Tax Free Shopping – Quick Reference Guide

CONTENTS

Introduction

Initial database setup

Setting up Premier Tax Free

Completing a Tax Free sale

Tax Free Vouchers for multiple countries

Reprinting Tax Free Vouchers

Introduction 

We have created an integration with Premier Tax Free Shopping in order to allow retailers to provide customers with the option of receiving a tax free voucher at the time of sale. Our integration currently covers locations in both the United Kingdom and in Ireland. In order to use this function, you will need an account with Premier Tax Free Shopping which will need to be set up correctly.  

This Quick Reference Guide (QRG) covers how to set up your database and process sales to generate Tax Free vouchers. 

Initial database setup  

This feature requires the Tax Free Shopping & Bespoke Till Skin Licence Features to be activated on the database. If you do not have these Licence Features, please contact your Account Manager for more information. 

In order to use the integration, your location will need to have a valid VAT code assigned to it.  

This is set within Admin > Locations > Location Management > Edit Location: 

You will also need to have valid VAT rates set up and assigned to items that you are selling.  

Codes are set up in Admin > Financial > Value Added Tax Setup: 

Setting up Premier Tax Free 

You are required to enter your Premier Tax Free Details into a new section available in Admin > Points of Sale > Tax Free Shopping (access to this section can be controlled by user permissions): 

Each till will need to have a Tax Free scheme assigned to it in order to use the function.  

• Click New to open a New Tax Free Shopping form with the following fields: 

Till*: 

• Select which till you are assigning this scheme to.  

Provider*: 

 

Currently only Premier Tax Free is available however we may in the future add other similar providers. 

Merchant ID*: 

Minimum spend: 

If a value is entered here, the till will only offer the Tax Free shopping option if the total of eligible items is above the minimum set. As some countries have a minimum spend function, we would recommend setting that value within Cybertill. If this is not done, Premier Tax Free will return an error when we attempt to complete the sale. 

Database Type: 

• Click on the dropdown box to set whether you are using a live environment with Premier Tax Free or a test environment. 

Pos printer logo path: 

This field should contain the path of the Tax Free logo.  

Firstly you need to save the image to your C drive. 

In order to do this,  

• Copy the file named Premierlogo.bmp into your c:\ drive. You will find this file attached with this QRG. 

Note: this has to be in the root of the c:\ drive. This cannot be within any other folder. 

The image is also displayed below. 

 

The Pos Printer Logo Path field should then point to the 

Premier Tax Free Logo which should now be saved onto your C drive. An example of how this should look is c:\Premierlogo.bmp 

Excluded categories: 

If you have some items which are not eligible for Tax Free shopping, you can choose to make categories ineligible. Any items in these categories will not be included in the minimum spend calculation and will not be sent to Premier Tax Free when completing the sale. 

Copy to other tills: 

This dropdown contains a list of tills that don’t already have the current scheme set up for that provider. 

▪ Select the till name from the drop down list if you wish to copy the above settings over to another till. 

This is a quicker way then setting up each till individually. 

Completing a Tax Free sale 

If the till is either offline or cannot contact Premier Tax Free the below message is displayed.  Any transactions taken including eligible items during this time will go through as a standard non Tax Free transaction. The transaction does not have to be taken again as it will be processed on the Cybertill system, just no Tax Free Voucher can be redeemed during this time. 

When tendering a sale on a till which has a scheme set up, if the basket contains eligible items which meet the minimum spend total, there will be a Tax Free Shopping button: 

This button is defaulted to unselected and if left like this, will complete the transaction normally without generating a Tax  Free Voucher.  

▪ Select this button and complete the sale and we will send the relevant information to Premier Tax Free, and produce a Tax Free voucher based on what we receive back.   

If Premier Tax Free have any issues generating a voucher, you will receive an error: 

This can often be caused by a set up issue, such as not having valid VAT codes, but can also be caused by the sale not meeting Premier Tax Free’s criteria, such as the sale value being less than the countries minimum spend level. 

Tax Free Vouchers for multiple countries 

If you trade across multiple countries, you may need different vouchers for different locations. As part of the information we sent to Premier Tax Free, we supply them with a country code for the location that produced the sale. Based on this, you will receive the correct voucher for your location.  

Reprinting Tax Free Vouchers 

If a customer needs another copy of their voucher, 

▪ reprint this from your till by going to Other options > Prev. transacts: 

Any transactions that were eligible for Tax Free but did not already have a voucher produced, will have an extra option named Tax free receipt. If this option is selected, we will contact Premier Tax Free who confirm the eligibility and generate a Tax Free voucher. 

If the transaction already had a voucher, this button will allow you to reprint the original voucher.  

There is an additional button within the Other Options submenu called Tax Free Shopping. 

This function allows you to search for specific transactions and either reprint the voucher, or generate a new one. If the transaction number entered is not eligible for Tax Free Shopping, the following error is displayed: