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Invitation process

summary

After reading this, you can invite a single PosOperator and invite several PosOperators at once with a CSV file.

A PosCreator invites you, as a PosDealer, to the fiskaltrust.Portal. You invite your PosOperators. Once a PosOperator has an account in the fiskaltrust.Portal, you can transfer fiskaltrust products that you purchased in the Portal shop to that account. For more information, see Business Model.

There are two ways to invite PosOperators:

WayUse it for
Invitation of a single PosOperatorOne PosOperator, for example a new contact, on-site support, or testing in the sandbox.
Bulk invitation of PosOperatorsSeveral PosOperators at once, imported from a CSV file.

Table 1. Ways to invite PosOperators.

E-mail addresses cannot be deleted

You cannot delete an e-mail address entirely in the fiskaltrust.Portal, so you cannot transfer an e-mail address that was used once to any other account. Test the invitation process in the sandbox first to avoid problems with e-mail addresses in the production system.

Prerequisites​

  • Your account has the PosDealer role. Only PosDealers can invite PosOperators; PosCreators and consultants cannot. Both can additionally activate the PosDealer role to get these options in the fiskaltrust.Portal. For more information, see Company Roles.
  • You have checked the invitation settings as described in Preparation of invitations.

Preparation of invitations​

Check the invitation settings before you invite PosOperators, regardless of which way you use.

  1. Choose PosDealer > PosOperators to see the PosOperators already assigned to your account.
  2. Choose PosDealer > Invitation. In Austria, Germany and France, PosOperator > Invitation opens the same page.
  3. In PosOperator invitation settings, check or change the settings described in Table 2.
  4. Continue with Invitation of a single PosOperator or Bulk invitation of PosOperators.

PosOperator invitation settings in the fiskaltrust.Portal with the PDF-Attachment, Additional information and Surrogate rights fields marked 1 to 3

Figure 1. PosOperator invitation settings in the fiskaltrust.Portal.

SettingDescription
Number 1PDF-Attachment: Attach a document to the e-mail invitation. Use it as an accompanying letter that explains that you, as a PosDealer, are extending your offers and invite your PosOperators to register with the fiskaltrust.Portal via the confirmation link. This avoids confusion when PosOperators receive an e-mail from an unknown sender such as sandbox@fiskaltrust.TLD or robot@fiskaltrust.TLD. Select the PDF file with Choose file and upload it with Import. After the upload, Download invitation pdf and Delete invitation pdf are available.
Number 2Additional information for the PosOperator. This text will be added to the invitation e-mail.: Add your own text of up to 1000 characters to the automated e-mail invitation (see Preview of the e-mail invitation). Use it to inform your PosOperators personally, for the same reason as the PDF attachment. The counter next to the field shows the remaining characters. The text is saved when you leave the field.
Number 3Surrogate rights: The permission level you get when you switch to the PosOperator's account (surrogating). The options are Full (Write/Read, Contract Conclusion) (default), Write/Read, Read Only and None. Select Full (Write/Read, Contract Conclusion). With any other option you can access the PosOperator's account, but you cannot conclude contracts on the PosOperator's behalf, which is necessary for cooperation with third parties. For more information, see Surrogating.

Table 2. Invitation settings.

Invitation of a single PosOperator​

Invite a single PosOperator, for example, when you give on-site support to a PosOperator who wants to use the fiskaltrust services immediately when a POS system is put into operation, or when you test the fiskaltrust.Portal and its processes in the sandbox.

Depending on the country, when a PosOperator is registered for the first time, further master data can be retrieved from the relevant authority and checked by entering a tax number.

Flowchart of the single invitation: the PosDealer configures the invitation, adds the PosOperator and sends the invitation; the PosOperator accepts it, activates the PosOperator role and verifies master data and outlets; the PosDealer then checks whether the PosOperator name is an active link and either surrogates or resends the invitation

Figure 2. Process of inviting a single PosOperator.

Steps​

  1. Choose PosDealer > Invitation.
  2. Check the settings as described in Preparation of invitations.
  3. Choose +Add.
  4. Fill in the mandatory fields. They are required so that the PosOperator can be found and assigned correctly in the fiskaltrust.Portal via the e-mail address:
    • Company data: company name, e-mail address, address line 1, postal code, city, country
    • User data: first name, last name, contact e-mail address
  5. Fill in the tax identification numbers. They are not mandatory for the invitation, but they and their validation are essential for the correct management of the cash register systems (for example AccountIdVat, AccountIdGln, AccountUStIdNr).
  6. Choose Save. The PosOperator is added to the list PosOperators that should be invited.
  7. Choose Invite all PosOperators to send the e-mail invitation.

