FinanzOnline Integration – Create a Webservice User

Overview

To use the bessa POS in accordance with the Austrian Registrierkassensicherheitsverordnung (RKSV), a connection to FinanzOnline is required. This connection allows the bessa POS to communicate automatically with the tax office – e.g. to register the cash register, to verify start receipts (Startbelege) and annual receipts (Jahresbelege), and to submit status messages.

For this you need a special FinanzOnline Webservice User. This article explains step by step how to create this user and how to enter the credentials in bessa Manager.

What Is a FinanzOnline Webservice User?

The Webservice User is a special FinanzOnline access intended exclusively for automated communication between your point-of-sale software and the tax office. It differs from your regular FinanzOnline account:

Prerequisites

Before you start, make sure that the following prerequisites are met:

• ✅ Valid FinanzOnline account for your company (Teilnehmer-ID, Benutzer-ID, PIN)

• ✅ Active tax number for your company

• ✅ Internet connection

Special case: Small businesses (Kleinunternehmer)

If you are exempt from VAT as a small business (Kleinunternehmer) and you do not see the menu item "Anlegen eines Benutzers für Registrierkassen-Webservice", you must first have the so-called "fictitious VAT signal" (NULL-U-Signal) set.

Procedure:

1. Call the FinanzOnline hotline: +43 50 233 790 (Mon-Fri: 8:00-17:00)

2. Have your tax number ready

3. Ask for the "fictitious VAT signal" to be set for the cash-register functions

4. After the signal has been set, log in to FinanzOnline again

Who Can Create the Webservice User?

You have two options:

Option 1: Create it yourself

You can create the Webservice User yourself in FinanzOnline if you have a valid FinanzOnline account for your company.

Option 2: Through your tax advisor

Your tax advisor or chartered accountant can create the Webservice User for you. This is also possible if your company is not yet a FinanzOnline subscriber.

Step-by-Step: Creating the Webservice User

There are two ways to create the Webservice User in FinanzOnline. We recommend Option 2, as it is the more direct and easier approach.

Option 1: Via User Administration (Admin area)

Step 1: Log in to FinanzOnline

1. Open the website: https://finanzonline.bmf.gv.at

2. Log in with your FinanzOnline credentials: Teilnehmer-ID, Benutzer-ID, PIN

Step 2: Open the user administration

1. In the top navigation bar, click "Admin"

2. Select "Benutzer Einzel"

Step 3: Create a new user

1. In the "Suchbegriff" field, enter a freely chosen user identification (e.g. bessaws01 or kassawebservice). Requirements: 8-12 characters, at least 1 letter and 1 digit, no umlauts or special characters

2. Tick "Ich möchte einen neuen Benutzer hinzufügen"

3. Click "Anfordern"

Step 4: Configure the user identifier

1. On the overview page, click "Benutzerkennung/Benutzerarten" → "Bearbeiten"

2. Enter a start PIN and confirm it. Requirements: 8-12 characters (max. 128), at least 1 letter and 1 digit. Allowed special characters: !#$%*+,-./:;=?@\_()[]{}|~

3. Set "Benutzer für Registrierkassen-WebService" to "Yes"

4. Click "Weiter"

Step 5: Verify and save

1. Click "Daten prüfen"

2. Verify all entries in the data basket

3. Click "Speichern"

• Teilnehmer-Identifikation (TID) – matches your FinanzOnline Teilnehmer-ID

• Benutzer-Identifikation – the identifier you chose

• PIN – the password you set

Important: Be sure to make a note of the following data – you will need it later:

• Teilnehmer-Identifikation (TID) – matches your FinanzOnline Teilnehmer-ID

• Benutzer-Identifikation – the identifier you chose

• PIN – the password you set

Option 2: Via the Registrierkassen menu (recommended)

This option is faster and gets you to the goal directly.

Step 1: Log in to FinanzOnline

1. Open: https://finanzonline.bmf.gv.at

2. Log in with your credentials

Step 2: Open the cash-register area

1. In the navigation bar, click "Eingaben"

2. Select "Registrierkassen"

Step 3: Create the Webservice User

1. Click "Anlegen eines Benutzers für Registrierkassen-Webservice"

Step 4: Enter the user data

Fill in the following mandatory fields:

Step 5: Create the user

1. Click "Anlegen"

2. The Teilnehmer-Identifikation (TID) is displayed automatically

Step 6: Note down the credentials

After successful creation, the credentials are displayed:

Storing the Credentials in bessa Manager

After you have created the Webservice User in FinanzOnline, the credentials must be stored in bessa Manager.

Step 1: Open bessa Manager

1. Log in to bessa Manager

2. Navigate to: Master Data → Companies → [Your company name] → Tax

Step 2: Enter the FinanzOnline credentials

Enter the following data:

Step 3: Verify the connection

1. Click "Check FinanzOnline access"

2. On a successful connection, you will receive a confirmation

Troubleshooting – Common Issues and Solutions

Issue: The "Registrierkassen" menu item is not displayed

Possible causes:

• Your FinanzOnline user has no permission for cash-register functions

• For small businesses: the NULL-U signal has not been set

Solution:

1. Log in as supervisor / administrator and check the permissions

2. For small businesses: contact the FinanzOnline hotline (+43 50 233 790)

Issue: Error message "Benutzer-Identifikation nicht zulässig"

Possible causes:

• The user identification does not meet the requirements

Solution: Make sure that the user identification:

• Is 8-12 characters long

• Contains at least one letter

• Contains at least one digit

• Contains no umlauts (ä, ö, ü, ß)

• Contains no special characters except those allowed

Issue: "Check FinanzOnline access" fails

Possible causes:

• Typos in the Teilnehmer-ID, Benutzer-ID or PIN

• PIN contains characters that are not allowed

• The Webservice User was not created correctly

Solutions:

1. Verify all three credentials for typos

2. Pay attention to case sensitivity

3. Try setting a new PIN without special characters

4. If necessary, create a new Webservice User

Issue: Webservice User already exists

Solution: In FinanzOnline under Admin → Benutzer Einzel you can check whether a Webservice User already exists. However, the credentials (in particular the PIN) cannot be retrieved there. In this case:

1. Create a new Webservice User with a different user identification

2. Or: reset the PIN of the existing user

Further Information and Sources

Official documentation

FinanzOnline support

• Hotline: +43 50 233 790 (Mon-Fri: 8:00-17:00)

• General hotline: +43 50 233 233

Screenshot references

You can find detailed screenshots of the FinanzOnline interface in the official BMF handbook:

• Pages 50-56: Creating a user for cash registers in user administration

• Pages 57-60: Creating a user for the cash-register webservice (user administration)

• Pages 61-62: Creating a user for the cash-register webservice (Registrierkassen function)

Summary

Need Help?

If you need support during setup, the following options are available:

• Your tax advisor: Can create the Webservice User for you

• FinanzOnline hotline: +43 50 233 790