What You Need to Know About the New-Generation Cash Register POS (ÖKC) Obligation in Restaurants

Menulux POS Systems · June 9, 2024

At the heart of the gastronomy world, beyond the taste of the food, the efficiency and transparency of businesses take center stage. In this process, a vital step for restaurant and café businesses is the mandatory adoption of new-generation cash register POS (ÖKC) systems. This technological transformation not only increases the competitiveness of businesses but also ensures that they meticulously fulfill their legal obligations. In this article, we will take an in-depth look for restaurant owners and business managers at the changes brought about by the obligation to use new-generation cash register POS systems and the advantages provided by this technology.

Meaning and Importance of ÖKC

ÖKC stands for “Payment Recording Device” and records sales transactions while sharing data with the Revenue Administration (GİB). New-generation cash register POS (ÖKC) devices electronically record tax information, increasing financial transparency and preventing tax evasion. Replacing traditional cash registers, they collect and report sales and service data in a digital environment. These devices enable businesses to manage their daily operations more effectively and efficiently.

Why Was the ÖKC Obligation Introduced?

The ÖKC obligation was introduced to prevent tax evasion, increase financial transparency, and reduce the informal economy. Thanks to this requirement, businesses’ sales and service transactions can be monitored and audited more effectively. Recording and auditing businesses ensures that tax revenues are collected properly.

Which Businesses Are It Mandatory For?

Use of ÖKC is mandatory for all retail businesses. Restaurants, cafés, markets, stores, and other retail businesses are included in this scope. In particular, businesses exceeding a certain turnover are required to use ÖKC. Even small-scale businesses must comply with this regulation; otherwise, they may face severe administrative penalties.

Advantages of ÖKC

New-generation cash register POS systems provide many advantages to businesses:

● Prevents Tax Evasion: Real-time reporting of sales transactions to GİB minimizes tax evasion.

● Transparency and Reliability: Recording transactions in a digital environment ensures financial operations are transparent and reliable.

● Easy Reporting: Daily, monthly, and annual reporting can be done more quickly and accurately.

● Ease of Auditing: Necessary information can be accessed quickly during tax inspections.

● Customer Satisfaction: ÖKC devices complete customer transactions faster and more securely.

Requirements for Using ÖKC

● Cash Register POS Device: An GİB-approved ÖKC device must be obtained.

● Internet Connection: The device must have an internet connection to transmit sales data in real time.

● Training: Training must be received on the use and operation of the device.

● Maintenance and Updates: The device must be regularly maintained and its software updated.

What Are the Cost and Service Fees of ÖKC?

The ÖKC service fee includes the supply, installation, and maintenance of the device. Software license fees and support services are also included in this cost. Business owners should plan how these costs will be covered within the overall business budget.

How Are ÖKC Integration and Data Management Ensured?

Restaurants, eateries, and similar businesses use external software systems to further optimize business processes and increase efficiency. These software solutions typically provide services in areas such as customer relationship management (CRM), inventory tracking, personnel management, and financial operations. In particular, software integrated with new-generation ÖKC systems facilitates businesses’ data analysis and reporting processes. This allows businesses to better understand sales trends and make strategic decisions.

New-generation cash register POS systems enable businesses to analyze customer behavior and sales trends in detail. The main advantages of these analyses are:

● Creating Customer Profiles: Comprehensive data is obtained about customers’ shopping preferences, spending habits, and preferred products. Thanks to this data, businesses can organize personalized campaigns and discounts.

● Monitoring Sales Trends: By observing sales trends over specific time periods, strategic steps can be taken in inventory management and demand forecasting.

● Efficiency Analysis: Operational data such as staff performance and cash opening/closing processes can be analyzed. These analyses provide important insights to improve business efficiency.

● Revenue Analysis and Tax Reporting: Thanks to real-time sales recording, businesses’ income analysis and tax reporting processes can be carried out faster and more accurately.

What Are ÖKC Receipts?

ÖKC receipts are used to document sales transactions made to customers. The documents that must be issued as a result of transactions carried out using next-generation ÖKC are as follows:

● Next-Generation ÖKC Sales Receipt for Cash Sales: Standard sales receipt used for cash payments.

● Integrated Next-Generation ÖKC Sales Receipt Including Bank Slip for Sales Made by Bank/Credit Card: Receipt that also includes the bank slip for card payments.

● Next-Generation ÖKC Information Receipt for Sales Documented by Invoice: Including the documentation of advance payments before the delivery of goods or provision of services.

Due to the technical features of next-generation ÖKC devices, a software update is required in order to issue other documents (invoices, expense vouchers, tickets, receipts, etc.). Taxpayers must act in accordance with technical regulations when issuing transaction documents through next-generation ÖKC devices and, when necessary, request software updates from ÖKC providers.

What are the principles for the integrated use of external software systems used in restaurants with ÖKC devices?

Restaurants, dining establishments, and similar food service businesses are required to follow certain rules regarding the use of ÖKC, just like retail businesses. These businesses must integrate with external software systems by using next-generation ÖKC within the specified timeframes and conditions.

In particular, restaurants and similar establishments using portable EFT-POS devices have been required to use EFT-POS-enabled next-generation ÖKC devices since 1/10/2013. Portable EFT-POS devices provided by banks must be replaced with EFT-POS-enabled next-generation ÖKC devices as of this date. Businesses must convert payments made through portable EFT-POS devices into ÖKC receipts and issue them to customers while ensuring proper recordkeeping.

Sales application software and computer hardware used in restaurants and dining establishments must be used in an integrated and compatible manner with next-generation ÖKC devices. Systems integrated with older-generation ÖKC devices must be made compatible with next-generation ÖKC devices by 1/10/2018.

Businesses that do not comply with the stated rules may be subject to special irregularity penalties under Article 355 (repeated) of Law No. 213. Therefore, it is important for businesses to use next-generation ÖKC devices in accordance with the specified dates and conditions and to pay attention to their cash register POS integrations.

Conclusion and Recommendations

For restaurant businesses, next-generation cash register POS (ÖKC) systems have become one of the indispensable tools at the center of digital transformation, increasing business success. These technological innovations not only ensure regulatory compliance but also maximize operational efficiency, helping businesses gain a competitive advantage. Transitioning your business to these modern and efficient solutions will increase financial transparency while also elevating customer satisfaction to the highest level. Our strategic recommendations at this point are:

● Evaluate Needs: Analyze your business’s specific needs and determine the most suitable ÖKC solution.

● Get Professional Support: Work with an expert team during installation and integration to ensure a smooth transition.

● Staff Training: Support your employees with regular training so they can use the ÖKC system effectively.

● Improve Customer Experience: Develop strategies to optimize customer experience by analyzing data provided by the ÖKC system.

● Keep Technology Up to Date: Regularly update your ÖKC solution to benefit from the latest technological innovations and move your business into the future.

Digitizing your restaurant not only makes your business more efficient but also strengthens your position in the industry, leading you to success. With a more effective and efficiently operating business, it is now much easier to satisfy your customers and maintain your competitive advantage.

To work with Menulux, one of Türkiye’s leading POS Systems manufacturers, you can visit our contact page. Thousands of businesses in more than 20 countries are growing their operations with Menulux.

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