Corporate Accounts — Employees Paying from an Organization's Balance

The "Corporate Accounts" section manages ledger accounts for organizations whose employees eat at your venue on a regular basis — an office cafeteria, corporate catering, an arrangement with a nearby company. An employee pays with their own account code instead of cash or a card, and money is deducted from their own prepaid balance under that organization. Open Admin Panel → Corporate Accounts (admin.cenaly.ge/corporate-accounts). The section works separately per location. Enable the “Corporate accounts” extension in the App Store if it is not yet available.

What you need to get started#

• The "Corporate accounts" section switched on — it is off by default and is enabled with a toggle in the App Store.
• The employer organization and personal accounts for its employees.
• A topped-up balance — top-ups are entered manually by the owner or the bookkeeper.
• A spending limit, if needed — how much an employee may spend at the employer's expense per day, week or month.
• Billing with the company — prepaid (the topped-up balance is spent) or postpaid (employees eat on the company's account up to a credit limit; an invoice once a period).
• The POS — payment by corporate account is accepted as a separate payment method (POS).

Organizations and employee accounts#

The model has two levels:

• Organization (employer) — company name, contact person, phone, email, notes, settlement currency, optionally a default spending limit for all its employees with a "day", "week" or "month" period, auto top-up, and billing: prepaid or postpaid.
• Employee account — tied to an organization: employee name, phone, a unique account code, current balance and, if needed, a personal allowance (per day, week or month) that overrides the organization's default.

To set up meals for a new company:

1. Select the relevant “Location”.
2. Under “Employers”, click “+ Add employer”, fill in the details and, if needed, a “Spending limit per employee” with a “Limit period”.
3. Save and select the company to open “Employee accounts”.
4. Click “+ Add employee”, enter the name and optionally a phone number and personal allowance.
5. Save the account and give its code to the employee.

The result is an individual account under the selected company. If it is missing, check the location and employer selection.

An organization's details can be changed at any time: the ✎ button next to its name opens the same form used to add it. Employee accounts and their balances stay as they are, and a new organization daily allowance applies right away to employees who don't have their own.

An account code can be set manually or generated automatically (in the form CA-XXXX-XXXX) — after creation it's shown once with a copy button; afterward the interface only shows it masked (last 4 characters).

Topping up balances#

Balances are topped up manually — by the venue's owner or accountant:

• For one account, click “Top up”, enter the “Amount” and confirm with “Top up”;
• “Bulk top-up import” — a list pasted into a text field, one row per employee: name, code (optional), amount, phone (optional). Existing employees are matched by name; new ones get an account created; each row's result is shown. Separate fields with commas or tabs and click “Import”.

Check the new balance. If an import row failed, correct it using the result message; do not repeat rows that succeeded.

Spending limit: day, week or month#

The limit is the employer's allowance: how much the company is willing to cover per employee for a period. In the employer window (✎ next to the name), set “Spending limit per employee” and “Limit period”:

• Day — the limit resets every calendar day;
• Week — from the chosen day (“Week starts on”; Monday by default);
• Month — from the 1st.

Period boundaries follow the location's time zone, not the clock on the accountant's computer. Unused limit does not carry over: a new period gives the full amount again. An individual employee can have their own limit in the account row (✎): an amount and a period — day, week or month. It replaces the organization's limit; an employee's week starts on the same day as the organization's (Monday if the organization has no weekly limit). An empty field means the organization's limit applies again. The same choice is available when adding an employee.

The amount available to charge is the lesser of two: the remaining balance and the remaining limit for the current period. If no limit is set, only the balance limits the charge. A refund frees the limit back up: the period's spend is reduced by the refunded amount.

Example: ₽2,500 a week from Monday. By Friday the employee has spent ₽2,400 — on Saturday the till shows ₽100 “Available” and will not charge more. On Monday ₽2,500 is available again.

Auto top-up#

To stop topping up accounts by hand every month, set in the employer window (prepaid only):

1. “Top-up amount per period” — for example, ₽5,000.
2. “Top-up period” — day, week or month.
3. “Carry over at most” — how much unspent balance the employee keeps. Empty — the whole leftover carries over; 0 — the leftover expires at the end of the period.

