How to Switch from a Hardware Cash Register or Another Software Cash Register to Torgsoft

To switch to Torgsoft’s software cash register (PRRO), first prepare the new register, check the registration of your business location and the cashiers’ authority, then decide when to stop using the previous register. If you are replacing a hardware cash register (RRO), it must be unsealed by a service center (CSO) and its registration must be cancelled. If you are switching from another software cash register, the procedure depends on whether you will continue using the PRRO that is already registered or register a new one.

Before switching, close the previous shift, transmit any unsent documents, and save confirmation that they were accepted. Keep the old database and archives accessible for accounting, returns, and inspections. Process each transaction once through a properly registered cash register: you do not need to fiscalize previous sales again after transferring your records.

Identify what you are replacing

This procedure applies to entrepreneurs and companies that conduct payment transactions in Ukraine. The obligation to register a cash register, process the full transaction amount through it, and provide the buyer with a transaction document is established by Article 3 of Law No. 265/95-VR. Changing your accounting software does not remove this obligation. PRROs may not be used for wholesale or retail fuel sales.

The law allows the same business entity to use RROs and PRROs. You can therefore prepare the new PRRO before stopping the old cash register. If you keep the hardware RRO for future use, including as a backup, it must comply with the registration and use rules. If you are discontinuing the hardware RRO as part of the switch to a PRRO, paragraph 10 of Section II of Law No. 265/95-VR requires you to cancel its registration and submit the prescribed reporting documents.

Prepare the business location, signatures, and documents

It is practical to appoint one person to coordinate the switch. The owner or manager sets the date and assigns responsibilities, the accountant checks registration and tax details, the cashier closes the shift, and a technical specialist configures the workstation. In a small shop, the entrepreneur may handle these tasks personally.

1. The owner or accountant checks the business location. Compare its name, address, object identifier, and tax registration status with the actual shop details. Prepare a document proving ownership or the right to use the premises. If the tax authority has not yet been notified of the location or its details have changed, submit the relevant notification using Form No. 20-OPP. Replacing cash register software does not by itself mean opening or closing a shop, and does not require resubmitting unchanged details.
2. The authorized signatory prepares an electronic signature. Torgsoft requires a compatible qualified electronic signature (QES). Check who owns it, whether the certificate is valid, the password, and whether it can be used to sign applications. Check authority to submit a registration application separately from authorization to work as a cashier.
3. The accountant checks cashier registration. Certificates for signatures or seals used with the PRRO are entered in the register based on a notification using Form No. 5-PRRO. If the required details are already on file and the certificate is valid, check them first to avoid duplicate submissions. Prepare the appropriate notification for a new key.
4. The technical specialist prepares the workstation. Check the licenses, device, internet connection, receipt delivery method, and product, tax, and payment settings. The device must be owned, possessed, or used by the business entity under a lawful arrangement.
5. The person responsible for accounting prepares the archive. Before access to the previous system is discontinued, save sales and return documents, fiscal report receipts, acknowledgements, registration documents, and a backup of the accounting database. Confirm that the saved files open and that you can find a specific sale.

Grounds for refusing PRRO registration include an invalid signature, unconfirmed signatory authority, discrepancies in taxpayer details, and the absence of a notification about the business location. Registration will also be refused if the location is listed as closed or not in operation. These rules are set out in Section II of the Procedure approved by Order No. 317 of the Ministry of Finance of Ukraine.

Do not give another cashier your personal key or password. Each cashier uses their own key when working with personal signatures. The law also allows a business entity’s electronic seal under specified conditions, but access to its private key must be protected and limited to properly authorized people.

How to replace a hardware RRO with a Torgsoft PRRO

This switch involves two separate procedures: starting the PRRO and discontinuing the hardware RRO. The safer practical approach is to prepare the PRRO and obtain its registration confirmation first, then schedule the old device’s unsealing after its last payment transactions.

