Portal

Frequently Asked Questions

General

Company is displayed as “Autocreate”

This FAQ is only relevant for Multi Company installations.

In this setup, a central EFR is assigned to an organization. Companies are then automatically identified and linked based on the Tax ID sent by the POS system during each transaction.

How company assignment works

1. The EFR is assigned to an organization.
2. The POS system sends transaction data, including:
   • TL
   • TT
   • Tax ID
3. The EFR checks whether a company with the specified Tax ID already exists within the organization.

If the company already exists

• The transaction is assigned to the existing company.

If the company does not exist

• A new company is created automatically.
• This is displayed as Autocreate (for example, AutocreateDE...).

Automatic company creation can lead to unwanted entries if not managed properly.

How to prevent autocreated companies

To avoid unwanted autocreate entries:

1. Ensure that the EFR is assigned to the correct organization.
2. Create the company manually before sending the first transactions from the POS system.

This ensures that transactions are assigned correctly and prevents unnecessary autocreate entries from being created.

Handling autocreated companies

If an autocreate entry has already been created:

1. Open the created company entry.
2. Rename it to the correct company name.

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Autocreated companies are generated automatically when the EFR receives a Tax ID that does not yet exist within the assigned organization.

Cash register replacement

Before replacing the cash register, ensure that the required closing procedure has been completed on the existing cash register.

Important: Before performing the cash register replacement:

• In Austria (AT), create a final receipt ("Schlussbeleg") on the old cash register.
• In Germany (DE), perform a daily closing on the old cash register

This ensures that all fiscal data has been processed correctly before the cash register is replaced.

Prepare the new cash register

1. Install an EFR on the new cash register.
2. Complete the required configuration.
3. Send one transaction so that the new EFR becomes visible in the efsta Portal.

Configure the replacement in the efsta Portal

1. Log in to the efsta Portal.
2. Click on the new EFR.
3. Click on "Set replacement info".

1. In the newly opened window, select the old EFR that should be replaced.

Important information about deactivated EFRs

Even if the old EFR has already been deactivated, you can still assign it as a replacement source.

When selecting the EFR to be replaced, deactivated EFRs can also be selected.

Select the replacement option

Choose one of the following options:

• If a fiscal unit (TSE or Certificate) is currently assigned to the old cash register, select "Migrate fiscal unit".
• Deactivate the fiscal unit of the old EFR and automatically order a new fiscal unit for the new EFR.

1. Click on “Save”.

Result

After saving the configuration:

• The old EFR is deactivated.
• The new EFR is marked as the replacement.
• Double billing is prevented.

How can I create a financial export via the efsta Portal?

You can create a financial export via the efsta Portal to retrieve data for a specific company and time period.
The export is generated using a data sharing link, which provides access to the requested data.

Step-by-step instructions

To create a financial export via the efsta Portal, follow these steps:

1. Log in to the efsta Portal
2. Navigate to companies in the left navigation
   1. Select the desired company
   2. Open company options
      1. Click the „<...>“ (options icon) on the right side
3. Open data sharing
   1. In the new window, go to the “Data Sharing” tab
4. Create data sharing
   1. Enter the required time period
   2. Click “Data Sharing”
5. Access the export
   1. Copy the generated access key
   2. Click the link displayed below
6. Download the export
   1. Select the desired export type on the opened page
   2. Download the required data

The export is now available for the selected time period.

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The export works identically on the following levels in the efsta Portal:

• EFR level
• Location level

I have not received an email from efsta

efsta sent an email, but you have not received it.

In most cases, the email was delivered successfully but was filtered, moved to another folder, or blocked by your email system.

Instructions

1. Check your Spam or Junk folder.
2. Search all mailbox folders, including Archive and Deleted Items.
3. Check whether mailbox rules or filters automatically move incoming emails.
4. Check whether your email security or antivirus software blocks emails from efsta.
5. Ask your IT administrator to verify whether emails from efsta were rejected or quarantined by your mail server.

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Email providers and corporate mail servers may filter or block emails based on their security policies. If the email cannot be found, ask your IT administrator to review the mail logs and check what happened to the message.

Releasing updates for companies and EFRs

Releasing an Update for a Company

To release a new EFR version for a company, proceed as follows:

1. Log in to the efsta Portal.
2. Click on “Versioning” in the lower left menu.
3. Select the desired company.

1. Release the required EFR version for the company.

Note on Missing Versions

If no version is available or new versions are not displayed, the version must first be released at a parent organisation level.

In this case:

1. Select the parent organisation of the company.
2. Release the required version there.
3. Afterwards, return to the company and release the version.

Updating a Single EFR

To update only one specific EFR, follow these steps:

1. Navigate to the EFR overview.
2. Click on the “…” icon to the right of the desired EFR.
3. Select “Update”.
4. In the new window, select one of the released versions.

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Only the selected EFR will be updated.

Updating EFRs for a Company or Location

To update all EFRs within a company or a specific location, follow these steps:

1. Click on the “…” icon next to the desired company or location.
2. Switch to the “Edit” tab.
3. Click on “Update”.
4. In the new window, select the desired version.