The credit arrives by itself at the first operation on the account in a new period — a payment at the till, a payment on the menu or opening the accounts list. There is no separate schedule; another operation in the same period does not credit again. Missed periods are not credited retroactively: only the current one is.

Example: ₽5,000 a month, carry-over up to ₽1,000. At the end of October an employee has ₽1,800 left. The first lunch on 1 November (in the location's time zone — 00:30 Moscow time is already November) burns ₽800 and credits ₽5,000: the account now holds ₽6,000. The spend report shows the credit in the “Credited automatically” column.

Postpaid: company invoice for the period#

If the company does not want to pay in advance, switch “Billing with the company” to “Postpaid — the company pays an invoice for the period”:

1. Set the “Company credit limit” — the total debt of all its employees (empty — no limit).
2. Choose the “Counterparty for invoices (CRM)” — the company's card in Counterparties.
3. Employees pay at the till as usual: the account balance goes negative — that is the company's debt. Above the accounts list you see “Company debt: … of …”.
4. At the end of the period, build the “Spend report” and click “Issue invoice for the period” — a draft invoice to the counterparty appears in CRM, one line per employee. Check it and issue it as usual (number, details and print form are in CRM).
5. When the company has paid, click “Payment received” and enter the amount and the payment order number. The payment pays off employee debts, largest first; the same number is not counted twice, an overpayment is not spread.

Example: a business centre with a ₽50,000 limit. Employees have had lunches for ₽40,000 — the till keeps accepting payments. Once the debt reaches ₽50,000, the next payment is refused with “Company limit exceeded” — take it another way. The monthly invoice has one line per employee; after “Payment received” the debt is cleared.

The company limit holds even for simultaneous payments: with a ₽40,000 debt, if two employees pay ₽8,000 each at different tills in the same second, only one payment goes through and the other gets “Company limit exceeded”. Each payment first reserves its amount in the company limit and only then is charged to the employee's account; if the charge fails (for example, the employee's own limit is exceeded), the reserved amount is released at once.

The per-employee spending limit still applies with postpaid billing. There is no auto top-up with postpaid billing.

Receipts in Russia. With postpaid billing the corporate share always goes onto the fiscal receipt as “transfer on credit” (tag 1216, settlement-method sign 6, or 5 with an extra payment), regardless of the “Corporate account on the fiscal receipt” setting. The company pays the invoice by bank transfer from its own account — a settlement between organizations, for which no cash register is used (Federal Law 54-FZ, art. 2 cl. 9), so “Payment received” prints no receipt. If the company pays cash or by card at the till, take the payment at the register (next section): the till prints a “credit payment” receipt.

Company pays its debt in cash or by card at the register#

A company representative can pay off the debt right at the till — without waiting for a bank transfer.

1. Open a shift in the POS.
2. In the “More” menu choose “Company debt payment” — the “Take company debt payment” window lists postpaid companies that owe money, with “debt of limit”.
3. Tap the company. The amount is prefilled with the whole debt — you can lower it (partial repayment) but not exceed the debt.
4. Choose “Cash” or “Card”. For card with a connected payment terminal, the till charges the terminal first.
5. In Russia enter the “Company tax ID (INN)” (10 or 12 digits) — it goes onto the receipt as the buyer and is remembered for next time.
6. Tap “Accept payment”.

What happens next:

• the repayment is recorded on the company's employee accounts, largest debt first — just like “Payment received”; the “Company debt” banner goes down;
• in Russia the till prints a sale receipt with the settlement-method sign “credit payment” (tag 1214 = 7), subject “payment” and the real tender — cash or card. The goods were already fiscalised as “transfer on credit” when the employee had lunch, so this receipt carries only the repayment. For a settlement with an organization the receipt names the buyer — the company's name and INN (tags 1227/1228; the cash register must support it);
• in other countries the till prints a regular receipt for the repayment amount;
• cash goes into the drawer as a “Pay-in” movement, so it balances at shift close; the repayment is not revenue (the lunch was);
• pressing the same payment again (network glitch, double tap) does not pay the debt twice.

