How to check the relevance of the pECR key and replace it in time?

The validity of the Qualified Electronic Signature (QES) key for the software ECR is a critical condition for the cash register to operate. If the key has expired or the certificate has been revoked, the software ECR will not be able to sign receipts and send them to the tax authority, which will result in a halt in trading.

Below is an instruction on how to diagnose the issue and replace the key, based on data from technical support and the Torgsoft user guide.

1. How to understand that the key needs to be replaced?

Usually, the program notifies you about the problem when you try to open a shift or issue a receipt.

Main symptoms and error messages:

• "The signer's certificate has been revoked" or "The certificate has expired" — a direct indication that the key is invalid.

• "Error loading key certificates" — may indicate that the key file is corrupted or has expired.

• "Library not initialized" — sometimes occurs if the key file was moved or deleted.

Where to check the expiration date. You can check the key expiration date on the website of the trust service provider (CA) where you obtained it (for example, PrivatBank, the State Tax Service, Ukraine), or view the certificate information directly in the Torgsoft software in the software ECR settings by clicking the key read button (if it is still valid).

2. Preparation stage: registering a new key with the State Tax Service

1. Log in to the Electronic Taxpayer Cabinet.

2. Submit form 5-pECR (Notification of providing information about the qualified certificate of the public key).

•   Enter the details of the new key in the form.

•   Signature type: for a cashier, choose «Cashier» or «Senior cashier».

3. Wait for Receipt No. 2 confirming successful acceptance of the package. Only after that is the key considered active.

3. Replacing the key in the Torgsoft software

After registration with the tax authority, the key must be updated in the program. This is done in two places: in the software ECR settings and in the employee profile.

Step A: Update in the software ECR settings

1. Go to Settings — Software ECR.

2. Go to the Settings tab (or select the required software ECR from the list and click «Edit» if it has already been added).

3. In the Private key field, click the file selection button (folder icon) and specify the path to the new key file (for example, Key-6.dat or *.jks). It is recommended to store the key file in the program folder so it does not get lost.

4. Enter the password for the new key and click Read.

5. If the reading is successful, you will see the owner information. Click Set/Save.

Step B: Update in the employee profile (if used)

If you have multiple cashiers configured or a personal key binding is used, you must update the key there as well:

1. Go to Settings — Employee.

2. Select the required seller/cashier and click Edit.

3. Go to the Software ECR tab.

4. Similarly, specify the path to the new key file and enter the password.

5. Save the changes.

4. Important nuances and common errors

• Closing the previous shift. If the shift was opened with the old key, it must be closed with the same old key. If the old key has already expired and the shift is "stuck", you can close it only with a key that has «Senior cashier» rights or via emergency closing (if the old key is permanently lost, technical support assistance may be required).

• «ShiftAlreadyOpened» error. Occurs when you try to open a shift with a new key without closing the previous one, or if this key is already used on another software ECR.

• CA cryptographic libraries. Sometimes after replacing the key (especially if the key type has changed, for example, from a file-based key to a hardware one, or from another bank), updating cryptographic libraries via the software ECR settings menu may be required.

After completing these steps, restart the program and try to open a shift. If everything is done correctly, the software ECR will switch to online mode and allow you to print receipts.