How to Register a Cashier for a Software RRO Through the Electronic Cabinet and Set Up the Key in Torgsoft

To add a cashier to a software-based registrar of settlement operations (PRRO), an entrepreneur must notify the State Tax Service of Ukraine (STS) of the cashier’s electronic signature certificate using form No. 5-PRRO. After successful registration, select the corresponding private key in Torgsoft and check that the workstation uses the PRRO for the correct business and store.

Set everything up before the new cashier’s first shift. Prepare their valid signature, check that the point of sale and PRRO are registered, and read the processing result after submitting the notice. Saving an employee in the software or replacing the key file alone does not authorize them to perform fiscal transactions.

What to check before registering a cashier

This guide applies to individual entrepreneurs (FOP) and legal entities using PRRO in Ukraine. Under Clause 7 of Section II of the Procedure for Registration and Use of PRRO, a cashier may perform transactions after their certificate details are entered in the PRRO Register and while the certificate remains valid.

• Verify the business. Check the business name or the entrepreneur’s full name and the business’s tax number against the PRRO owner’s details. Separately check the cashier’s details and confirm that their certificate is registered for use with this business’s PRRO: an employee’s personal signature must not belong to the entrepreneur or manager.
• Check the business unit. The store must be declared to the STS, and the relevant PRRO must be registered for that business unit. If you are adding a cashier to an existing register without changing its details, you do not need to register the store and PRRO again for this reason.
• Prepare the cashier’s signature. Check the certificate owner, expiry date, and whether it is blocked or revoked. If the container holds several keys, identify which one will be used.
• Prepare the signature of the person authorized to submit the notice. For an FOP, this is the entrepreneur’s signature; for a legal entity, the form provides for the business’s manager or representative. To register directly through Torgsoft, the official instructions require configuring the entrepreneur’s or director’s key in the business record. Select the signature for submitting the notice and the signature for fiscal documents according to the signer’s authority. If the entrepreneur or manager will also work as a cashier, their signature certificate details must also be entered in the PRRO Register using form 5-PRRO.
• Check the workstation. Enable the “Software RRO” option. In Windows regional settings, set Ukrainian as the language for programs that do not support Unicode, and turn off “Beta: Use Unicode UTF-8 for worldwide language support.” Install the “CSK-1 User” program and, in the PRRO settings, fill in “Cryptographic libraries folder” with the program’s End User folder. Give workstation users access to this folder. Before connecting a new signature, update Torgsoft and the cryptographic libraries to versions compatible with its standard.

PRRO documents may be signed with a qualified electronic signature (QES) or an advanced electronic signature. Clause 7 of Article 3 of Law No. 265/95-VR expressly permits the use of an advanced signature for PRRO. When selecting a key, also check its technical compatibility with Torgsoft: a legal allowance for a type of signature does not by itself confirm that the software supports a particular device or format.

Practical tip: before setup, make a short checklist matching “business — store — PRRO fiscal number — cashier — certificate.” This helps catch cases where the valid key belongs to the right person but the register is selected for a different business.

How to submit form No. 5-PRRO through the Electronic Cabinet

Form No. 5-PRRO is titled “Notice providing information on qualified/advanced public key certificates used in PRRO.” For electronic submission, use identifier J1391802 for legal entities or F1391802 for individuals. The J/F1391802 code is specified in the STS clarification on changing a cashier’s signature.

1. Sign in to the private section of the Electronic Cabinet on behalf of the entrepreneur or legal entity for which you are registering the cashier.
2. Find notice No. 5-PRRO by its name and code J1391802 or F1391802. Create the document and fill in its date and number. In Section 1, check the tax number of the business on whose behalf the cashier will work.
3. In Section 2, enter the cashier’s surname, first name, and patronymic if applicable, their tax number, and the key identifier from the public key certificate they will use. Do not enter the certificate serial number, file name, PRRO fiscal number, or employee tax number in place of the identifier. For individuals who refused a taxpayer registration number for religious reasons, officially notified the controlling authority, and have the corresponding passport notation, the form provides for passport details: the series, if any, and passport number or ID card number. This rule applies to the relevant individual in Section 1 or 2.
4. In “Signature type,” select “Cashier” or “Senior cashier” according to the authority granted. Use “End of work” to terminate access for the relevant key.
5. In Section 3, identify the signer: for a legal entity, select the manager or business representative; for an individual entrepreneur, select “entrepreneur.” Check the document, sign it with the electronic signature of a person authorized to submit it, and send it to the STS. The fields and passport exception are listed in the official form No. 5-PRRO.
6. Open the receipts you receive and read the processing result. Save the notice and confirmation that it was successfully accepted.

Take the key identifier from the public key certificate. If the cashier received a new certificate, check its details even if the owner’s name and file name are familiar. Otherwise, the STS will receive information about one key while Torgsoft signs documents with another.

According to the official Torgsoft instructions, a cashier is registered for a taxpayer and receives access to all PRROs at all business units of that taxpayer. Form No. 5-PRRO does not link the cashier to a specific store or register. The “Senior cashier” designation allows them to close other cashiers’ shifts, including those of other senior cashiers.