Example. Romashka LLC owes ₽40,000. The company's accountant brings ₽15,000 in cash: the cashier picks “Company debt payment” → “Romashka LLC” → 15,000 → “Cash” → INN → “Accept payment”. A “credit payment” receipt for ₽15,000 is printed and the debt becomes ₽25,000.

If another till took a payment while the window was open and the debt is now smaller than the amount entered, the till refuses: “The amount exceeds the current debt” — reopen the window.

Paying at the register#

POS has a dedicated "Corporate account" button. The dialog is titled "Corporate meal account":

1. Enter the employee’s account code and click “Check”.
2. Review the balance and “Available today”, enter “Amount to charge” and click “Charge account”. The remainder can be paid using another method.
3. If the paid order is later cancelled, the charge on the corporate account is reversed automatically — the money returns to the account and the period limit is freed. The reversal is idempotent: reprocessing a cancellation will not refund twice.

On the Android, Windows and Ubuntu tills#

From 31.10.2026 the till apps take corporate accounts too. In the payment window, choose "🏢 Corporate account":

1. Type or scan the employee's account code and press "Check".
2. The till shows the employee, the company, the balance and "Available today". That is what remains of the period limit (day, week or month) and, for a postpaid company, of the company limit too. "Amount to charge" is prefilled with the maximum: the smaller of the bill remainder and the available amount.
3. Press "Charge account". The line "🏢 Corporate account: amount · employee · company" appears above the total and "Amount due" goes down. Take the rest in cash or by card.

If the corporate account paid the whole order, the order gets the "Corporate account" payment method. The fiscal receipt and X/Z follow the web POS (see the next section) and use the same location setting. If the amount is over a limit, the till shows "Spending limit exceeded" or "Company limit exceeded": nothing is charged and the order stays open.

If the corporate account was applied in the web POS, the till app shows the charge line and takes only the remainder. A corporate account cannot be applied to the same order twice. Charging needs a connection to the cloud: without it, the "Corporate account" method is not shown.

Corporate account on the fiscal receipt and X/Z#

The part of the bill paid from a corporate account is a separate payment both on the fiscal receipt and in shift reports. A ₽650 lunch with ₽500 from the corporate account and ₽150 in cash: the receipt carries two payments, ₽500 and ₽150, and the payments add up to the items. In the X/Z report cash is ₽150 (exactly what is in the drawer), and the ₽500 sits under "Other payments" as its own "🏢 Corporate account" line. A bill paid entirely from a corporate account never counts as cash or card.

For locations in Russia the accountant chooses how the corporate part goes on the receipt: Corporate Accounts → "Corporate account on the fiscal receipt" (a location setting, shown only for locations in Russia).

Guest self-checkout on the customer menu follows the same option: the receipt is queued for the location's till and printed there (see Guest self-checkout).

Topping up a corporate account in the admin issues no receipt: a company's bank transfer is not put through the register. If your fiscal register does not support extended payment kinds, the corporate part goes on the receipt as an "other" payment — the receipt balances, but tag 1215/1216 is not set. Agree the scheme with your accountant: the choice only changes the payment kind on the receipt; the receipt total is right in every option.

Blocking an employee account#

If an employee leaves, loses the code, or the employer pauses the meal benefit, block the account from its row. Click "Block". The account gets the "inactive" label, and its code stops working at the POS and in the guest menu. The balance is kept.

Click "Unblock" to restore access. The account becomes available with its retained balance and allowance settings; unblocking does not reset today’s spending.

The POS shows “Account is inactive” when a blocked code is used. Payment in the guest menu is also rejected, but it may show a generic credentials error. If blocking did not save, check the error message and the row’s status.

The full generated code is shown only at creation. There is no separate code reissue action: unblocking leaves the old code valid. The interface cannot transfer a balance to a new account; this scenario is not automated in the section.