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All EFRs assigned to the selected company or location will be updated accordingly.

Recommendation

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It is recommended to test updates first on a single EFR or test device.

This helps ensure compatibility with:

Component	Details
POS software	Ensures the update works seamlessly with your Point of Sale system.
Hardware	Verifies the update functions correctly with existing hardware.
Connected peripherals	Confirms compatibility with all attached devices.

note

Testing reduces the risk of issues before rolling out the update to all EFRs.

Update Cloud EFR

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Currently, only the efsta Development Team can update Cloud EFRs.

How can I create an export in the portal?

You can create exports directly in the efsta Portal to retrieve data for a specific organization or company.
Exports can either be viewed as a preview or downloaded as a complete dataset.

Step-by-step instructions

To create an export in the portal, follow these steps:

1. Navigate to the “Portal Export” menu
2. Select the desired export type from the dropdown menu
3. Choose the relevant:
   • organization, or
   • company
4. Enter the required time period for the export

View or download the export

After defining your export settings, you have two options:

• Display export
  • Display the export directly in the portal
  • Useful for quick checks
• Download as CSV
  • Export the full dataset
  • Includes all data within the selected time period

Choose the option that best fits your use case.

How can I send invitations to the efsta portal?

You can invite new users to the efsta Portal by sending an invitation link via email.
The process can be started either directly from the organization structure or via the user management area.

1. Open the invitation dialog

You have two options:

• Click the “Add user” icon (+) next to the desired:
  • organization
  • company
  • or location

This option automatically selects the correct context.

or

• Open Users in the menu on the left
• Start the invitation process manually

2. Enter user details

In the pop-up window:

• Enter the email address of the person you want to invite

3. Assign permissions

Select the appropriate role for the user:

• Editor (Admin)
  • Can edit data
  • Can create companies
  • Can deactivate EFR
• Viewer
  • Read-only access
  • Can optionally approve data
  • In Austria: can use FON (FinanzOnline) permissions

4. Send the invitation

• Click “Send invitation”

The invited user will receive an email with an invitation link.

Important Notes

• Invitation links should only be sent by a cash register manufacturer or efsta employee
• The invitation link is valid for 10 days

Data Pending

New register at Data Pending

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This FAQ is relevant if the register has shown the status "Data Pending" for longer than six months.

Cause of Data Pending

This state usually occurs when the same SQ number is used multiple times in the background.

This can happen, for example, if:

• data was copied,
• a clone operation was performed, or
• a backup was restored

in the process, older data records are sent to the cloud again.

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Find detailed information on the SQ number on our Docs page under internal SQ

EFSTA Cloud behavior

• The EFSTA Cloud detects the duplicate SQ numbers and automatically “pauses” receiving the data
• The affected data is moved to a separate, temporary EFSTA Cloud
• The EFR continues to send data, which is also transferred to this temporary cloud until the issue is resolved

Why should a new register be created if the status “Data Pending” has been present for longer than six months?

Due to the large volume of accumulated data, the “Data Pending” status for the affected EFR, which is still actively sending data, can no longer be resolved properly.

The data can only be processed correctly once the affected EFR is no longer in active operation. Therefore, the current EFR should no longer be used.

To continue operations properly, a new EFR must be set up.

As soon as the new EFR has been set up, please send us an email at ticket@efsta.eu so that we can process the “Data Pending” entries of the old EFR and, if necessary, coordinate the next steps with you.

What is the Portalmessage 'datapending'?

Data pending occurs when there is manual intervention in the data.

Such interventions include

• Uploading or importing images
• Performing backups or system resets
• Use of the EFR in clone mode
• Incorrect cash register change
• Copying data

Deactivating

How can I deactivate a TSE in the efsta portal?

You can deactivate a TSE or end its assignment directly in the efsta Portal.

Open the TSE properties

1. Navigate to the Fiscal Units section.
2. Select the desired TSE.
3. Click on the ... symbol next to the TSE to open the properties window.

Deactivate the fiscal unit

1. Click the "Deactivate fiscal unit" button.
2. A pop-up window will open.

Select the desired action

In the pop-up window, you will see the cash register to which the TSE is currently assigned.

You can choose one of the following options:

• Cancel the TSE if it is no longer required.
• End the assignment only if the TSE will continue to be used with another cash register.

Confirm your selection.

View deactivated TSEs

After deactivation, the TSE is hidden by default.

To display deactivated fiscal units:

1. Enable "Show deactivated fiscal units".
2. The deactivated TSE will become visible in the Portal.

How can I deactivate an EFR in the efsta portal?

• Navigate to the Fiscal register (EFR) section and select the desired register
  
• Click on the ... symbol next to the register to open the properties window
• There, select the “Deactivate register” button, which opens the following pop-up window
  
• Read the information carefully and confirm the necessary statements

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Deactivated tabs are only visible in the Portal if you activate “Show deactivated tabs”.