Practical tip: assign “Cashier” to an employee who handles their own settlement transactions. Assign “Senior cashier” to someone also authorized to close other employees’ shifts. Receiving a new signature alone does not require granting these additional powers.

How to register a cashier directly in Torgsoft

Torgsoft also lets you submit form 5-PRRO directly from the program. Choose one submission method: if the notice has already been successfully accepted through the Electronic Cabinet, proceed to setting up the key on the workstation.

First, check that the “Software RRO” add-on is activated on the required workstation. Under the terms of use for the add-on, annual access for new purchases is issued separately for each device; previously purchased perpetual rights remain in place.

1. Open “Settings” → “Business” and add or open the required business. On the “QES (EDS)” tab, where EDS means electronic digital signature, set the entrepreneur’s or legal entity director’s private key in the “Director” field: select the file, enter the password, click “Read,” check the owner, then click “Set.” Save the settings. The tab is available when “Regional standard” is set to “Not selected” or “Ukraine.”
2. Go to “Settings” → “Software RRO” → “Software RRO registration” tab. Select the required taxpayer in the “Business” field. The program loads its registration details using the tax number from the director’s key. If the taxpayer is not in the Unified State Register of Legal Entities, Individual Entrepreneurs and Public Organizations, further registration is unavailable. The key used to submit applications must support data encryption.
3. In the “Cashiers” table, click “Add.” Use “Select private key” to choose the cashier’s key. Check the automatically populated “Subject key identifier,” “Owner (full name),” and “Tax number” fields. If needed, select “Senior cashier” according to the employee’s authority.
4. Click “Save”: the program automatically creates and submits notice No. 5-PRRO. In the “Applications” table, select the notice and click “Update status.” Check the “Receipts” table; use “View” to see error details, if any. Accepted applications are marked green, rejected applications pink; an application without a color is still being processed.
5. After successful acceptance, check that the cashier appears and that their key can actually access the PRRO. Fiscal server data may take time to update, so a positive receipt does not guarantee that the key is immediately ready for transactions.

This process and its technical limitations are described in the official instructions for registering PRROs and cashiers.

How to set up the cashier’s key on the workstation

After form 5-PRRO is accepted, separately select the key for signing fiscal documents on the workstation. Saving the registration application does not replace this setup.

On the workstation, open “Settings” → “Software RRO.” For a new entry, click “Add”; to replace a key, open the existing entry for the relevant PRRO. According to the official instructions, place the folder containing the key file in the Torgsoft program folder and restrict access to it. Do not change PRRO settings while it is offline; operations and settings changes are unavailable for a PRRO with the status “Inactive.” According to the official instructions for connecting a PRRO, fill in “Cashier private key” in the “Software RRO” form: select the file, enter the password, click “Read,” check the owner, then click “Set.” If you use a .jks container, first select the file and wait for the list of keys to load, then select the required entry in the “Key” field, enter that key’s password, check the owner, and click “Set.” Next, click “Select business unit,” choose the required store, and check the fiscal number of the PRRO registered for it.

Also check the “Usage” setting: desktop Torgsoft lists show only active PRROs that are not assigned to the mobile app. According to the official instructions, a PRRO cannot be used in both desktop Torgsoft and the mobile app. The “Usage” setting determines which of these methods the PRRO is assigned to. Save the settings by clicking “Save.” Before saving, compare the business, store, and register number with your checklist.

If several employees take turns using one PRRO, you can configure their personal keys via “Settings” → “Employee,” “Software RRO” tab, “Cashier private key” field. In “Settings” → “Parameters” → “Additional functions” → “Software RRO,” choose a method other than “No” for “Select salesperson with key before starting work.” The program asks for the signer the first time the PRRO is used during a session and keeps that selection until restart.

So after the previous cashier closes their shift, select the employee again using “Select salesperson for software RRO” in the fiscal register action group or “Select employee for software RRO” on the “Software RRO” form. Check the important limitations in the instructions for multiple cashiers: if no employee is selected, the program may use the signature configured in the PRRO settings; if both “Link each item sale to a salesperson” and salesperson registration “For each item” are enabled, personal keys from employee records are not used, and receipts are signed with the general PRRO key.

How to check access and the first fiscal receipt

Successful acceptance of form 5-PRRO confirms the notice processing result. You must then check that the new key actually has access to the relevant register. Do not create a sale without a real purchase just to test the settings.

1. Check the signer. The workstation must have the key of the cashier starting work selected. If employee selection is enabled, make sure the program has not retained the previous signer or the default key.
2. Check the register mode before opening the shift. Make sure the previous shift is closed. For real transactions, turn off “Test mode” if it is enabled and save the settings. According to Torgsoft instructions, test receipts are non-fiscal even if they have a number, and this mode can be switched only when the shift is closed.
3. Open the shift with the correct signature. Make sure the new cashier’s key is selected. On the “Software RRO” form, choose “Receipt operations” → “Open shift.” The first shift opening requires a connection to the fiscal server. Check that the server accepted the shift-opening message; if it was rejected, resolve the reason before processing transactions.
4. Check the receipt during the first real purchase. Verify the seller, store address, PRRO fiscal number, items, amount, and payment method. Give the customer a settlement document.
5. Check that the document was registered. Use the details or link on the receipt to verify it through STS tools. Compare the document found with the one issued to the customer. If the receipt was created offline, it will be sent to the server after the connection is restored.

