Contents
What is this integration?
The Cashlogy integration connects the Golfmanager POS to the Cashlogy automated cash management machine, made by Azkoyen. Cashlogy is a smart cash drawer that accepts notes and coins, works out and dispenses change automatically, and keeps track of the cash in the till. The integration lets you:
Take cash payments from the Golfmanager POS using the Cashlogy payment method: the amount is sent to the machine and the customer pays directly into it.
Refund cash (dispense) from the POS when you process a refund with this payment method.
Open the Cashlogy BackOffice (the machine's own management tool: loading, withdrawals, cash counts…) from the Golfmanager settings.
It is a two-way connection: Golfmanager sends Cashlogy the payment or refund order, and Cashlogy sends the result of the operation back to Golfmanager, where it is recorded as a transaction.
In version 3 the module is designed to be plug and play: once installed, there are no settings fields to fill in. The settings page keeps the Cashlogy BackOffice and Test connection buttons.
What problem does it solve?
No more mistakes with change: the machine works out and dispenses the exact change, with no staff involvement.
Fewer cash discrepancies and less internal theft: cash never passes through the employee's hands and is controlled by the machine.
Faster till closing and reconciliation: every payment and refund is recorded automatically in Golfmanager.
No double handling: there is no need to key the amount into the machine; Golfmanager sends it straight from the sale.
Better hygiene and a better payment experience for the customer.
Which systems does it connect and which way does the data flow?
It connects the Golfmanager POS to the Cashlogy service/software installed on the computer the machine is plugged into, in both directions:
Golfmanager → Cashlogy: when you take a payment or process a refund with the Cashlogy payment method, Golfmanager sends the order (command) with the amount to the machine.
Cashlogy → Golfmanager: the machine returns the service response (amount collected or dispensed, success, error or warning) and Golfmanager records the payment or refund.
What information is exchanged?
Information | Direction | Purpose |
Payment order (sale amount) | Golfmanager → Cashlogy | So the machine accepts the cash and dispenses the change |
Refund / cash dispense order (amount) | Golfmanager → Cashlogy | So the machine pays the refunded amount out to the customer |
Result of the operation (success, error or warning, service response) | Cashlogy → Golfmanager | To record the payment or refund and keep a trace of the transaction |
Status of the connection to the service | Golfmanager ↔ Cashlogy | To check the machine is available before operating |
Authorization form
To authorize the integration between your club and Cashlogy, before you start you will need to send Golfmanager the authorization document, completed and signed by both parties. You will find the document and the procedure at this link.
Prerequisites (before activating the integration)
A Cashlogy by Azkoyen machine installed and working at the point of sale.
A computer with the Cashlogy software/service installed (installed by Azkoyen) and the machine connected via USB. This is usually the same computer where the Golfmanager POS is used.
The Cashlogy module installed in Golfmanager (installed by the Golfmanager team), together with the POS and billing modules.
The authorization form sent, signed by both parties.
A stable network connection between the machine's computer and Golfmanager.
POS and payment method settings permissions to review and manage the integration.
How to set it up (step by step)
Getting started has two parts: (A) preparing the computer and the Cashlogy machine, and (B) activating and testing the module in Golfmanager. Further down, under "Settings explained", you will find the details of each button.
A) Prepare the computer and the Cashlogy machine
Check with Azkoyen that the Cashlogy software/service is installed on the point-of-sale computer.
Make sure the machine is switched on and connected via USB to that computer.
Review the Windows power options so the computer and its USB ports do not go to sleep during the day.
B) Activate and test the module in Golfmanager
Ask the Golfmanager team to install the Cashlogy module. Installing it adds the Cashlogy payment method.
Go to Settings > Billing > Payment methods, open the Cashlogy payment method and check that it is available in the POS and, if you are going to refund cash, that Refund at POS is enabled.
Assign the Cashlogy payment method to the POS terminals that have a machine connected.
Go to Settings > Cashlogy > Settings and click Test connection to check that Golfmanager can talk to the machine.
Take a small test payment from the POS and do a test refund to validate the whole process end to end.
⚠️ Assign the Cashlogy payment method only to POS terminals with a machine connected. If it is used from a POS without a machine, the operation cannot be completed.
Settings explained
These are the module options under Settings > Cashlogy > Settings. For each one you will find what it is, its impact, an example and how the system behaves.
1. Cashlogy BackOffice
Option name: Cashlogy BackOffice (button).
Description: opens the Cashlogy software's own management interface (loading and withdrawing cash, cash counts, coin and note levels…). Its features are documented by Azkoyen.
Impact on the system: lets you manage the machine without leaving Golfmanager.
Example: at the start of the day, you open the BackOffice to load the change float.
What happens when you use it: the Cashlogy window appears on top of Golfmanager; when you close it, control returns to Golfmanager.
System behaviour: while the Cashlogy window is open, it stays in the foreground and no other application can be used until it is closed.
2. Test connection
Option name: Test connection (button).
Description: checks that Golfmanager can communicate with the Cashlogy service.
Impact on the system: confirms the machine is ready to take payments and give refunds.
