
• Documented with receipts and vouchers
• Integrated with your company's accounting system
• Reported to tax authorities when necessary
• Controlled through automatic reconciliations

Difference from Traditional Cash Register

Aspect	Traditional Box	Computer case
Registration	Manual	Automatic
Documentation	Limited	Complete
Integration	No	Accounting system
Control	Manual	Automatic
Reporting	Time-consuming	Automatic
Error risk	High	Low

Legal Requirements and Regulations

Accounting Act and Datakasse

According to Section 5 of the Norwegian Accounting Act, all business transactions must be properly documented. For cash sales, this means:

• Immediate recording of all transactions
• Secure storage of transaction data
• Traceability back to original transaction
• Integrity of the data that cannot be changed afterwards

Cash reporting

Businesses with significant cash turnover must follow special requirements:

Reporting obligation

• Monthly reporting to the Tax Administration for companies above certain thresholds
• Detailed documentation of all cash transactions
• Electronic submission through Altinn
• Data retention for a minimum of 5 years

Types of POS Systems

Traditional POS systems

Point of Sale (POS) systems are the most common form of computer cash register:

• Integrated hardware with display, keyboard and receipt printer
• Sales registration and inventory management software
• Payment integration for cards and cash
• Sales and inventory reporting features

Cloud-based Solutions

Modern POS systems are often cloud-based and offer:

• Access from multiple devices (tablet, mobile, PC)
• Automatic backup and data security
• Real-time reporting and analysis
• Automatic updates and maintenance
• Integration with accounting systems and online stores

Mobile POS Solutions

Mobile POS systems are becoming increasingly popular:

• Tablet-based solutions with a simple interface
• Mobile payment through Vipps, card and cash
• Portability for markets and events
• Lower costs than traditional systems

Accounting with Datakasse

Automatic Journal Entry

The data bank automatically generates accounting documents for each transaction:

 Bilag nr: 2024-001234 
Date: 15.03.2024 14:32:15
 Customer: Cash sales
 Amount: 1,250.00 kr
 VAT: 250.00 kr (25%)
 Net: 1,000.00 kr

Integration with Accounting System

Modern databases are integrated directly with accounting systems:

• Automatic transfer of transaction data
• Correct accounting based on product categories
• VAT handling according to current rates
• Reconciliation against bank transactions

Daily Cash Report

A typical cash report contains:

Element	Description	Amount
Opening balance	Cash at start	2,000.00
Cash sales	Today's cash income	15,750.00
Payouts	Currency exchange and withdrawals	-1,200.00
Theoretical end	Calculated cash balance	16,550.00
Actual count	Counted cash balance	16,550.00
Difference	Deviations that need to be investigated	0.00

Implementation of Data Box

Planning phase

Before implementation, the company must consider:

• Needs and requirements based on the nature of the business
• Budget for purchasing and operations
• Integration options with existing systems
• Training needs for employees
• Technical infrastructure and internet connection

System Selection

Assessment criteria

• Functionality: Does the system cover all necessary needs?
• Ease of use: Is the system intuitive for employees?
• Integration: Can it be connected to an accounting system?
• Support: Is good technical support offered?
• Cost: Is the total cost of ownership acceptable?
• Scalability: Can the system grow with the business?

Popular Suppliers in Norway

Supplier	Target group	Strengths
Visma	SMB and enterprise	Strong accounting integration
24SevenOffice	Small businesses	Easy implementation
Tripletex	Accountants	Complete financial system
iZettle/PayPal	Small shops	Mobile focus and easy setup
Shopify POS	Retail	E-commerce integration

Setup and Configuration

Basic Configuration

• Product catalog with prices and VAT rates
• Payment methods (cash, card, Vipps)
• Receipt layout with company information
• User rights and access control
• Accounting posting for automatic voucher registration

Integration setup

• Accounting system: Automatic transfer of transactions
• Inventory system: Real-time inventory update
• Online store: Synchronization of products and prices
• Payment terminals: Seamless card payment
• Reporting tools: Business intelligence and analysis

Operation and Maintenance

Daily Routines

Opening of Cashier

• Checking cash balance against previous day's report
• Recording of opening balance
• System check of all functions
• Receipt paper and consumables

Closing of Cashier

• Cash settlement with cash counting
• Printing of the daily cash report
• Reconciliation against system calculations
• Secure storage of cash and reports