Guest self-checkout#

A location-level "Guest self-checkout" section and "Enable corporate self-checkout on the customer menu" toggle let an employee pay for their own order directly on the customer-facing menu: a corporate-account payment method appears at checkout, where they enter their phone number and account code — no cashier needed.

Account activity, balance (postpaid — the company credit limit) and the remaining limit for the period are checked; a repeat request should not charge twice. If payment fails, check the phone number on the account, the code and the self-checkout setting for the relevant location.

Receipt on cenaly.ru. Self-checkout is a settlement too, and its receipt follows the same "Corporate account on the fiscal receipt" setting as the till. The location's till receives the receipt in its queue and prints it itself, like an online prepayment receipt: the order items, paid as an offset of an advance (default) or as postpayment. With "no receipt" there is none — at self-checkout the corporate account always pays the whole order; the exception is an item with a marking code, which gets a receipt as an offset of an advance. While the location's till is closed (or has no fiscal register connected), the receipt waits in the queue and is printed the next time the till starts. If such an order is cancelled, the money returns to the corporate account and the till prints a refund receipt ("return of income") the same way — with the same items and the same payment type, right after the payment receipt. If there was no payment receipt (the "no receipt" option), there is no refund receipt either.

Spend report#

To prepare a monthly export for an employer:

1. Select the location and employer for the file.
2. In “Spend report”, set “From” to the first day of the month and “To” to the last day, inclusive.
3. Click “Spend report” and check employee totals and “Transactions in this period”.
4. Click “⬇️ Export CSV” and send the file to the employer for reconciliation.

The file contains the employee summary followed by transactions. Top-ups are excluded; reversals reduce spending. If Excel opens everything in one column, import the file as CSV with a comma delimiter and UTF-8 encoding. If the report is empty, check the employer and dates: the export button appears only when spending rows exist. This is a reconciliation export, not an automatically generated employer invoice.

Three ways to feed your own employees#

Lunches for employees of a nearby office#

A company pays ₽30,000 a month towards employee meals. This is the arrangement's total budget, not a shared company wallet in the system. Distribute it across personal accounts using Top up or Bulk top-up import. Enter each later monthly top-up manually too.

1. In Corporate accounts, select the location and employer. Set Spending limit per employee to ₽500 with the “Day” period, checking for an employee-specific override.
2. An employee chooses a ₽650 lunch. Assume they have spent nothing today and have at least ₽500 on their personal balance.
3. At the till, open Corporate account, enter the code and click Check. Available today is ₽500; the till suggests charging ₽500. Confirm the charge.
4. ₽150 remains: take cash or card and complete payment. The employee cannot spend more of the employer's allowance today even if their balance has money left.
5. At month end, select the employer in Corporate accounts, generate a Spend report for the month and use ⬇️ Export CSV. Send the employee summary and transactions to the company's bookkeeper.

Result: ₽500 comes from the personal account and ₽150 from the employee. A ₽30,000 top-up does not mean the company has spent it all: the report shows redemptions less refunds.

If less than ₽500 is available, check the balance, today's spending and personal allowance. The till caps the entered amount; the server rejects an over-limit request if the data has changed. Guest self-checkout cannot mix these payments: a ₽650 order with only ₽500 available is rejected in full. Direct the employee to the cashier.

Prepaid or on credit: which to choose#

Choose corporate accounts for meals of a company's employees — prepaid, or postpaid with an invoice for the period. Use On credit, with a configured limit, to defer payment for a specific person. See Payments for debt workflows and fiscal device limitations.

If you have several locations#

Employers, personal accounts, balances and daily allowances belong to a location. Select Location in Corporate accounts before creating an employer, topping up or generating a report.

To serve the same company at several locations, create its employer record and employee accounts at each location and allocate prepayment separately. Export reports separately too. One location's code does not access another location's balance: if the till shows “Account not found”, check the issuing location and code. Matching company names do not combine money or allowances.

