Ivanna Broslavska
Sales Manager “Vchasno.Kasa”
Today, businesses are actively preferring software cash registers over hardware. The reasons are obvious – they are significant savings, ease of use, and stability. However, it is worth talking frankly about software register of settlement operations (PRO).
Any product will not be useful if used incorrectly. Cash registers are no exception. That is why we have made a rating of the most popular mistakes when implementing and using software RPOs.
Mistake #1: incorrectly selected software cash register operation option
A software cash register can be either a standalone solution that includes a simple product accounting system or integrated into your existing system. If you are already using a certain program and have set up your work in it, the best solution would be to use the PRRO in integration mode. This will help you optimize processes by issuing checks conveniently and quickly. But that's not all. Most providers offer two options: installing a local application or working with a cloud cash register. This is where entrepreneurs often make mistakes, not analyzing how critical constant access to the Internet is for their type of activity. If your system and work format involve serving customers under any circumstances – take care of the ability of the PRRO to work offline.
Mistake #2: Ignoring test mode
Any option for using PRRO primarily involves safe testing. Be sure to be interested in this opportunity when choosing a provider. You can, without registering a real cash register with the tax office, issue checks identical to fiscal ones. If you use a cash register without integration with an external accounting system – try creating your products in the cash register office, generate test checks, clarify all the questions. Having trained enough, proceed to registering a “combat cash register”.
The same can be done when working on integration. But here the test stage is even more important, because this way you can safely check whether everything is working properly with your system, whether the integration is conveniently configured, and whether nothing is “missing”. Once you are convinced of the effectiveness of the solution, proceed to registering a real cash register.
Mistake #3: Registering the cashier key
One of the key requirements of the tax office for software RRO is the presence of a registered cashier key. This does not mean the classic understanding of a cashier as someone who serves customers at the cash register, but rather any employee authorized to send checks to the tax office on behalf of the company. This can be the entrepreneur himself, the director, or an employee. The best option, if there are employees, is to register the seal of an LLC or individual entrepreneur for each cash register. This is the most popular method now.
Many entrepreneurs make various mistakes at this point: they do not register the key at all, because in their understanding they do not have “cashiers”, they register the key of an individual entrepreneur, under which hired employees work, they create one seal for several PRROs. All these mistakes can sooner or later end in a fine, because checks issued with violations of the requirements for keys will certainly be declared invalid.
Mistake #4: Combining a terminal and a fiscal cash register
Now this error is gradually losing popularity, as PRRO providers have taken care of the ability to connect and manage terminals from the application, even if you use a cloud accounting system. This ensures compliance with the correct form of the check, when using acquiring as a payment method. Do not forget that in the case of connecting or combining a terminal, data about the electronic payment instrument must be included in the check.
In addition, most terminals today provide for integration with the cash register system, so simply ignoring this possibility leads to fines. In addition, some providers have provided for the use of Tap to Phone instead of classic terminals: to accept payment, it is enough to attach the buyer's phone to your smartphone.
Mistake #5: Not setting up a software checkout
In addition to bureaucratic aspects such as registering a point of sale, cash register and cashier, a software cash register requires settings. This is all very easy to do using your personal account. What settings are we talking about: the provider does not know what types of payments you will use, what tax groups you want to apply to a particular cash register. That is why you need to choose these values yourself. You can also specify the closing hours of the cash register in the settings if you want it to close automatically without the participation of cashiers.
Moreover, providers have added to the standard settings the ability to customize your check (add some corporate text as a comment), specify what to do with the cash balance in the cash register, and suggest a convenient option for calculating taxes in the report.
Of course, errors are possible in such a multifunctional process. However, the market and quality of services are constantly developing. Providers are working to minimize inconveniences: they make changes to the product that reduce the human factor, conduct training to understand the basic things related to fiscalization. However, the process of digitalization of cash registers is inevitable, and using all the benefits of electronic cash registers will significantly contribute to increasing the efficiency of your business.