Ordering

How do I order offline licenses for my company?

To order offline licenses, complete the following steps in the efsta portal.

Order offline licenses

1. Go to the**"Orders"** menu item.
2. Select the desired company.
3. Enter the required information:
   • Number of units
   • Location ID (TL)
   • Cash register ID (TT)

The TL and TT values are assigned by the cash register software manufacturer. 4. Accept the terms of use and click**"Continue". 5. Review the entered information and make changes if necessary. 6. Click"Continue"** again. 7. Review the order summary displayed before completing the process.

Automatic renewal of offline licenses

If the automatic renewal option is enabled in the portal, the renewal process is handled automatically.

• An email notification is sent 3 months before the license expires.
• One month before expiry, a new license is automatically generated.
• The new license is created with the same properties and a validity period of one year.
• The license can be entered into the EFR immediately after it has been generated.
• Automatically renewed licenses are invoiced in the same way as manually ordered licenses.

Here's how to configure an offline license in EFR.

EFR FAQs - How do I configure offline licenses

How do I place orders in the efsta portal?

• Navigate to the “Orders” menu and select your company from the drop-down menu
  
• Then select the desired country and item
  
• Read the terms of use and click on “Continue”
  
• Enter the company address and select the stored billing address
• If necessary, you can change the delivery address
• Finally, click on “Send order”
  
• After you have submitted your order, you will receive a summary of your order
• Check the summary of your order and confirm it to complete the order process
  
• Simply click on the corresponding confirmation button

How do I order a TSE in the efsta portal?

Please find more details about this issue in the Germany FAQs – How do I order a TSE in the efsta portal?

Structuring

How can I create a test company?

• Log in to the efsta Portal
• Select the company view in the menu bar (top left)
• Click on the “Add” button

• Select a test organization as the parent organization.

• Select the desired country from the “Country for test company” drop-down menu below.
• This automatically creates a test company and two locations if you have selected a test organization as the parent organization.
• Click on the 3 dots right from the newly created test company and enter the required data in the “Edit” tab.

How can I create companies in the efsta portal?

Before you create your desired company, it is important to check whether the parent organization has already been created in the efsta portal.

• Click on the company view in the menu bar (top left)
• Click on the “Add” button
  
• In the drop-down menu, select the organization to which you want to add the new organization
  • If you have permissions for more than one organization, select the desired organization from the drop-down menu
• Enter the name of the new organization in the empty field below the drop-down menu
  
• Fill in all the required fields

Field	Meaning
Select parent organization	Organization to which you want to add your company
Enter new company here	Name of your company
Identification type	first select the country so that the identification type is listed. e.g. UID in Austria and Ust-Id in Germany
Identification	Enter the identification, e.g. Austrian tax number, UID...
Country, zip code, city, address	company data

• Click on the “Save” button

How can I create locations in the efsta portal?

• Click on the location view in the menu bar (top left)
• Click on the “Add” button
  
• Select the desired company:
  • If you are authorized to multiple companies, select the company you want to add the new location to from the drop-down menu
• Name the new location:
  • Enter the name of the new location in the free field below the drop-down menu
  • Field “INTERNAL FILIAL ID”: Enter the branch number or the TL (Terminal Location) here
  • The number can be freely selected, but is not checked
    • Recommendation: Use the store numbers from your merchandise management system
• Save the changes
  
• Click on the “Save” button

How can I create organizations in the efsta portal?

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New components can be added either individually and manually or automatically via CSV import (recommended for more than 10 components). Editor authorization required to add components.

• Click on the dashboard or the organization view in the menu bar (top left)
• Click on the 'Add' button
  
• In the drop-down menu, select the organization to which you want to add the new organization
  • If you are authorized to several organizations, select the desired one
• Enter the name of your new organization in the free field below the drop-down menu
  
• Click on the “Save” button

How do I structure customers by organizational units?

To ensure effective management and categorization of your clients, we recommend the following structure in the efsta portal.

This structure enables efficient customer support and simplifies billing.

• Country organization:
  • Create a country organization for each country in which your customers are active.
• Company organization:
  • Below each country organization, create a customer organization for each individual customer. This level enables a fine subdivision and categorization of customers.
• Locations and branches:
  • In the customer's organizational unit, you can create the company with at least one location (branch). Any number of additional locations can also be added to create a comprehensive structure.

Advantages of this structure:

• Improved overview and control:
  • A clear hierarchy enables simple and quick navigation.
• More efficient customer management:
  • Each customer has its own organizational unit for targeted management.
• Customized settings:
  • Flexibility for customer-specific adjustments and settings.
• Flexible billing control:
  • Better control of billing at customer and country level.

Recommendations for naming companies and locations:

• Company:
  • Use of the correct company name according to the company register.
• Location:
  • Designation with at least city and street.
  • Optional additions: House number, floor, etc.
• Example:
  • Company: “Mustermann GmbH”
  • Location: “Musterstadt, Musterstraße 12”

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The correct and unambiguous designation facilitates assignment and identification.