Limitations#

• Auto top-up happens at the first operation of the period, not exactly at midnight: until the account is used, the balance stays as it was. Missed periods are not credited.
• Other top-ups are manual. There is no separate employer payment portal — you top the account up once the organization has paid.
• Prepaid accounts never go negative. Only a postpaid company's accounts go negative — up to its credit limit.
• Company debt repayment at the register is in the web POS. From 31.10.2026 the Android, Windows and Ubuntu tills take corporate-account payments, but they cannot pay off a company debt.
• On the till apps a corporate account needs a cloud connection. It cannot be applied to a bill that is already partly paid with a separate receipt (split payment in the web POS).
• The invoice for the period is a CRM draft. CRM issues, prints and sends it; you record the payment in Corporate Accounts with “Payment received”.
• An order paid with a corporate account cannot be merged with other bills — the POS will honestly refuse.
• Identification uses the account code. Cards and passes are not supported for this flow.
• The spend report lives inside the section — you hand it to the employer; there is no employer portal.

Troubleshooting#

Frequently asked questions#

Can I set a monthly limit instead of a daily one?#

Yes. In the employer window choose the “Limit period”: day, week (from the chosen day) or month. An employee's personal limit can also be per day, week or month — in the account row (✎).

Can accounts be topped up automatically every month?#

Yes — “Auto top-up” in the employer window: amount, period and how much leftover to carry over. The credit arrives at the first operation in a new period.

Can the company pay afterwards instead of in advance?#

Yes — “Postpaid” with a company credit limit. Once a period, issue an invoice from the “Spend report” and record the received payment with “Payment received”.

The company wants to pay its debt in cash — how?#

At the till: “More” → “Company debt payment” → company → amount → “Cash”. In Russia the till prints a “credit payment” receipt with the company's INN, and the cash is counted in the drawer.

Who tops up the balance — the organization itself or the venue?#

The venue's owner or accountant tops it up — manually (a single top-up or a bulk list) or with auto top-up per period. There isn't yet a separate portal for the organization to top up its own balance.

What if an employee forgets their account code?#

The list shows a masked code. Ask whoever saved the full code at creation; the interface cannot reveal it again. If someone else may have obtained the code, block the account.

Can only part of an order be paid with a corporate account?#

Yes, combined payment is supported at the register — part of the amount is charged to the corporate account (within the remaining daily allowance), and the rest is paid with any other method.

Is a receipt issued when an employee pays with a corporate account on the menu?#

Yes, for locations in Russia — under the same "Corporate account on the fiscal receipt" setting. The receipt is queued for the location's till and printed once a till with a fiscal register is open: the order items, paid as an offset of an advance or as postpayment. With "no receipt" there is none, except for orders with marked goods.

How does a corporate account appear on the fiscal receipt?#

As a separate payment: by default as an "offset of an advance" (tag 1215), with the rest in cash or by card. In Russia the accountant can choose postpayment (tag 1216) or "no receipt" when the corporate account paid the whole bill — Corporate Accounts → "Corporate account on the fiscal receipt". In X/Z the corporate part is a "🏢 Corporate account" line under "Other payments", not cash.

Can I take a corporate account on an Android, Windows or Ubuntu till?#

Yes, from 31.10.2026: in the payment window choose "🏢 Corporate account", enter the code and press "Charge account". Limits, the receipt and X/Z work as in the web POS. A cloud connection is required. These tills cannot yet pay off a company debt — do that in the web POS.

Will a ₽650 lunch be rejected with a ₽500 allowance?#

At the till, charge the available ₽500 and take ₽150 using another method. Guest self-checkout checks the entire order amount and rejects this order in full. Having ₽500 available assumes enough balance and no spending earlier today.

Does a monthly top-up increase the daily allowance?#

No. The balance and the spending limit are separate constraints. After a top-up, the employee can still only spend what remains of the current period's limit.

Related sections#

• POS — paying for an order from a corporate account

• Finance — the venue's overall financial picture

• Returning Guests — recognizing guests by phone number

• Payments — free staff meals at POS.

• Russian payroll: getting started — payroll on cenaly.ru.