Cash register solutions with TSE certification - tax office-ready

The Technical Security Device (TSE) is a central element of the German cash register guidelines, which aim to ensure that cash register systems are tamper-proof. TSE certification was introduced as part of the Act on Protection against Tampering with Basic Digital Records, which came into force on 1 January 2020. The aim of this regulation is to ensure the integrity and traceability of cash register data in order to prevent tax evasion and other illegal practices. Companies that use electronic cash register systems are obliged to equip these systems with a TSE in order to comply with the legal requirements. The TSE acts as a kind of digital signature that secures every transaction in a POS system. It ensures that all bookings are unalterable and traceable. This is done by generating cryptographic signatures that are attached to each transaction. The TSE is therefore an indispensable element for companies that want to make their cash register solutions legally compliant. The implementation of a TSE-certified POS solution is not only a legal obligation, but also a step towards transparency and trust towards customers and tax authorities.

Key Takeaways

• TSE certification is mandatory for companies that use POS solutions.
• The tax office has precise requirements for cash register solutions that must be fulfilled with TSE certification.
• Cash register solutions with TSE certification guarantee the tamper-proof storage of cash register data.
• Companies benefit from cash register solutions with TSE certification through legal security and the avoidance of fines.
• When selecting POS solutions with TSE certification, companies should pay attention to user-friendliness and integration.

Tax office requirements for cash register solutions

Central requirements

One of the key requirements is the use of a TSE that stores all POS data in a tamper-proof manner. This data must be stored in a so-called security module that is protected against unauthorised access.

Documentation and traceability

In addition, all transactions must be fully documented to ensure complete traceability. This means that every booking, every cancellation and every change in the system must be logged.

Storage of cash register data

Companies are obliged to keep their cash register data for a period of ten years. This data must be accessible at all times in the event of a tax audit by the tax office. The cash register solutions must therefore not only be secure, but also offer a user-friendly interface to facilitate access to the data.

Legal protection

Compliance with these requirements is crucial for the legal protection of a company and can be of great importance in the event of audits or disputes.

How cash register solutions with TSE certification work

Cash register solutions with TSE certification work according to a clearly structured process that ensures that all transactions are properly recorded and secured. For each transaction, a digital signature is generated based on the transaction data and a secret key. This signature is then stored together with the transaction data in a security module.

The security module itself is usually a hardware or software module that has been specially developed to ensure the integrity of the data. Communication between the POS system and the TSE takes place via defined interfaces, which ensure that no data can be manipulated or lost. For each transaction, not only is the signature created, but a time stamp is also added to document the exact time of the booking.

This is particularly important for traceability and can be crucial in the event of an audit by the tax office. The POS solutions are designed in such a way that they can continue to work securely even in the event of a system failure or technical problems by storing all necessary data locally and synchronising it later.

Advantages of cash register solutions with TSE certification for companies

The implementation of cash register solutions with TSE certification offers companies numerous advantages. Firstly, compliance with legal requirements ensures legal certainty and protects against possible penalties or additional payments in the event of a tax audit. Companies can rest assured that their cash register data is tamper-proof and complies with the requirements of the tax authorities at all times.

This not only creates trust with the authorities, but also with customers, who value transparency and security. Another advantage is the improvement of internal processes. TSE-certified POS solutions often offer additional functions such as automated reporting and analysis tools that enable companies to better understand their sales figures and customer behaviour.

This data can be used to make strategic decisions and further develop the business. In addition, by using modern POS solutions, companies can increase their efficiency and improve customer service, as transactions can be processed faster and more smoothly.

Selection criteria for checkout solutions with TSE certification

When selecting a POS solution with TSE certification, companies should consider several criteria. Firstly, it is important that the selected system actually has valid TSE certification. This can be done by checking the manufacturer's certificates and authorisations.

The system should also be updated regularly to ensure that it complies with the latest legal requirements. Another selection criterion is the user-friendliness of the POS solution. An intuitive design and simple operation are crucial for smooth integration into the company's day-to-day operations.

Training requirements and familiarisation time should be kept to a minimum to enable a quick start. In addition, companies should also pay attention to compatibility with existing systems, especially if other software solutions are already in use. Seamless integration can help to reduce administrative effort and increase efficiency.

Implementation of cash register solutions with TSE certification in companies

The implementation of a TSE-certified POS solution requires careful planning and execution. Firstly, companies should carry out a needs analysis to determine which functions and features are necessary for their specific requirements. This can be done by talking to employees and stakeholders as well as analysing existing processes.

Once a suitable system has been selected, the technical implementation follows. Here it is important that all employees receive comprehensive training to ensure that they can use the new system efficiently. The training should cover both technical aspects and practical applications.

A test run should also be carried out to identify and rectify any problems at an early stage. Close cooperation with the provider of the POS solution can help to ensure a smooth transition.

Costs and investments in POS solutions with TSE certification

The cost of cash register solutions with TSE certification can vary greatly and depends on various factors, including the size of the company, the number of cash register stations required and the specific functions of the chosen solution. As a rule, companies must take into account both one-off acquisition costs and ongoing operating costs. One-off costs include, for example, hardware purchases and licence fees for software.

In addition to the direct costs, companies should also consider the potential savings from more efficient processes and improved customer loyalty. A well-implemented checkout solution can help to reduce errors and minimise the time spent on administrative tasks. In the long term, investing in a TSE-certified checkout solution can therefore make good business sense.

Conclusion: The importance of TSE certification for companies

TSE certification plays a crucial role for companies in Germany that use electronic POS systems. It not only ensures compliance with legal requirements, but also offers numerous benefits in terms of efficiency and customer confidence. Implementing such a solution requires careful planning and consideration of various selection criteria, but the long-term benefits usually outweigh the initial investment.

In a time of increasing digitalisation and stricter legal requirements, it has become essential for companies to deal with the requirements for POS solutions. TSE certification ensures that companies are not only legally protected, but are also able to sustainably optimise their business processes and hold their own against the competition.