Employee tabs and settlements

Staff buy drinks, meals, and shop items at your counter all month. An employee tab lets you close those bills properly — receipt printed, stock deducted, off the open-bills list — while leaving them unpaid, so one manager settles everything a staff member owes at the end of the month instead of collecting money at the counter every time.

The Accounts screen on the counter is where tabs are watched, settled, and cleared.

Who can access this: the Accounts screen requires the POS settlements permission (view). Charging a bill to a tab — and taking one back off — needs the normal POS edit permission. Settling, printing, and assigning older bills need the POS settlements edit permission; assigning a bill that is already closed needs both the POS edit permission and the POS settlements edit permission. Deleting a settlement needs the POS settlements delete permission specifically, and reversing a settlement that is already paid needs the separate unlock right. Only available on the redesigned counter.

Before you start

Two things must be switched on for your company:

• Allow charging receipts to employee accounts must be ticked in your POS settings. It ships off — ask your administrator to turn it on. If it is switched off again later, only putting bills onto a tab stops (including assigning older ones): existing tabs can still be settled, printed and marked paid, and a bill can still be taken back off a tab, so nobody's debt gets stuck.
• The redesigned counter must be in use. Employee tabs do not exist on the classic counter (see Opening the counter).

For the printable statement, a template must also be picked under Template to print employee settlements in your POS settings. Without it, the print button is simply not offered — the CSV export still works.

Note: A tab is money your staff member owes you. It is not a discount: products are rung up at their normal price. To give staff a reduced price, use the usual line or bill discount before you close the bill.

Charging a bill to a tab

You charge a bill at payment time, as a third mode in the pay dialog — see Taking payment.

What happens to the receipt:

Closed	Yes — it leaves the open-receipts list and can be printed like any other receipt.
Stock	Deducted, exactly as for a cash sale.
Reports	Counted as a sale on the day it was rung up (Items Sold, revenue, statistics).
Paid	No. The bill shows On account in the bill list and in the receipt dialog until the tab is settled.

The Accounts screen

Open POS → Counter and click Accounts in the strip at the top. The screen has three tabs: Open tabs, Settlements, and Unassigned bills. Use Reload to refresh after somebody else has been working.

Everything here belongs to the one property the counter is running for. The counter is a full-screen page, so the asset switcher in the top bar is not available while you are on it: to work on another property, leave the counter, switch there, and open the counter again. A staff member who buys at two of your properties has a separate tab at each — and gets one statement per property, never a combined one.

Accounts screen with open tabs per employee

Open tabs

One card per staff member with an outstanding tab, showing how many bills are on it and the outstanding total per currency. Click a card to expand it and see the individual bills (receipt number, date, name, amount).

Note: Totals are always listed per currency and never converted. A tab with bills in EUR and IDR shows two totals, and the statement prints two totals.

Taking a bill off a tab

Charged the wrong person, or the wrong bill? Expand the tab and use the undo icon on the bill's row, then confirm. The receipt goes back to open so it can be paid normally or charged to somebody else.

Warning: This only works while the bill has not been settled yet. Once it is part of a settlement, the undo is refused — unlock and abort the settlement first (see below).

Warning: Take a tab bill off the tab here, with the undo icon, and nowhere else. The Reopen and Cancel buttons in the receipt header are not the same action: they take the receipt out of the closed state the tab list is built from, so the bill disappears from Open tabs and from every future settlement while still pointing at the staff member — the debt is simply gone, and nobody is told. If a bill on a tab is wrong or disputed, un-charge it here first; the receipt goes back to open and can then be corrected, re-charged, or cancelled like any other bill.

Settling a tab

Settling produces a statement: a numbered record of every unsettled bill of one employee, at this property, in a period you choose.

1. On the employee's card click Settle (or open the Settlements tab and pick the Employee yourself).
2. Set the period. It defaults to last calendar month.
3. Click Preview. The bills that will be taken and their per-currency totals are listed — nothing is written yet.
4. Click Create settlement.

The statement appears in the list below with its number, the employee, the period, the status Open, and its totals.

Settlements tab with the preview and the settlement list

Warning: A settlement takes all unsettled bills in the period — you cannot pick individual ones. If you want to leave a bill out, change the period, or take the bill off the tab before you create the statement.

The bills are claimed the moment the statement is created, so they disappear from the tab and can no longer be un-charged. If a colleague settles the same employee at the same second, your attempt is refused and you have to preview again.

Marking a settlement paid

When the employee has actually paid you:

1. Click Mark as paid on the settlement.
2. Choose the payment method they paid with (cash, card, bank transfer, …), the date the money was received, and an optional comment.
3. Confirm.

