Cashier's job description for using Software ECR (pECR) in the Torgsoft system

I. General provisions

1.1. The cashier must know the rules for operating computer equipment, a barcode scanner, a receipt printer, and a bank terminal. 

1.2. Work with fiscal receipts is carried out exclusively through the Torgsoft software interface using the «Software ECR» module. 

1.3. The cashier bears personal responsibility for safeguarding their electronic key (QES) and its password (when using the cashier’s personal key).

II. Start of work and opening a shift

2.1. Equipment check. Before starting work, make sure there is an Internet connection, that receipt paper is available in the printer, and that the bank terminal is connected to the network/power supply. 

2.2. Log in to the software. Launch Torgsoft, scan the badge, or enter the user password. If the cash balance prompt is configured, count the cash and enter the actual amount. 

2.3. Opening a software ECR shift:

• In the «Sales» form, go to the «Fiscal registrar» action group

• Select the «Open shift» action.

• Wait for the message confirming the shift was opened successfully. If the shift is already open on another computer under this key, the software will display a relevant warning. 

2.4. Service cash-in (Change fund):

• If change is placed into the cash drawer, perform the «Service cash-in» operation via the software ECR menu or the «Fiscal registrar» button in the Sales form.

• Enter the amount and confirm the operation. Important: perform this operation only after opening the shift.

III. Recording a sale (Sales)

3.1. Scanning items:

• Open the «Sales» form.

• Scan the customer’s discount card (if available).

• Scan the item barcodes.

• Attention: Monitor the fiscal status indicator (colored square in the payment form). Green means the item is fiscal (a software ECR receipt will be issued), Red means non-fiscal (a товарний receipt).

3.2. Accepting payment:

• Press F6 (Pay).

• Cash. Enter the amount received from the customer. The software will calculate the change.

• Bank card (Terminal connected to Torgsoft):

• Check the box «Cashless payment».

• Make sure «Use communication with the bank terminal» is enabled.

• Click «Pay». The amount is sent to the terminal automatically.

• Wait for a successful transaction on the terminal. The software ECR receipt will print automatically.

• Bank card (Terminal NOT connected to Torgsoft):

• Enter the amount on the terminal manually.

• After a successful transaction (printing the terminal receipt), click «Pay» in the software.

• Mixed payment / Certificate: enter part of the amount in cash and part cashlessly.

3.3. Printing the receipt:

• If «Offer to print receipt» is configured, click «Yes» in the confirmation window to fiscalize.

• After successful fiscalization, the receipt is printed on the printer, and a fiscal number is assigned to it in the software.

IV. Item return

4.1. Return by receipt (Priority method):

• Open the «Return» form.

• Scan the barcode on the sales receipt.

• Select the item to be returned.

• Press «Refund money» (F6).

• Check that the “Print return receipt” setting is enabled

• Important: Money is refunded in the same form as the original payment (cash — cash, card — to the card).

• If the payment was made by card via a connected terminal, the refund amount is sent to the terminal automatically. For some terminals (e.g., Verifone), you may need to enter the «Authorization code» (RRN) from the sales receipt.

4.2. Return without a receipt:

• Create a return document manually, select the customer and the item from the list of sales.

• Process the refund.

4.3. Fiscalizing the return:

• Make sure the «Print return receipt» checkbox is selected.

• The receipt is automatically registered with the State Tax Service.

V. Online orders and prepayment (Sales with invoice issuance)

5.1. Recording a prepayment:

• In the «Sales with invoice issuance» mode, create an invoice.

• Click «Pay» (record the prepayment).

• If printing prepayment receipts on the software ECR is configured, print a fiscal receipt for the advance amount ("Prepayment for goods").

5.2. Fiscalizing full payment (cash on delivery):

• At final settlement, a receipt is issued for the full amount or for the remaining balance (depending on business process settings and accounting requirements).

VI. Handling non-standard situations

6.1. No Internet connection (Offline mode):

• The software ECR automatically switches to offline mode (if allowed by settings).

• The cashier continues printing receipts. The receipt will contain an offline mode mark.

• Limits: no more than 36 consecutive hours and no more than 168 hours per month.

• When the connection is restored, the software will automatically send the batch of receipts to the State Tax Service.

• Prohibited: Do not attempt to reinstall the software or clean the database during offline mode to avoid losing unsent receipts.

6.2. Printing error (paper ran out):

• Insert a new paper roll.

• Find the document in «Fiscal product sales analysis» or «Daily sales report».

• Print a copy of the receipt (right mouse button -> Print copy).

6.3. «Receipt not fiscalized» error (Failure):

• If the card payment succeeded but the software ECR receipt did not print: do not charge the card again!

• Write down the receipt number and time. Notify the administrator/tech support.

• You can process the receipt via the «Software ECR analytics» menu or retry fiscalization without connection to the terminal.

6.4. Void (Canceling an incorrect receipt):

• Available only for the last registered receipt.

• Performed via the «Software ECR» menu -> «Receipt operations» -> «Void receipt» or in the Sales form using the «Fiscal registrar» button -> «Void».

VII. End of shift

7.1. Service cash-out:

• Before the Z-report, perform «Service cash-out» (cash collection) from the drawer, which is handed over to the owner/the bank. Leave only the change fund (if provided by the store policy). 

7.2. Generating the Z-report:

• From the Sales form, go to the “Fiscal receipt” action group

• Click «Print Z-report» (daily reset report).

• Wait for the report to print and for the message confirming the shift was closed successfully.

• Important: Do not close the software until you receive confirmation from the software ECR.

• If you worked offline, make sure the connection has been restored before closing (recommended, but you can generate a Z-report offline; it will be sent later).

VIII. Responsibility and prohibitions

8.1. Strictly prohibited:

• Working under someone else’s user account or sharing your password.

• Handing over goods without a fiscal receipt (if the goods require fiscalization).

• Performing «Service cash-in/cash-out» without actual cash movement in the drawer.

• Changing software ECR settings (changing keys, library paths) without instructions from tech support.

• Forcibly turning off the computer during receipt printing or data exchange with the State Tax Service server.