This article explains how to keep track of your own employees' consumption: either as a staff protocol (free consumption, within the limit you set), or with payment at the end of the month, with or without a discount.
Basic rule – an employee should not be added as a “Customer”
Employees should not be added as customers in Ebriza. They already have a POS user account with a PIN, and their consumption is tracked under their own user account, on a dedicated table. The customer profile and loyalty promotion flow is intended for actual or external customers (partner companies, loyal customers), not for employees.
Steps to follow:
The same steps apply to both employees whose consumption is covered by a protocol and those who pay at the end of the month, with or without a discount. Only the final step differs.
Make sure the employee has a POS user account with a PIN. If they do not, create one under Account Settings → Users. To be eligible for a protocol, the user must have a PIN set and POS access rights — otherwise, they will not appear in the protocol selection list.
Assign the employee a dedicated table, one table per employee, which remains open throughout the month. Tables and rooms are configured from Administration, in the room configuration section.
Throughout the month, record their consumption on that table, under their user account. If the table was opened by someone else, move it to the employee from Order Options → Move table to another user. The order remains open — nothing is closed at the end of the day.
At the end of the month, open that table and choose what you want to issue, depending on your agreement with the employee.
Issue a payment note if you only want a record of the consumption. This is a non-fiscal document.
Apply a discount to the order for employees who have a discount.
Move the consumption to a protocol from Order Options if the consumption is covered by the employee protocol, without collecting payment.
Issue a fiscal receipt: close the order using the actual payment method (cash, card, etc.), and the receipt will contain the total for the entire period. So yes, you can issue a receipt at the end of the month — an invoice is not mandatory.
If the employee should not be able to see anything in the Ebriza account
Create the user with all permissions set to Not Allowed under Account Settings → Users → Permissions, except for POS access. This allows them to log in with their PIN in the POS app, so their consumption can be assigned to them and the protocol can work, while they cannot access anything in the administration area.
Things to keep in mind before you start
As long as the order remains open, the products do not appear in daily sales and are not included in the Z report. They appear only on the day the order is closed, so the consumption will be visible in Sales at the end of the month, not day by day.
An entire month's consumption on a single fiscal receipt may exceed the cash register's line limit. On Partner cash registers, the limit is 120 items per receipt, and the device cancels the receipt if this limit is exceeded. If the employee has a high volume of consumption, split the bill (Split Bill / Partial Payment) or close the table more often.
Quick discount and protocol cannot be combined on the same table. Choose one or the other.
The "Fiscal protocol" payment method, from the Payment methods list, issues a fiscal receipt.
When it is about customers, not employees:
If you are dealing with actual or external customers — partner companies, subscribers, or loyal customers who consume throughout the month and are invoiced at the end — then the customer profile, loyalty promotion, and end-of-month invoicing flow is the correct one. In this case, create the customer profile, associate the receipt with the customer from the order, link the promotion to the customer from the Marketing app, and at the end of the month issue the invoice from Administration → Sales.
How to tell the difference: words such as employee, staff, team, and protocol refer to people within your company, so the steps in this article apply. Words such as customer, company, partner, VAT ID, and invoice for a company refer to third parties, so the customer profile flow applies. If you have both situations, handle them separately.
A customer keeps a table open for a month and pays in advance or at the end of the month
A table kept open for a month works the same way as for employees. Assign the customer a dedicated table and record their consumption on it all month. While the table is open, the products do not appear in sales or in the Z report. The cash register's limit applies here too: on Partner cash registers, 120 items per receipt. If there are more, split the bill or close the table more often.
Paying at the end of the month: associate the customer (the company, with its VAT ID) with the dedicated table's bill and close the table with the actual payment method. The invoice is issued from that table's order, with the actual products and their VAT rates. Food and drinks can have different VAT rates, and the invoice keeps each one.
Paying in advance: you can request the money with a proforma and then convert it into an advance invoice (the steps are in the article "Issuing and voiding an invoice from the Sales menu", in the section on taking payment in advance). However, the consumption is still recorded on the POS, on the dedicated table, and the table is closed with a fiscal receipt. That is why the invoiced advance must be reconciled against the actual consumption. Otherwise the same amount is collected twice: once through the advance and once when the table is closed. Your accountant will tell you how to reconcile it and how to invoice it.
Can I issue the invoice under the name "Services"? Ebriza has no step that replaces the consumption with a generic product, and this approach is not recommended. A single "Services" product for the total amount replaces the food and drinks, with their different VAT rates, with a single line at a single rate. This changes the VAT collected.
Also, the dedicated table cannot be closed cleanly before such an invoice:
If you close the table with a fiscal receipt and also issue the "Services" invoice, you collect the money twice.
If you close the table by cancelling the products, the actual consumption is lost, nothing is deducted from stock, and Antifraud alerts are raised for the cancellations.
The invoice is issued from the table's order, with the actual products. Whether and how you can invoice the consumption under a generic name is for your accountant to decide.
What happens when you move a consumption to protocol?
The order is closed without a fiscal receipt — protocol is not a payment, so nothing is fiscalised. The order ticket, on the other hand, is printed normally on the printers configured with the tags of the products added. For this reason, protocol is also the way you can test an order-ticket printer without issuing a fiscal receipt, for example after you have closed the day's Z.
The Move consumption to protocol option is found in the order's three-dot menu and is available both on table bills and on the counter bill.
Careful: Protocol and Fiscal protocol are two different things. Move consumption to protocol does not issue a fiscal receipt. The "Fiscal protocol" payment method, under Payment by other methods, does issue a fiscal receipt.
A protocol bill appears as a card payment on the cash register's X or Z report. What should I do?
A protocol bill cannot be the card amount on an X or Z report:
Move consumption to protocol does not send anything to the cash register. No fiscal receipt is issued, so the order does not appear on the X or Z report at all.
The Fiscal protocol payment method does issue a fiscal receipt, but the cash register records it under its protocol / "other" payment method, never under card.
So the card amount on the report comes from fiscal receipts paid by card. It has nothing to do with the protocol bill. There is nothing to cancel, and you do not need a report (proces-verbal) for the protocol bill.
The only exception is an order that was actually closed with the Card payment method instead of protocol. You can check the order's payment method in Administration, under Sales. The "Fiscal Receipt Cancellation" article, section "Fiscal receipt issued with the wrong payment method", applies only if the order was paid by card and a fiscal receipt was issued.
If you still cannot find where the card difference comes from, keep in mind that the X report shows a day that is still open, so its figures can still change. Print the Z report when you close the day. If the card total on the Z report also does not match Ebriza, write to us and send a photo of the Z report and the protocol order number.
If the order total exceeds the remaining protocol allowance of the chosen user, the app refuses the operation entirely, with the message "You do not have enough protocol!". Part of the consumption is not moved: either all of it goes through, or none of it.
Where can I see what was consumed under protocol?
Consumption marked as protocol can be viewed in the admin account, under Reports, in the Sales category, in the Protocol report. The report runs for the location you are logged into and provides the protocol totals for the selected period.
The standard report does not include a breakdown by product: you will not be able to see how many units of each product were issued under protocol. If you need this breakdown, request a custom report - it is delivered through the Insights application and configured by the Support team. Tell us what type of report you need and which columns it should contain (for example, product name, quantity, value, date, user).
Protocol orders do not appear in the regular sales reports: Total collections, POS Total collections and Product sales exclude them. There you only see restaurant and delivery sales. There is no standard report that includes restaurant + delivery + protocol together; if you need one, it is set up as a custom report through the Insights app. Details in the Sales Reports article.
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