1. The owner or authorized representative registers the PRRO. Submit an electronic application using Form No. 1-PRRO through the State Tax Service of Ukraine (STS) Electronic Cabinet or software. Enter the correct business location, PRRO type and name, a unique local number for that location, and your decision about offline operation. Save the registration receipt showing the assigned fiscal number.
2. The accountant and technical specialist check that the new cash register is ready. Confirm that the required cashiers’ certificates are in the register and that Torgsoft is set up with the correct taxpayer and PRRO. Agree on how printed or electronic receipts will be provided.
3. The cashier closes the hardware RRO. Process all actual transactions up to the agreed switching time. Record the actual removal of cash using the appropriate service transaction, if cash is removed. If the shift included payment transactions, generate the fiscal report receipt, or Z-report. If the shop used a settlement book during an RRO repair or power outage, complete the steps required by paragraph 10 of Section III of Procedure No. 547 before unsealing: process those amounts through the RRO separately for each tax rate, then generate a Z-report. If the operational memory is reset, this paragraph also requires processing the amounts shown on the control tape for the period before the malfunction or outage. Check that the electronic documents required by law have been transmitted to the STS and save the reports.
4. The owner contacts their service center (CSO) to have the device unsealed. The work is performed by the CSO that has a maintenance and repair agreement with you. Provide the device details in advance, prepare its technical passport or equipment logbook, and agree on the technical work. Obtain the CSO’s documents describing the work and keep them with the RRO records. For the tax procedure, a sealing certificate marked to show unsealing is required; the CSO sends it to the tax authority.
5. The owner or representative submits application No. 4-RRO. Submit the application to cancel registration to the tax authority where the device is registered, together with its registration certificate. Keep copies and proof of submission.
6. The person responsible obtains Certificate No. 6-RRO. This confirms that registration has been cancelled. If the required documents are in order, including the CSO’s certificate marked to show unsealing, the tax authority cancels registration within five calendar days of receiving the application and registration certificate.
7. The cashier starts processing transactions through the prepared PRRO. Open a shift and wait for confirmation. Record any cash left at the point of sale before the first transaction after the Z-report as a service cash deposit. Do not record previous takings as a new sale.

The cancellation procedure is set out in Chapter 4 of Section II of the Procedure approved by Order No. 547. After unsealing, the hardware device may not be used for regular fiscal transactions. If the new PRRO is not ready yet, stop the relevant payment transactions or use another properly registered cash register in accordance with the rules for its use.

How to switch from another PRRO to Torgsoft

Before removing the previous software, find out which PRRO registry entry you will use after the switch. Buying Torgsoft does not determine what happens to the fiscal number. Under paragraph 2 of Section II of Procedure No. 317, the number remains the same after re-registration or changes. Paragraph 1 of Section III of that Procedure states that once registration is cancelled, the fiscal number is closed and may no longer be used.

Option 1. Continue using a PRRO that is already registered

1. The accountant checks the registry entry. Verify the taxpayer, business location, fiscal and local numbers, PRRO type, and offline mode. Record which details remain valid and which are changing.
2. The technical specialist confirms that continued use is possible. Torgsoft’s official help guide provides for adding a PRRO that is already registered by entering its fiscal number. Before switching, however, check that your specific register is ready: the previous shift must be closed, there must be no unsent documents, and the registration details must be retrieved correctly.
3. The cashier closes the shift in the previous software. Generate the final Z-report, transmit the documents, and check that the fiscal server has closed the shift. If the register was used offline, follow the transmission procedure below.
4. The authorized person submits an application only when the actual circumstances require it. A change to the business entity’s name or tax number without state registration of the entity’s termination, or a change to the business location’s name or address, requires Form No. 1-PRRO marked “Re-registration.” For other changes that do not require re-registration, submit an application to amend the details. Both procedures must take place after the final fiscal report receipt has been sent and the last shift has been closed.
5. The technical specialist adds the PRRO in Torgsoft. Check the retrieved details and set up the cashier’s signature. If the PRRO has already been added in Torgsoft, update its settings in the program after the registration changes are accepted: open the “Software RRO” tab, select the required register, click “Edit,” then “Select business location,” and select the PRRO again. Torgsoft’s help guide warns that details for a register added earlier do not update automatically. Because the server may take time to update, confirm that the program has retrieved the new details before processing transactions. If both “Connect software RRO” and “Link each product sale to a salesperson” are enabled in “For each product” mode, Torgsoft does not use employees’ individual keys: all fiscal receipts are signed with the shared key in the PRRO settings. If cashiers need to sign with their personal keys, set up cashier selection before work, for example, authorization by badge, and check which key the program actually uses. Only one shift can be open on a PRRO, so the previous software must not open a parallel shift or create documents under that PRRO.