The obligation to process the full transaction amount and give the customer a settlement document is established by Clauses 1 and 2 of Article 3 of Law No. 265/95-VR. A printed document alone does not confirm that the register was operating in fiscal mode, so also check its registration result.

How to hand one PRRO from one cashier to another

Only one shift can be open on a PRRO at a time. To close it, the cashier creates a fiscal report receipt—a Z-report. If settlement transactions took place during the day, this receipt must be created every day, even if the cashier does not change. In online mode, the document is sent to the fiscal server for registration. During permitted offline work, the Z-report receives a number from the reserved range; the cashier must create it before opening the next shift.

After the connection is restored, ensure offline documents are sent to the fiscal server within an hour. Settlement documents must be sent before the corresponding Z-report and kept in the PRRO until delivery is confirmed. A new shift may be opened after the previous one is closed. The rules for opening and closing shifts are set out in Clauses 3 and 5 of Section IV, while numbering, creation, and transmission of documents during offline work are covered in Clauses 4 and 7–9 of Section V of the Procedure for Registration, Register Maintenance, and Use of PRRO.

Article 5 of Law No. 265/95-VR also requires offline settlement documents to be sent before the corresponding fiscal report receipt.

A practical handover works like this: the first cashier completes transactions, creates the Z-report, and checks that the shift is closed; the next cashier selects their own registered key and opens a new shift. Do not start simultaneous work sessions on the same PRRO on different devices.

Example. Olena works at the store until noon, then Andrii replaces her. Both can be registered as cashiers using their certificates, but Olena must close her shift before Andrii starts work. If both employees need to serve customers simultaneously at separate registers, prepare separate PRROs, keys for concurrent use, and add-on licenses for the relevant devices.

What to do if the cashier cannot see the store or open a shift

Start with the exact error text and the receipt for form 5-PRRO. This will help you determine whether to correct registration details, key settings, or the connection to the server.

The sequence for checking registrations and the possibility of data update delays are described in the Torgsoft article on checking PRROs and keys. If the details are correct and you already have a successful receipt but the problem persists, give support the error text, PRRO number, notice processing result, and certificate details. Do not attach the private key file or password.

How to replace a cashier’s signature

After a signature is reissued with a new identifier, submit a new form No. 5-PRRO. According to the STS clarification, first report the new identifier, then replace the old key and certificate on the PRRO device.

1. If possible, complete the current shift using the old valid signature before replacing it.
2. Obtain the new signature and check its certificate details.
3. Submit form 5-PRRO with the new identifier and confirm successful acceptance.
4. Replace the key in the PRRO settings or employee record, depending on where the program gets the signature from.
5. Check access to the required business unit and register before the next shift.

If the certificate is already invalid and the shift remains open, first find out the PRRO status and whether an authorized person can complete the documents. For a certificate expiring during offline work, Clause 3 of Section V of the Procedure separately provides for using a valid certificate belonging to a senior staff member or manager to sign the relevant documents or data package. This is a specific provision; it does not mean that any new key automatically authorizes someone to close another person’s shift.

How to revoke a cashier’s access and protect keys

When an employee will no longer work with the PRRO, close their shift and submit form 5-PRRO with the type “End of work” for the relevant key. Immediately remove the employee’s key from workstation settings and available signer selection methods, then check that the notice was accepted. According to the official Torgsoft instructions, fiscal servers update data with a delay, so after the notice ending the work is accepted, the key may still allow transactions for some time. Also restrict the former cashier’s access to the workstation during this period. Deleting the employee record or clearing the key field in Torgsoft changes local settings but does not replace notifying the STS.

Practical tip: the owner of a personal signature should enter the password themselves during setup. Do not share the private key or password with colleagues, send them in messages, or attach them to applications or receipts. Restrict access to the key folder and the cashier’s account on the computer.

If an unauthorized person has gained access to the private key, stop using it and contact the electronic trust service provider about blocking or revoking the certificate. Under Clause 12 of Section II of the Procedure for Use of PRRO, an entrepreneur or legal entity must, on the day they discover the personal key has been compromised, send form No. 2-PRRO to the controlling authority, the PRRO manufacturer, and/or a service center, if applicable.

Clause 2 of Section III of this Procedure states that a notice marked “device theft or key compromise” is grounds for canceling the PRRO registration. After cancellation, its fiscal number cannot be used again, so before resuming transactions you must ensure a properly registered PRRO is in operation.

Registering a cashier through form 5-PRRO reports the key used for fiscal documents. It does not formalize an employment relationship or replace an employment contract. Handle employment paperwork separately, and before authorizing access to the register, check three outcomes: the STS accepted the details of a valid certificate, Torgsoft is using the intended signer, and the workstation is connected to the correct PRRO.