If the invitation does not reach the PosOperator, see Managing the invitations.

Preview of the e-mail invitation​

Preview​

Example invitation e-mail sent by the fiskaltrust.Portal to a PosOperator, with the additional message of the PosDealer and the link to register and be assigned to the PosDealer

Figure 1. Preview of the invitation e-mail sent to PosOperators.

Bulk invitation of PosOperators​

Import a CSV file to invite many business partners at once. The fiskaltrust.Portal creates and sends the invitations automatically, so the data of your business partners must be correct. Check the preparation first, so that invitations are not mistakenly treated as spam. The fiskaltrust.Portal provides a demo CSV file with the required structure; the columns are described in Fields of the CSV file.

Flowchart of the bulk invitation of PosOperators from a CSV file

Figure 3. Process of the bulk invitation of PosOperators.

Steps​

Invitation page in the fiskaltrust.Portal with the menu entry, invitation settings, Choose file, Import, Download demo CSV file and the button to send all invitations marked

Figure 4. Bulk invitation via CSV file in the fiskaltrust.Portal.

StepDescription
Number 1Choose PosDealer > Invitation.
Number 2Check the settings as described in Preparation of invitations.
Number 3Choose Download demo CSV file.
Number 4Open the demo CSV file.
Number 5Add the data of the PosOperators as described in Fields of the CSV file and save the file as a CSV file.
Number 6Go back to the fiskaltrust.Portal and choose PosDealer > Invitation.
Number 7In PosOperators that should be invited, under Import CSV file, select your CSV file with Choose file.
Number 8Choose Import. The data is uploaded and checked for duplicate or incomplete records. You can check and complete each record. If records are incomplete, the import error page opens (see Handling error messages).
Number 9Choose Invite all PosOperators to send the e-mail invitation to each business partner in your CSV file. For a preview of the e-mail, see Preview of the e-mail invitation.

Table 3. Steps of the bulk invitation, shown in Figure 4.

Fields of the CSV file​

FieldDescriptionMandatory
AccountNameCompany name, written exactly as in the commercial register.yes
AccountEMailGeneral e-mail address of the company.
Important: All information and all invoices are sent to this e-mail address.		yes 1
AccountAddressLine1Address, first line of the company.yes
AccountAddressLine2Address, second line of the company.no
AccountPostalCodePostal code of the company's address.yes
AccountCityCity of the company's address.yes
AccountCountryISO code (3166 ALPHA-2) of the country of the company's address.yes
AccountWebURL of the company's website.no
AccountPhoneCompany phone number.no
AccountIdVatVAT number of the company, for example ATU12345678. Important for the reports to FinanzOnline.
Important: This is one of the identification criteria for the legalization of the service.		one of 2
AccountIdTaxTax office tax number of the company. Enter 9 digits without special characters and without spaces (2 digits tax office number, 3 digits "/" 4 digits tax number).
Important: This is one of the identification criteria for the legalization of the service.		one of 2
AccountIdGlnGLN (https://firmen.wko.at) of the company, for example 1234567890123.no
AccountIdFibuCompany register number (if available).no
ContactFirstNameFirst name of the primary contact.yes
ContactLastNameLast name of the primary contact.yes
ContactEMailE-mail address of the primary contact.
Important: This e-mail address is the user's login to the newly created company.		yes
ContactMobilePhoneMobile phone number of the primary contact.no
ContactTitle(Academic) title of the primary contact (before the name). Legacy column 3.no
ContactSuffixName suffix of the primary contact (after the name). Legacy column 3.no

Table 1. Columns of the CSV file for the bulk invitation (Austria).

1 Optionally, you can also provide a dedicated e-mail address for invoices in Company info > Master data (Primary Billing E-Mail).

2 The CSV import requires at least one business identifier: the VAT number (AccountIdVat) or the TIN (AccountIdTax). The other tax identification numbers are optional. All tax identification numbers are the basis for correct cash register management and a prerequisite for using third-party services.

3 Not included in the current demo CSV file. Older CSV files with this column can still be imported; the column is ignored.

Handling error messages​

If mandatory fields in the CSV file are empty or wrong, the import error page lists each error with its line (Line) and message (Error).

  1. Note the error messages.
  2. Add the missing data in the respective lines of the CSV file.
  3. Choose Back and import the corrected file again.