Do not cancel a valid registration just to simplify setup: once cancelled, a closed fiscal number cannot be put back into service. If continued use of that PRRO has not been confirmed as technically possible, postpone the switch or prepare a separate new PRRO.

Option 2. Register a new PRRO and cancel the previous one

1. The owner or representative registers the new PRRO using Form No. 1-PRRO and obtains a receipt with its new fiscal number. Check the cashiers and settings before accepting payments through the new register.
2. The cashier stops creating sales in the previous PRRO at the agreed time, closes the shift, and transmits all documents.
3. The accountant checks that transmission is complete for receipts, Z-reports, and notices required by the Procedure. A local notification that a shift closed while offline does not confirm that the server received the documents.
4. The authorized person submits Form No. 1-PRRO marked “Cancel registration.” Save the STS cancellation notice and check the status of the previous PRRO.
5. The person responsible saves the archive and disables the old cash register for sales. Remove the software only after saving the necessary data and checking that all document transmission and retention obligations have been met.

Form No. 2-PRRO is for reporting a malfunction, device theft, or compromised key. To voluntarily discontinue a working PRRO, submit Form No. 1-PRRO with the corresponding box selected. If a malfunction was reported, submit an application marked “Resumption of operation” once the issue is resolved; if no such application is submitted within one month, registration is cancelled. Deleting the database, software, or provider account does not replace the tax procedure.

What to do with offline receipts before switching

Before cancelling a PRRO’s registration, the business entity must ensure that all offline transaction documents, electronic fiscal report receipts, and notifications created by it are transmitted. Keep offline documents until the fiscal server confirms delivery. These requirements are set out in Sections III–V of Procedure No. 317 and Article 5 of Law No. 265/95-VR.

1. The cashier completes actual transactions and generates the shift report using the previous PRRO.
2. The technical specialist restores the connection to the fiscal server and transmits the accumulated package. The law requires offline documents to be transmitted within one hour after the connection is restored; transaction documents must be sent before the report for that day.
3. The accountant or administrator checks delivery confirmation, verifies there are no unsent documents, and confirms the shift is closed.
4. The person responsible saves the document package and confirmation, then authorizes further migration steps or cancellation of registration.

The general time limits for offline operation are 36 consecutive hours and 168 hours in a calendar month. Paragraph 13 of Section II of Law No. 265/95-VR allows these limits to be exceeded during martial law or a state of emergency, or in cases of force majeure. The requirements to obtain a range of fiscal numbers, transmit documents, and keep them until delivery is confirmed still apply. Check the technical limits of your particular software separately: legal permission does not automatically change its settings.

When to postpone switching cash registers

As a practical rule, allow the first transaction in the new system only after checking all the conditions below. The owner can use this list to assign tasks to staff.

