Compliant Storage of POS Data

The German Federal Ministry of Finance already considerably tightened regulations regarding the recording of cash transactions using cash registers and for the storage of and ability to access digital records at the end of 2010. Since then, transaction data must be made available to auditors for evaluation purposes via an export onto data storage media. The fiscal authorities have also “upgraded”: in addition to tax auditors, special sales tax auditors, income tax auditors, and tax investigators have been equipped with special software in order to check for any discrepancies in data that is stored according to GDPdU regulations (principles for data access and verifiability of digital documents).

Cash register data must be archived digitally and is subject to a 10-year retention period. It must be stored in such a way that it can be made available at any time, and can be read immediately, as well as analyzed digitally (according to §147, Paragraph 2 of the German Tax Regulation). Of course, it goes without saying that the data should not be able to be changed and should be complete. An aggregation of the data is not allowed, as well as providing the data exclusively in printed form after day-end closing.

Well prepared for Audits

The cash register receipt solution PBS CPOS for SAP POS DM and non-SAP fulfills these requirements for gigantic volumes of data. As a PBS customer explained during the last Information Day, each year 85 billion cash receipts need to be archived from over 5000 stores with over 25 000 cash registers. And of course, this needs to be done as cost-efficiently as possible. It is important for the SAP customer company that this can be done in an integrated manner in SAP ERP. The POS data can be retrieved for analyses in the usual system environment and can also be aligned with data posted in FI, with cash in hand, and non-cash business transactions. Access to the external mass data is performed directly out of the operational system. Thanks to the use of column-based database technology, this access is very fast, meaning that time-critical evaluations can be performed considerably faster than before implementation of the CPOS solution. Data redundancies have also reduced.

The analytics server that is used as the nearline database ensures that the data is compressed to a high degree and also that the load processes are extraordinarily fast. Moreover, it provides numerous analytical functions that go far beyond a pure audit.