Instructions on how to add a cashier to work with ECR

A software cash register (ECR) is a special program that can be installed on any device, such as a computer, smartphone or tablet. The ECR differs from the classic registrar of payment transactions in that:

• firstly, it is not a physical device but software, which does not require additional costs for the purchase of equipment and its maintenance. The program can be downloaded to a smartphone, so the seller is not tied to a specific point of sale; 

• secondly, all sales and accounting are carried out from a single device with a cash register installed, and all the necessary information is instantly transferred to the tax office's server. Thus, all the reporting documentation required by the State Tax Service is already on their server, and all receipts can be stored electronically on your computer.

You can get a software cash register for free from the tax office and register an online cash register through the Electronic Cabinet. How can I add a cashier to my sole proprietorship and fully automate my business?

Features of cashier registration for work with cash registers

When registering a cash register, it is important to properly connect the cash register to a specific outlet and add a cashier. This person will open and close shifts, perform payment transactions, and sign electronic documents. Therefore, this person must have a qualified electronic signature (QES).

In order for a cashier to gain access to the ECR, an entrepreneur must provide the tax authorities with information about the availability of the relevant public key certificate.

Thus, in accordance with Procedure No. 317, an entrepreneur must enter data on valid key certificates of cashiers in the Register of the State Tax Service in the electronic form No. 5-ECR. Without this information, a particular person will not be able to work with a software cash register.

The second section of the form contains data on persons authorized to sign electronic documents. The following information should be entered into the form:

• name of the responsible person,

• passport data and TIN,

• key identifier of the business entity,

• type of signature.

In the last column, you can specify: "Cashier" or "Senior Cashier", as well as "Termination of work". If you select "Cashier", the application itself can be installed on any number of devices at the same time. However, one ECR can be used only on one device and only by one cashier.

However, if several cashiers work on the same software ECR, in order for other employees to use it, the first user must close his or her shift. Thus, if one cashier's shift is open, the second employee cannot log in to the program.

If a cashier has not closed his or her shift or cannot close it on the ECR, the senior cashier can log in to the application and close the current cash shift.

Functions of the senior cashier

The fundamental difference from a regular cashier is that a senior cashier can enter and close open shifts of employees.

If the cashier's electronic signature changes, and the entrepreneur submits the relevant information to the tax office in Form 5, indicating the new key identifier, the last column "Type of signature" should be "Senior cashier". This is due to the fact that a new key was generated during the open shift, and therefore the senior cashier will close the session.

That's why the State Tax Service recommends canceling invalid electronic keys and certificates of cashiers only after they close their shifts.

Dismissal of a cashier

When dismissing a cashier, an entrepreneur must log in to the Electronic Cabinet and make changes to Form 5-ECR. In the last column "Type of signature", you must specify "Termination of work" and fill in the personal data of this cashier.

However, if the user's electronic key has expired, it is not necessary to submit a notification of the "Termination of work" type. It is enough to specify a new key identifier in the form and revoke the invalid certificate.

How do I add a cashier to work with a cash register?

1. Log in to the "Electronic cabinet" using your login and password.

2. We find the form No. 5-ECR.

3. Fill in the data on the QES and public key certificates to be used in the ECR.

4. Specify the type of user — "Cashier" or "Senior Cashier".

5. Enter the name and passport details of the employee who will sign electronic documents.

How many cashiers should there be if there are several registered cash registers?

An entrepreneur who has registered some software ECR must have the appropriate number of users with QES. Having one electronic signature certificate makes it possible to work with only one software registrar and only one cashier.

It should be noted that an entrepreneur does not need to register and use a record book when conducting payment transactions using a cash register, as there is no such provision in the current legislation.

The advantages of cash register over conventional cash registers are obvious. These include an unlimited validity period, quick updates, convenient software configuration, and the issuance of fiscal checks through the Torgsoft program or mobile application, in accordance with the current legislation. 

In the Torgsoft program, you can register a software cash register, set up an enterprise, add cashiers and sellers. At the same time, you do not need to make monthly payments for the use of the cash register. 

Synchronization of the software registrar with the Torgsoft accounting program ensures the correct sale and return of fiscal goods. It also allows you to conduct sales analytics, control sellers and cashiers, quickly close and open shifts, print copies of receipts, and send electronic receipts to customers via Viber, email, or SMS.