• Registration is confirmed. Sending an application does not in itself confirm that the PRRO is registered. Under Procedure No. 317, the result for an application received by 16:00 on a business day is sent that same day; for one received after 16:00, no later than the next business day.
• The cashier has valid access. The required certificate is in the register and the program uses the correct key. Do not process transactions through this PRRO if the key has expired or the cashier’s authority has not been confirmed.
• The previous shift is closed. This is especially important when continuing to use the same fiscal number.
• Offline documents have been delivered. Do not reinstall the previous software or clear its database until delivery is confirmed.
• Details and products are configured. Check the seller, business location, taxes, product names, prices, and payment methods. In Torgsoft, also check the fiscalization status of products that must be processed through the PRRO: according to the official cashier guide, a green indicator in the payment form means a fiscal receipt will be generated, and a red indicator means a non-fiscal sales receipt will be generated. If a sale that requires fiscalization shows a red indicator, correct the settings before accepting payment. For excisable goods, check the code under the Ukrainian Classification of Goods for Foreign Economic Activity (UKT ZED) and any other required details that apply to the specific product.
• The buyer can receive a receipt. Prepare a printer or a configured method for electronic delivery. If you use a combined or integrated payment terminal, check that its details are included in the receipt as required by Regulation No. 13.
• Internet is available for the first shift opening in Torgsoft. Do not plan to launch the new register for the first time in a location without a connection.

Check the settings, registration status, and equipment readiness before processing transactions. Make the first actual sale once and check its fiscal number, details, and receipt delivery method. If the paper receipt does not print, first check the document’s status: you may need to print a copy of a receipt that has already been registered. If a card payment has already gone through, do not charge the card again to test the register.

Illustrative switching example. Before closing the old register, a shop recorded sales of UAH 8,400; after starting work with the new PRRO, it recorded UAH 3,600. Total sales are UAH 8,400 + UAH 3,600 = UAH 12,000. The accountant uses documents from both registers to reconcile the day. Processing UAH 8,400 again through the new PRRO would create duplicate transaction documents.

How to connect Torgsoft PRRO and account for technical limits

Torgsoft’s “Software RRO” option is paid, is provided for one year, and must be purchased for each workstation—a cash register where fiscalization takes place. It works with Torgsoft Start, Ultra, and Terminal licenses. For regular use, a computer is required; a smartphone or tablet works through the mobile app with a separately configured PRRO. The same PRRO cannot be used at the same time in the computer program and mobile app. Before purchasing, check the license package, device and key compatibility, and the terms of the license agreement.

In Torgsoft, you can submit a business location notification, a PRRO application, and a cashier notification, then view applications and receipts. You can also add a PRRO that is already registered by entering its fiscal number. The procedure is described in the official PRRO registration guide. For registration actions in the software, the official guide requires installing the entrepreneur’s or director’s key in the business settings. If the key does not support data encryption, the program will not allow you to register applications with it; in that case, submit the documents through the Electronic Cabinet or prepare a compatible key. After an application is accepted, server data may take time to update, so start work only when the register is actually ready. Receipts are generated in sales records; sending receipt links by message requires the “Bulk customer messaging” option, a template, and a delivery service. Automatic transfer of bank terminal data requires the relevant integration option.

With the correct settings, Torgsoft automatically switches to offline mode and transmits accumulated documents after the connection is restored. However, the official offline operation guide lists technical limits of 36 consecutive hours and 168 hours per month, and says the system blocks operation when those limits or the offline number range are exhausted. An internet connection is required to open the first shift. Check these conditions in your configuration before switching. The option is provided under the license agreement on an “as is” and “as available” basis; purchasing it does not replace registration with the STS or correct cash register setup.

How to preserve the archive after replacing a cash register

The taxpayer is responsible for retaining documents. Changing PRRO providers or ending payment for their services does not remove this obligation. Before switching, it is practical to list the archives, choose where they will be stored, and appoint an employee who can provide documents to the accountant or for an inspection.

• Save sales and return receipts, Z-reports, and the data needed to locate a specific transaction.
• Save registration applications, receipts, confirmations that offline documents were transmitted, and registration cancellation notices.
• For a hardware RRO, keep the registration and service documents, Certificate No. 6-RRO, and control tapes.
• Save the accounting database and the documents supporting tax figures separately. If the database can only be read in the old software, arrange continued access or a usable export in advance.
• Link transferred stock balances and open orders to the previous documents. For possible returns, retain access to the sale date, product, amount, payment method, and original receipt details.

