The situation
The affiliated business owners of a nationwide franchise chain all run on the same central cash register system. That system produces one cash register file per day and per outlet. The accounting firm serving the chain spent years converting those files into a daily bookkeeping entry by hand — retyping revenue, VAT and cross-posting items line by line. With a handful of stores that’s manageable; with dozens of outlets it grinds to a halt and mistakes creep in.
The solution
One conversion is set up per chain that recognises the central cash register file and automatically turns it into one journal entry per day:
- Daily revenue is posted to the right general ledger accounts and VAT per rate is split out separately, so the VAT due is correct straight away.
- Stock, cross-posting and settlement items are carried over in the right debit/credit direction.
- Purchase invoices are skipped — those run through their own purchasing stream, so nothing ends up double-booked.
The entry always balances neatly to €0.00 and is delivered in the bookkeeping package’s import format — including Yuki and Exact Online (Dutch bookkeeping platforms). Where desired, that runs fully automatically: the file comes in, gets processed, and is ready in the books without any manual step.
The result
- Manual retyping → automatic processing per outlet, every day.
- Always balanced to €0.00 and straight into the right import format.
- Audit trail per day, so every entry can be traced back afterwards.
- Scalable: an extra outlet costs no extra manual work.