Example: after switching the computer on in the morning, or if a payment fails, you click Test connection.
What happens when you use it: Golfmanager sends a request to the Cashlogy service and shows the result.
System behaviour: if the test fails, check that the computer and the machine are switched on, that the Cashlogy software is running and that the USB cable is connected.
Cashlogy payment method in the POS
The module adds a Cashlogy payment method that is used in the POS just like any other. When you select it:
Golfmanager checks that the Cashlogy service is available.
The Cashlogy window opens and monitors the operation on the machine.
The customer inserts the cash into, or collects the amount from, the machine.
When it finishes, Cashlogy returns the result and Golfmanager records the payment or refund.
Once the connection is open, subsequent Cashlogy operations start almost instantly, until the machine session is closed.
Day-to-day use
Taking a cash payment for a sale
In the POS, add the products or open the sale to be paid.
Click Charge and select the Cashlogy payment method.
The Cashlogy window opens showing the amount. The customer inserts notes and coins into the machine.
The machine dispenses the change automatically.
Once finished, the window closes and the sale is marked as paid in Golfmanager.
Refunding cash
From the POS, refund the sale selecting the Cashlogy payment method.
Golfmanager sends the order and the machine dispenses the amount to the customer.
The refund is recorded in Golfmanager.
Opening and closing the day
At the start: switch on the computer and the machine, click Test connection and, if needed, load the change float from the Cashlogy BackOffice.
At the end: after closing and reconciling the till, close the Cashlogy session and do not leave the machine connected and unattended overnight.
Checking transactions, sales and payments
There are three places where you can review what the integration generates:
Cashlogy > Transactions: the log of every operation sent to the machine. For each transaction you will see the code, the amount, the status (pending, success, error or warning), the command sent and the service response. This is the first screen to check when a payment or refund does not complete.
Sales list: a sale paid with Cashlogy appears like any other sale.
Payments / split payments: the payment or refund appears with the Cashlogy payment method, which makes till reconciliation easier.
Limitations to keep in mind
It only works on the POS that has a Cashlogy machine connected.
It depends on the local computer where the Cashlogy software is installed: if it is switched off, asleep or offline, you cannot operate.
The Cashlogy window locks the computer while it is open: no other applications can be used until it is closed.
Refunds to the Cashlogy card terminal (card refunds) are not available at the moment; the integration covers cash payments and cash refunds.
The machine's internal management (loading, withdrawals, cash counts) is done from the Cashlogy BackOffice, not from the Golfmanager screens.
Frequently asked questions (FAQ)
Do I need to set up an IP address, port or any other fields?
No. In version 3 the module is plug and play. You just need it installed, and then check the connection with the Test connection button.
The connection test fails. What should I check?
Check that the computer and the machine are switched on, that the Cashlogy software is running, that the USB cable is connected and that the computer has a network connection. If it still fails, restart the Cashlogy software and try again.
The Cashlogy payment method does not appear in the POS. Why?
Check under Settings > Billing > Payment methods that Cashlogy is available in the POS and that it is assigned to the POS you are using.
A payment got stuck halfway. Where do I start looking?
Open Cashlogy > Transactions and find the operation. Look at its status (pending, success, error or warning) and the service response: that is usually where the reason is. Before repeating the payment, check on the machine whether the cash was actually inserted.
What does the "Warning" status mean?
The operation finished but the machine reported an issue (for example, not enough change, or an amount different from the one expected). Check the service response and verify the amount collected or refunded.
Can I refund cash with the machine?
Yes. When you process a refund from the POS with the Cashlogy payment method, the machine dispenses the amount automatically.
Can I refund to a card through the Cashlogy card terminal?
Not at the moment. The integration covers cash payments and cash refunds. For card refunds, use the club's usual card payment method.
Where can I see the payment for a sale made with Cashlogy?
In the sales list and in payments / split payments (with the Cashlogy payment method). The technical details of the operation are in Cashlogy > Transactions.
How do I load the change float or withdraw cash from the machine?
From the Cashlogy BackOffice button in the module settings. Those features belong to the Cashlogy software and are documented by Azkoyen.
The Cashlogy window won't let me use other applications. Is that normal?
Yes. The Cashlogy window stays on top of everything else while the operation is in progress. Finish the operation and close it to return to Golfmanager.
Why is it recommended to close the Cashlogy session every day?
Because it relies on both a network connection and a USB connection on a Windows computer. After long periods of inactivity, power settings can put the USB to sleep, or an update or a background program can cause a freeze or restart. Closing the session at the end of the day avoids these problems.
Recommended best practices
Test the connection at the start of every day.
Close the Cashlogy session every day after closing and reconciling the till.
Turn off sleep mode for the computer and USB ports in the Windows power options.
Schedule Windows updates outside opening hours.
Assign the Cashlogy payment method only to POS terminals with a machine connected.
Check the Transactions whenever a payment or refund does not complete, before repeating the operation.
Contact details
Cashlogy by Azkoyen
Website: https://cashlogy.com/es/
Technical support: +34 948 709 670