Under paragraphs 6 and 10 of Article 3 of Law No. 265/95-VR, used books of accounting for settlement transactions and settlement books must be kept for three years after they are closed, and hardware RRO control tapes must be kept for three years. A PRRO control tape created during offline operation must be kept until the documents have been transmitted and delivery confirmed. Apply these specific periods alongside the requirements for tax accounting documents.

Article 44 of the Tax Code of Ukraine does not set a single 1,095-day retention period for all archives. For primary documents, accounting registers, financial statements, and other tax documents covered by this Article for the specified legal entities, including legal entities using the simplified tax system, the minimum period is 1,825 days. For other documents not subject to longer periods, retain them for at least 1,095 days. If the law sets a longer period for a document, apply that period.

For documents used in tax reporting, the retention period is counted from the date the report is submitted or, if it is not submitted, from the filing deadline. For documents relating to compliance with other legislation supervised by the tax authorities, count from the relevant business transaction; for permits, count from the end of their validity. Periods are extended in cases where the statute of limitations is suspended under paragraph 102.3 of the Code.

Keep documents connected with an inspection or appeal until the relevant procedures and appeal period are complete, but for no less than the minimum under paragraph 44.3. The accountant should therefore determine when archives can be destroyed by document category, not from the date of switching to Torgsoft.

How to avoid violations on switching day

The owner should document when sales through the old register will stop, who will confirm that the new register is ready, and what to do if an error occurs. If the cashier cannot see confirmation that a receipt was registered, they should save the document number and transaction time and contact the responsible employee. Repeating the sale before its status is checked could create a duplicate.

For failing to process a transaction through a fiscal RRO or PRRO, processing it for less than the full amount, or failing to provide the required transaction document, paragraph 1 of Article 17 of Law No. 265/95-VR provides for a penalty of 100% of the sale amount for the first violation and 150% for each subsequent violation. Under paragraph 14 of Section II of this Law, liability relief applies to violations involving the sale of goods and provision of services in Ukraine’s temporarily occupied territories until the date the occupation ends; in areas of active hostilities until the date hostilities end; and in areas where hostilities are possible until the date the possibility of hostilities ceases.

This relief does not cover violations of settlement procedures for the sale of excisable goods. Before applying it, the accountant must check the territory category and relevant date in the official list referred to in this paragraph. This relief does not replace compliance with the switching procedure.

Official sources for registration, cancellation, and document retention

• Law of Ukraine No. 265/95-VR “On the Use of Cash Registers in Trade, Public Catering and Services”: Articles 3, 5, and 17; paragraphs 10, 13, and 14 of Section II—processing transactions, reports, retention, offline operation, discontinuing a hardware RRO, and liability.
• Order No. 547 of the Ministry of Finance of Ukraine and the Procedure for Registration and Use of RROs approved by it: Chapters 1, 3, and 4 of Section II, and Section III—fiscal numbers, re-registration, cancellation, CSO documents, closing transactions, and backup RROs.
• Order No. 317 of the Ministry of Finance of Ukraine and the Procedure for PRRO Registration, Register Maintenance, and Use approved by it: Sections II–V—Forms No. 1-PRRO, No. 2-PRRO, and No. 5-PRRO; grounds for registration actions; cashiers; shifts; and transmission of offline documents.
• Tax Code of Ukraine No. 2755-VI: Article 44, including paragraphs 44.3–44.4—document retention periods and their extension.
• Order No. 13 of the Ministry of Finance of Ukraine, Regulations on the Form and Content of Transaction Documents and Electronic Transaction Documents: Sections I and II, including paragraphs 2 and 4—receipt details, business location information, and payment terminal data.