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.
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.
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).
Tags: [employee protocol, employee consumption, dedicated employee table, end-of-month payment, end-of-month receipt, staff consumption, employee protocol, table open all month, employee free consumption]