Import error page in the fiskaltrust.Portal listing CSV lines with missing e-mail address, address line 1, ZIP code, city and country, marked 1 to 5

Figure 5. Import error messages after uploading an incomplete CSV file.

MessageDescription
Number 1Email-address is required!
Number 2Address line 1 is required!
Number 3ZIP-code is required!
Number 4City is required!
Number 5Country is required!

Table 4. Import error messages for missing mandatory CSV fields.

Managing the invitations​

If the preparation is complete, the invitation process runs automatically. If problems arise, you can fix most of them yourself. For example, if a PosOperator says that no e-mail invitation arrived, check the invitation history.

Troubleshooting​

Status and error messages​

Invitation list in the fiskaltrust.Portal with the status icon and the send, edit and delete buttons of a row marked 1 to 4

Figure 6. Invitation list with invitation status and row actions.

StepDescription
Number 1Check the Status of the invitation: Invitation Sent, Press "Send" to invite PosOperator (not sent yet), or Failed sending (red symbol; hover over it to see the reason).
Number 2Choose Send Invitation to this PosOperator (envelope icon) to send this single e-mail invitation, or Invite all PosOperators to send all. For an invitation that was already sent, the row shows Resend invitation to this PosOperator instead.
Number 3If the invitation cannot be assigned to your account because the PosOperator's data is incorrect or incomplete, choose Edit to correct it.
Number 4Choose Delete to remove the data of a PosOperator who is not yet assigned.
If This E-Mail address already exists appears, see Onboarding of existing PosOperators.

Table 5. Checking the invitation status and handling error messages.

Inviting PosOperators in a bulk process​

Invitation page in the fiskaltrust.Portal with the buttons to send all invitations, add a PosOperator and open the history marked 1 to 3

Figure 7. Buttons for inviting PosOperators in a bulk process.

ButtonDescription
Number 1Invite all PosOperators: sends the e-mail invitation to all PosOperators in the list who have not yet been invited.
Number 2+Add: adds a single PosOperator manually. For more information, see Invitation of a single PosOperator.
Number 3History: opens the invitation history to check or repair e-mail invitations (see Options with invited PosOperators).

Table 6. Buttons for inviting PosOperators in a bulk process.

Onboarding of existing PosOperators​

If the message This E-Mail address already exists appears, another PosDealer has already onboarded the PosOperator. In this case, the PosOperator requests the assignment to your account.

warning

Do not, under any circumstances, invite this PosOperator again using a different e-mail address. This causes problems when verifying the business identifications used to authenticate with tax authorities or third-party services.

Flowchart: the invitation of the PosDealer fails with E-mail address already exists, the PosOperator searches for the PosDealer and requests the assignment, the PosDealer accepts and can then surrogate

Figure 8. Onboarding a PosOperator who already has an account.

StepDescription
Number 1You choose Invite all PosOperators (PosDealer > Invitation) and get the message This E-Mail address already exists.
Number 2Do not invite this PosOperator again with a different e-mail address.
Number 3Ask the PosOperator to add your account as a new or further PosDealer.
Number 4The PosOperator opens the fiskaltrust.Portal and chooses PosOperator > Search dealer/consultant.
Number 5The PosOperator searches for your account, for example by name or e-mail address.
Number 6After checking name, e-mail address and access rights, the PosOperator chooses Request assignment – dealer.
Number 7You choose PosDealer > PosOperators, find the new PosOperator and choose Accept. The PosOperator's name becomes an active link that you can use for surrogating.

Table 7. Steps to onboard a PosOperator who already has an account.

Options with invited PosOperators​

Choose PosDealer > Invitation > History to open the invitation history.

Invitation history in the fiskaltrust.Portal with the date fields and the row buttons marked 1 to 6

Figure 9. Invitation history.

OptionDescription
Number 1Start date: restricts the history to invitations from this date.
Number 2End date (after until): restricts the history to invitations up to this date. Without dates, the whole history is shown. To narrow down the list further, enter text in the search field (Search...); clear the field to see all entries again.
Number 3Details: shows the data of the invitation.
Number 4Send invitation again: resends the e-mail invitation for this record.
Number 5Delete the record. You cannot delete an e-mail address entirely in the fiskaltrust.Portal, so you cannot transfer an e-mail address that was used once to any other account.
Number 6Copy link to Clipboard: shows the direct invitation link. Copy it and send it to your PosOperator by direct message.

Table 8. Options in the invitation history.

To return to the invitation page, choose Overview of PosOperator.