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In today's world of digitalization and automation of business processes, payment transaction registers (ECR) and software payment transaction registers (ECR) are an important element for effective financial management of your business. These tools help ensure transparency and accountability in financial transactions and are mandatory under current tax laws.

Who should install cash registers?

According to the Law of Ukraine No. 1017-IX, starting from January 1, 2022, the use of cash registers for cash payments with customers, except for the simplified taxation system of the first group, is mandatory for individual entrepreneurs of groups 2-4. 

On October 1, 2023, the moratorium on the non-application of fines for non-use of cash registers was lifted. For sole proprietors of groups II and III with a 5% tax rate, as well as single taxpayers of group IV who do not sell goods from risky groups (excusable goods, complex technical goods, medical supplies, medical devices, jewelry), the amount of fines was reduced to 25% of the value of goods sold in violation for the first violation and 50% of the value of goods (works, services) sold in violation for each subsequent violation.

These penalties will remain in effect until July 31, 2025, provided that martial law is not imposed or lifted.

What to look for when choosing a cash register for your business?

Businesses should look for a proven software ECR that offers the maximum number of benefits. Some can work offline via tablet, computer, and smartphone, which expands the range of user options. If it's important for you to work simultaneously with an LLC and a sole proprietorship, check whether this feature is available. Integration with bank terminals and the ability to send checks via SMS or messengers will also be convenient services. 

How to start working with ECR?

The first step is to register the cash register through the Electronic Cabinet, which will ensure quick and convenient installation of the system. After that, it is necessary to set up the "offline" mode for the uninterrupted operation of the ECR, even in the absence of an Internet connection. It is also important to familiarize yourself with the rules and requirements for accounting and reporting, given that there is no need to keep books of accounting for payment transactions using the ECR. It is also necessary to study the process of issuing electronic checks and replacing them with paper checks to ensure convenience for business and customers.

Software-based cash registers: what does the Ukrainian market offer?

The Ukrainian market offers a variety of cash registers, which allows businesses with different needs to choose the most suitable option. Many companies offer cash registers with features that range from the speed of installation to the ability to use them offline. Let's take a closer look at the offers below. 

1) Torgsoft ECR

Cost: 3990 UAH for the cash register module, one-time setup, no monthly or annual payments.

How it works. The Torgsoft program has its own built-in module for cash registers, which allows users to quickly register cash registers directly through the program. This process includes automatic configuration of the enterprise, adding cashiers and sellers, as well as the ability to keep records of several enterprises at the same time. 

A special feature of Torgsoft is the absence of a subscription fee for the use of the cash register: users purchase the program once and use it without additional monthly expenses, calculating one cash register per cash register.

The program's functionality allows you to conduct sales and returns of fiscal goods, ensure the fiscalization of field sales, receive cash on delivery and operate outlets without commercial equipment, see advanced sales analytics, and monitor the activities of cashiers and sellers. 

Electronic sales receipts are sent to the tax service, and it is possible to send an electronic receipt to customers via Viber, email or SMS. The program also provides compatibility with bank POS terminals and takes into account all the necessary details of the fiscal receipt for reporting, including settings for VAT and excise taxpayers.

Accounting of goods. The Torgsoft program is a comprehensive solution for trade automation. The main functions include:

• Warehouse accounting. Torgsoft tracks receipts, sales, returns, write-offs, movements, and the movement of goods across different warehouses, ensuring efficient inventory management.

• Financial accounting. The program keeps detailed records of settlements with suppliers, the amount of receipts at cash desks and settlement accounts at various outlets.

• Customer base. Torgsoft stores data on customers and their purchases, allows for mass mailings and flexible customization of loyalty systems.

• Personnel management. Monitoring the work of employees, controlling the start and end of work, and shift efficiency. Automation of payroll and bonus calculation.

• Recount. The program allows you to quickly conduct a re-count without having to close the store.

• Pricing. Torgsoft has automatic price changes for goods with the ability to link to exchange rates and plan promotions.

• Integration with services. Compatible with Rozetka, Prom, Nova Poshta, Viber, Monobank, Software PTR, Privat24, Google Drive, M.E.Doc, Ukrposhta, ArtZvit, Binotel, Goodtop, Turbosms, AlfaSMS, PrivatMarket. Google Analytics, Google Ads, Google Search Console, and Google Shopping services can be easily connected to the Torgsoft Online Market.

• Accounting in various industries. Accounting for rental and warranty goods, services and repairs, production automation, etc.

Information storage. Sales and accounting information belongs to the user. Torgsoft stores the information on the computer, and after the "Print check" action transfers the information to the server of the fiscal service.

2) Software-based cash register from the State Tax Service of Ukraine

Cost: free of charge.

How it works: The STS software ECR is used to register and store fiscal receipts, invoices and fiscal invoices. It automatically performs fiscal accounting of payment transactions and maintains logs.

Accounting of goods: The software includes the ability to account for various types of goods and services, set prices, make payments, and issue fiscal documents.

Information storage: Data on the registration of transactions, reports and other fiscal documents are automatically saved in the memory of the software ECR, which allows you to access this information for further analysis and tax reporting.

3) Software cash register "Kasa" from PrivatBank

Cost: 400 UAH/month for 1 cash register (POS terminal rental) +1.3% of each sale or 1.5% in case of payment via LiqPay. 

How it works. Cash register software is an online account in Privat24 for Business and an application for the bank's POS terminal. The Cash desk service is an additional acquiring functionality. To work with the Cashier service, you need to have a qualified electronic signature SmartID from PrivatBank. The application is currently available on PAX A930 POS terminals.

Accounting of goods. There is no function of keeping records of goods and services in the cash register. Integration of the bank's ECR with the goods accounting system is under development. You can create a directory of goods and services manually in your personal account. The "Cash desk" service supports work with weighted goods.