Monthly Tasks

• Complete reconciliation to accounting system
• Control of all integrations
• Backup of critical data
• Updating product prices and VAT rates
• Review of user rights

Troubleshooting and Support

Common Problems

Problem	Cause	Solution
System slow	Low internet connection	Check network status
Receipt does not print	Blank paper/technical error	Change paper/restart printer
Integration is not working	API issues	Contact supplier
Cash difference	Human error	Review transactions
System crash	Software error	Restart and contact support

Security and Data Protection

Data security

Data vaults handle sensitive financial data and require robust security:

• Encryption of all data in transit and at rest
• Access control with strong passwords and two-factor authentication
• Regular backup to secure locations
• Security software updates
• Logging of all system activities

GDPR compliance

POS systems must comply with GDPR requirements :

• Data processing agreements with suppliers
• Customer Data Privacy Policy
• Right to erasure of personal data
• Data portability when changing systems
• Security measures against data breaches

Physical Security

• Safe placement of POS terminals
• Lockable drawers for cash storage
• Surveillance with cameras
• Limited access to the checkout area
• Cash handling procedures

Economic Benefits

Cost savings

Implementing a data vault provides several financial benefits:

• Reduced time spent on manual registrations
• Fewer accounting errors
• Automated processes reduce labor costs
• Better control reduces waste and theft
• Faster reporting to tax authorities

Improved Control

Real-time reporting

• Instant insight into sales trends
• Automatic notifications in case of irregularities
• Detailed analysis of sales data
• Comparison with historical data
• Forecasts based on trends

Warehouse optimization

• Automatic stock update upon sale
• Low stock alerts for critical products
• Product popularity analysis
• Optimization of purchasing
• Reduction of inventory costs

Future Development Trends

Artificial Intelligence

AI technology will revolutionize POS systems:

• Predictive analytics for sales forecasting
• Automatic price optimization based on demand
• Customer behavior analysis for personalized service
• Fraud detection through pattern recognition
• Automated inventory ordering based on AI algorithms

Contactless Solutions

• Self-service checkouts with AI recognition
• Mobile payments without physical interaction
• QR code based ordering and payment systems
• Biometric authentication for security
• Voice-activated checkout features

Blockchain and Cryptocurrency

• Blockchain-based transaction tracking
• Cryptocurrency support for alternative payments
• Smart contracts for automated processes
• Decentralized data storage for increased security
• Tokenization of loyalty programs

Implementation guide

Step-by-Step Process

Phase 1: Preparation (Week 1-2)

1. Needs analysis and requirements specification
2. Supplier evaluation and quotation collection
3. Budget approval and contract signing
4. Project plan with timelines and milestones

Phase 2: Installation (Week 3-4)

1. Hardware installation and network connection
2. Software installation and basic configuration
3. Integration testing with existing systems
4. Data migration from old systems

Phase 3: Testing (Week 5-6)

1. Functional testing of all cash register functions
2. Integration testing with accounting system
3. Performance testing under normal load
4. Security testing of all access points

Phase 4: Training (Weeks 7-8)

1. Administrator training for system administrators
2. User training for cashiers
3. Documentation of procedures and routines
4. Limited use trial period

Phase 5: Production Setup (Week 9)

1. Go live with full functionality
2. Close follow-up in the first few days
3. Fine-tuning based on user experience
4. Evaluation of the implementation

Success factors

Critical Elements

• Leadership anchoring and clear communication
• Thorough planning and realistic timeframes
• Competent project management with experience
• Active user involvement throughout the process
• Adequate training and documentation

Common Pitfalls

• Underestimation of complexity and time consumption
• Inadequate testing before production launch
• Insufficient user training
• Poor communication with stakeholders
• Lack of follow-up after implementation

Conclusion

A cash register is an essential tool for modern businesses that handle cash sales. The system not only ensures compliance with legal requirements, but also provides significant operational benefits through automation and better control.

Main Benefits

• Automatic accounting reduces errors and time spent
• Legal documentation is automatically secured
• Better control over cash flows and inventory
• Integrated solutions simplify daily routines
• Real-time reporting provides a better basis for decision-making

Recommendations

For companies considering implementing a data vault:

1. Start with a thorough needs analysis
2. Evaluate multiple vendors and solutions
3. Plan your implementation carefully
4. Invest in good staff training
5. Monitor the system regularly for optimal performance

With the right choice and implementation, a data vault will be a valuable investment that strengthens your company's accounting routines and provides better control over financial operations.