The payment is written onto every bill of that settlement: those receipts now count as properly paid, with that method and that date. The statement's status turns Paid.

Note: The date must be a real one — from a year back up to one day ahead. The day of slack on the upper end is there so a till whose clock runs ahead of the server is still accepted; anything further out is money that has not been received yet. This is the date the money appears against those receipts in your reports.

Unlocking a paid settlement

Paid the wrong statement, or booked the wrong method? A user with the unlock right can reverse it: click Unlock and confirm. The payment is removed from every bill again, the receipts go back to unpaid, and the statement returns to Open.

Warning: Unlocking does not put the bills back on the employee's running tab — they still belong to that (now open) statement. To hand them back to the tab, delete the open statement afterwards. You can then re-settle them, over a different period if you need to.

Deleting throws away the statement number and everything recorded on it. What you settle afterwards is a new statement with a new number — so anyone holding a printout of the old one, the employee included, needs the new one instead.

Deleting a settlement

Deleting an open statement releases its bills back onto the employee's tab, as if it had never been created. A paid statement cannot be deleted — unlock it first, so the payment is properly taken off the bills instead of being left behind. Deleting needs the POS settlements delete permission; being allowed to create and pay settlements does not include it.

The statement itself is gone for good: its number goes with it, and re-settling the same bills produces a new statement under a new number. Only delete a statement you have already handed out if you can hand out the replacement too.

The statement (PDF and CSV)

Two exports, both download-only:

• The printer icon produces the statement PDF: your company header, the employee, the period, every bill with its product lines and bill total, and the totals per currency. Hand it to the employee or file it.
• The CSV icon produces the same data as a spreadsheet file — one row per product line, plus one total row per currency.

Note: Nothing is e-mailed to the employee. Gurita never sends a statement by itself; you download, print, or forward it yourself.

Unassigned bills

Bills that were closed as unpaid before anyone was named — for example bills closed unpaid on the old counter — can still be put on a tab afterwards.

1. Open the Unassigned bills tab. It lists closed, unpaid receipts of this property that belong to no booking and no tab (newest first).
2. Tick the bills.
3. Pick the Employee.
4. Click Assign.

A bill only qualifies if it has no booking link, is not already on a tab or a settlement, has a total above zero, and was closed with an unpaid placeholder on it and no real payment of any kind. That placeholder is what the settlement later turns into the actual payment, so a bill worth nothing, or one closed with no entry on it at all, has no debt to hand over. Bills that fail these are filtered out, so what the list offers you can normally be assigned.

If a bill you ticked is refused anyway — a colleague charged it a moment earlier, or the staff member you picked has since left — it stays in the list and is marked with the reason, so you can fix that one instead of losing the whole batch.

Unassigned bills with multi-select and employee picker

Who is on the employee list

The employee picker at the counter offers active staff whose employment has not ended — see Employees.

• Somebody who has left (employment end date in the past) or is archived can no longer be charged.
• They can still be settled: a leaver with an outstanding tab stays selectable in the settlement form so their debt can be cleared.
• An employee cannot be deleted while bills are still charged to them and unpaid. Settle and mark those paid first.

The same tab from the person's side

The staff member's own record carries a read-only Bills tab showing what they bought, month by month: the bills, the totals per currency, and how much of that month nobody has settled yet. Unlike the Accounts screen it is not limited to one property — a tab follows the person, so somebody who buys at two of your bars sees both here. Nothing can be charged, un-charged, or settled from it.

You reach it under Shift Plan → Team: open the person and switch to Bills. It is part of the Shift Plan module — without that module, staff records live on the Employees page under Master Data and carry no Bills tab, so the Accounts screen is the only place to look. The tab also needs the POS view permission, so a shift planner without POS access does not see what people spend.

A worked example

Ayu, a dive guide, buys a coffee at the bar most mornings. Each time, the bartender rings the bill up, opens Pay, switches to the account mode, picks Ayu, and confirms — the receipt closes and prints, and the bar's stock drops, but the bill shows On account.

On 1 August the F&B manager opens POS → Counter → Accounts. Ayu's card shows 18 bills · 540,000 IDR. He clicks Settle, keeps the default period (1–31 July), clicks Preview, checks the 18 lines, and clicks Create settlement — statement STL-202508-4K7QM2XR, status Open.

He prints the statement PDF and gives it to Ayu. She pays cash on 3 August. He clicks Mark as paid, selects Cash and the 3rd, and confirms. All 18 receipts are now paid in cash on 3 August, the statement reads Paid, and Ayu's tab is empty again.