Information storage. The application runs on the terminal, and the information is stored on the PrivatBank server.

4) OshchadRau — terminal and software cash register in your phone

Cost: The bank offers a special tariff for acquiring services using the OschadPAY system — only 1.7% of the amount of each transaction without any additional payments, provided that the funds are credited to the bank account. Connection of the software complex of the payment transactions registrar (ECR) during the pilot period is free of charge.

How it works: OschadPay is an application for business clients that can be used from various devices. It works thanks to the NFC module (Android version 8.0 or later), which performs its functions as a POS terminal. 

Accounting of goods: To manage the product catalog on the OschadPAY platform, you need to use the online cabinet. By opening the "Product Management" tab, you can make changes to existing products and add new items.

Information storage: All information about the trade and the payment terminal is stored in the main menu. 

5) Checkbox software cash register

Cost: The subscription fee for 1 cash register is 18.8 UAH per month, and the system is used automatically. 

How it works: Checkbox is a software-based cash register that registers payment transactions. With its help, you can open a new shift by the user (cashier), as well as close the current shift. Registration of the sale, its fiscalization and sending to the client by e-mail will be available within the software package of the registrar of settlement transactions (ECR).

Product accounting: Checkbox allows you to add your goods or services and keep track of them, as well as set tax rates. All items are stored in the Products section. 

Information storage: Checkbox collects information about all transactions, which remains in the internal memory of the media device. 

6) Software-based cash register Vchasno.Kasa

Price: 2 tariffs are offered: 180 UAH/month, or 162.5 UAH per month if you pay for a year of 1950 UAH. The price is indicated for one cash register. 

How it works: The software cash register can be installed on a smartphone, tablet, computer or any other device with an operating system and Internet access. The Vchasno.Kasa application works on devices with Windows and Android operating systems. You can also use the web version. 

Accounting of goods: Companies that use the web account or the mobile app can manage deliveries, write-offs, and keep track of current balances right from their account. Operations with deliveries and write-offs are carried out through a separate section "Warehouse", and the current balances of goods are displayed in the product catalog and on the sales page.

Information storage: Vchasno.kasa service automatically stores Z-reports for three years, in accordance with the requirements of the law.

7) Programmatic cash register (ECR) from Fondy

Cost: The connection of the POS is free, and users will be charged an acquiring fee. If the turnover of Ukrainian cards is up to 500 thousand UAH/month — 2.2%, from 500 thousand UAH/month — 2%. The commission for a turnover of more than UAH 5 million per month is discussed individually. 

How it works: To connect the Fond cash register service, you must first register a programmable cash register with the State Tax Service (STS) and then activate this function in the Fond account in the Merchant Settings > Online Cash Register section. The ECR will work in the same way regardless of what type of integration with Fond you have chosen: a payment link, a payment button, a plugin for a CMS or a website on a drag-and-drop platform, or an integration for accepting payments via API.

Accounting of goods: Fond also integrates with other systems, so users can take advantage of automatic accounting of payment acceptances together with KeyCRM. 

Information storage: The platform is guided by the privacy policy, processes user data, and securely stores it, preventing the transfer of personal information to third parties. 

8) WayForPay

Cost: A commission of about 2% is charged for payments made. There are no subscription fees. 

How it works: When using WayforPay services, it is possible to add an already created ECR to the State Tax Service or register a new ECR. It is designed to make payments between individuals, legal entities or individual entrepreneurs on the Internet via personal computers and mobile devices using bank payment cards. This acquiring system operates remotely.

Accounting of goods: You can keep track of sales and create your own product showcase. You can quickly view statistics and history in your personal account or control this data thanks to payment notifications in the messenger. 

Information storage: To keep track of information in the WayForPay ECR system, you can use the reports provided in your WayForPay personal account. There you can view the details of payments, transactions and other important information about payments. 

9) Software cash register and E-check acquiring

Cost: 175 UAH/month; the first month of use is free.

How it works: ECR E-Receipt combines a cash register, POS terminal, barcode scanner, work on smartphones, computers and POS terminals, as well as electronic receipts in a messenger. A full set of functions available for Android and iOS smartphones and PCs. Created goods, registered cash registers, points of sale, and cashier data are automatically synchronized and made available on all devices.

Accounting of goods: You can use warehouse accounting by importing/exporting or manually uploading from Excel. Synchronize accounting to other devices and search for products by entering the article, internal code, barcode, etc. 

Information storage: Each user adds information about themselves, which is stored in their personal account. 

10) ECR Cashalot

Price: The cost of one cash register is UAH 980. If you purchase up to 3-9 cash registers, the price is reduced to UAH 665 for each cash register. Purchasing 10 or more cash registers will cost only 440 UAH.

How it works: This program is suitable for any type of business: from retail outlets to large enterprises. It provides the ability to view all payment transactions performed by cashiers working at a particular cash register. Shifts are divided into opening and closing documents, which are highlighted in bold. 

Accounting of goods: You can create and store data on all goods, register them at the cash desk, track the amount of available goods in the warehouse. Cashalot software provides reports on the turnover of goods, their movement by dates, and other analytics.

Information storage: The Transaction History Register has filters by: check number, payment type, user, period. It is also possible to view these documents.

Table comparing the main characteristics of ECR

Conclusion

Ukrainian software payment transaction registrars offer a variety of features that allow businesses to effectively use them to record and manage cash payments. Some software ECR have the ability to integrate with other accounting programs, which facilitates accounting and reporting. In addition, many of them provide remote monitoring and management capabilities that allow business owners to control cash registers and transactions online. So, weigh your needs and requirements, analyze several options, and choose the best one.