POS System FAQ
18 common questions and clear answers about POS systems for hospitality — 2026 TSE requirement, costs, features, integration and data security.
Frequently asked questions about POS systems
Compact answers for restaurateurs who want to deploy a legally compliant, modern POS system.
What is a POS system for restaurants?
A POS system for restaurants is the software that records orders, processes payments, prints receipts and stores tax-relevant data. A modern POS system like GastroSystem is TSE-compliant, cloud-based and directly connected to the ordering system — no silo, no duplicate entry.
What does a hospitality POS system cost?
GastroSystem includes the POS at no extra charge: 0 €/month on the Free plan and 299 €/month net on the Professional plan including ordering system, receipt printer integration, multi-location and CRM. Traditional vendors charge 50–150 €/month just for the POS — without ordering system or payment processing.
Is a POS system mandatory from 2026?
Effectively yes. Since 2020, POS systems in Germany must have a certified TSE (Technical Security Device). From 2026 the reporting obligation tightens and many TSE certificates expire. Operating without a valid TSE risks fines of up to 25,000 € per year. Details are in the TSE compliance guide.
iPad POS or classic cash register — which is better?
For modern hospitality, an iPad or cloud POS clearly wins. Advantages: cheaper to buy and maintain, automatic updates, remote access to revenue, easy scaling to multiple locations and an integrated ordering app. Classic cash registers only make sense in exceptional cases without internet access.
Which POS features do I need in hospitality?
At minimum: TSE compliance, receipt printer connection, table and server management, discount and voucher logic, Z-report, DATEV export, tip recording and integration with the ordering system. GastroSystem covers these core functions and adds multi-location management and a real-time dashboard.
How do I connect my POS system to my ordering system?
With GastroSystem no connection is needed — POS and ordering system are natively integrated. Online orders appear directly in the POS, are automatically printed on the receipt printer and flow into the same daily close. No import, no webhook, no interface maintenance.
Is the POS system TSE-compliant?
TSE integration is part of our 2026 release and is connected as a cloud TSE via a BSI-certified provider. GastroSystem already generates DSFinV-K compatible exports, Z-reports and audit-proof receipts today. Details on the current certification status are available on request.
How long do I have to keep POS data?
10 years, per GoBD and the German Fiscal Code. This applies to individual entries, Z-reports, master data changes and TSE logs. GastroSystem stores all relevant data automatically in an audit-proof manner and delivers DSFinV-K exports at the push of a button for tax inspections.
Does the POS system work offline?
Yes. GastroSystem buffers transactions locally on the device in offline mode and syncs automatically once the internet connection returns. Ongoing operations continue uninterrupted even during complete network outages — receipt printing and billing keep working.
Can I run multiple POS terminals at one location?
Yes. Multiple POS terminals per location are supported by default — for example a counter POS plus mobile iPad terminals for tableside service. All terminals share the same menu, access the same orders and feed into a shared daily close.
How do I set up discounts and vouchers in the POS system?
Discounts (percentage or fixed) can be configured per order, per item or as a happy-hour rule. Voucher codes are created in the dashboard, distributed via QR codes or email and redeemed at checkout. Every discount action is logged in an audit-proof way.
Can I record tips digitally?
Yes. During checkout, tips can be recorded as a percentage or fixed amount and assigned to a server — regardless of whether the guest pays cash or by card. The assignment appears in the staff report and can be exported for payroll.
Which payment methods does a modern POS system support?
GastroSystem supports cash, EC card, credit card (Visa/Mastercard/Amex), Apple Pay, Google Pay, PayPal and invoice. Card payments run through integrated Stripe or SumUp terminals. Split payments (e.g. half cash, half card) are handled directly in the POS interface.
Can I connect my POS system to a receipt printer?
Yes — via Bluetooth or network. GastroSystem supports Epson TM-m30, TM-T88VI and all common ESC/POS network printers. Setup by pairing in under 2 minutes. Receipts print automatically on order intake, after closing or on demand.
How do I migrate data from my old POS system?
GastroSystem imports menus, regular customer lists and product catalogues via CSV. For historical revenue we recommend the official DSFinV-K export of the old system as an archive file — ongoing revenue starts fresh in the GastroSystem POS on switchover day.
Does the POS system support DATEV export?
Yes. GastroSystem delivers DATEV-compatible exports (DATEV format and DSFinV-K) at the push of a button. Your accountant receives a clean monthly export with VAT accounts, booking entries and daily closes — no manual reworking required.
How do I back up my POS data against failure?
All transactions are replicated to the cloud in real time and stored encrypted in Germany. Daily backups with a 30-day retention period are standard. In case of device failure, simply log in on a replacement device — data is available again within seconds.
Can I create daily closes automatically?
Yes. GastroSystem creates Z-reports and daily closes automatically at a freely configurable time (e.g. 3:00 am). The report lands in the dashboard, can be downloaded as PDF or emailed to your accountant — fully DSFinV-K compliant.