Polish Deposit Return System (Polski System Kaucyjny) in Perfect Gym - How it works

Introduction

This article describes how to configure the Polish Deposit Return System (Polski System Kaucyjny) feature in the Perfect Gym application. This system is designed to handle the sale and return of deposits for returnable beverage containers (like plastic bottles, metal cans, and glass bottles) in Poland. This feature enables the proper registration of deposit amounts on the POSWeb application, including both the initial charge and the subsequent return of the deposit.

• In this article, you’ll learn how to configure products with special types (e.g. kaucja and zwrot_kaucji) and how to register and return deposits using the POSWeb application.

• This article will be helpful for PG Champions, Club Administrators, and Support Agents.

Before you start

• Currently, this feature is available as part of the integration with Posnet Thermal fiscal printers.

• Deposits cannot be refunded to payment cards.

Fast lane

Please note that this is a brief overview, and the following sections contain more detailed information.

1. Navigate to PGM / Sale / POS Management / Products.

2. Add a new Service product for charging the deposit (e.g., Kaucja) with a price and VAT/GST set to Kaucja.

3. Add a second new Service product for returning the deposit (e.g., Zwrot_kaucji) with a negative price and VAT/GST set to Kaucja.

4. Navigate to PGM / Clubs / List of clubs / Panels.

5. Add both products to the appropriate POSWeb panels.

6. Optional: Create a Bundle including the beverage and the deposit product, ensuring the Aggregated Bundle option is set to OFF.

7. Use the products/bundle in the POSweb application to register and return deposits.

Instruction

To use this feature, you must configure two separate service products:

• one product for charging the deposit,

• one product for returning the deposit.

The steps below describe how to configure both products and how to use them in POSWeb.

How to create products for deposit and return

STEP 1 – Configure the deposit product

The deposit product is used when selling a beverage in a returnable package.

1. Navigate to PGM → Sale → POS Management → Products → Add New Product.
2. Select Product type: Services.
3. Enter a product name, for example: Kaucja
4. No category or service type is required.
5. Set a price (e.g. 0.50 PLN or 1 PLN).
6. In the VAT/GST field, select Kaucja.
   This VAT setting allows the item to be registered as a non-fiscal item.
7. Untick the Store state option, as the deposit product does not store stock.
8. Click Add to create the product.

STEP 2 – Configure the deposit return product

A separate product is required to process the return of the deposit.

1. Navigate to PGM → Sale → POS Management → Products → Add New Product.
2. Select Product type: Services.
3. Enter a product name, for example: Zwrot_kaucji.
4. No category or service type is required.
5. Set a negative price (e.g. -0.50 PLN or -1 PLN).
6. In the VAT/GST field, select Kaucja.
   This ensures the item is registered as a non-fiscal item.
7. Untick the Store state option.
8. Click Add to create the product.

STEP 3 – Add the products to POSWeb

To register deposits on the POS, both products must be added to POSWeb panels for the selected clubs.

1. Navigate to PGM → Clubs → List of clubs.
2. Click the three dots next to the selected club and choose Panels.
3. Click the POS button (P icon).
4. Click an empty button slot.
5. Select the appropriate product (e.g. Kaucja or Zwrot_kaucji) from the list.
6. Choose the button type, product category, and button color.
7. Click Save.

For detailed instructions on adding a product to POSweb, please see the article: How to add Product to POSweb through PGM?

STEP 4 – Configure a bundle (optional)

Optionally, you can create a bundle that includes both the beverage and the deposit (e.g. Water + Deposit). This allows the deposit to be sold together with beverages in returnable packaging.

• Configure the bundle as a regular bundle.

If you need additional information on setting up bundles, check this article.

• Make sure the Aggregated Bundle option is set to OFF, so both items appear as separate positions on the receipt.
• After configuration, add the bundle to the POSWeb panel of the selected club.

How to register and return deposits

Both registration and return of deposits are handled in the POSweb application.

Registration

• Deposits are registered in the same way as regular product sales.
• After the sale, the deposit appears in the non-fiscal section of the receipt.
• No additional configuration is required for this process.

Return

• Deposit returns are processed using the deposit return product on the POSWeb panel.
• The returned amount is shown as a negative value and appears in the non-fiscal section of the receipt.

Deposits charged or returned are added to or subtracted from the POS cash amount during the shift or day. However, they are not included in the club’s sales figures for a given date.

Hints

1. The Global Discount feature does not apply to the Kaucja and Zwrot Kaucji products.
2. To check the total value of deposits charged or returned, use the POS Sales Totals report with:
   • Transaction Sources set to NotFiscal
   • VAT rates set to Kaucja.
3. Deposits and deposit returns cannot be added to invoices.