Integration of Odoo with Vchasno.Kasa software cash register

A software settlement registrar is a program or application that can be used on a phone, tablet, computer, and other devices as an analog of a cash register (RRO).

All individual entrepreneurs who are single tax payers of the second to fourth groups, from October 1, 2023, must use cash registers (RRO). These are settlement registrars (RRO), or simply put, cash registers. The use of RRO (pRRO) is mandatory for individual entrepreneurs of groups 2, 3, and 4, regardless of the type of activity and income volume.

RRO and PRRO are two types of devices used for registering settlement operations in Ukraine.

Main differences:

• Form: RRO is physical equipment, while PRRO is software.
• Possibility of use: RRO can only be used for registering settlement operations, while PRRO can also be used for other tasks, such as accounting for goods and services, sales automation, etc.
• CostCash registers are more expensive than software cash registers.
• Ease of use: PRRO is more convenient to use than RRO. Just download the program to your device.

Which solution is better suited for a specific business depends on its size, type of activity, and other factors.

Vchasno.Kasa PRRO is suitable for any business that is required to use RRO and conducts sales of goods or services at the place of settlement. These can be:

• Trading enterprises
• Individual entrepreneurs
• Legal entities.

Integration of Vchasno.Kasa PRRO with the RemOnline program will help automate processes in various fields: car washes, service stations and detailing centers, computer and smartphone repair workshops, retail stores, beauty salons, medical centers and clinics, and others.

Yes, the PRRO can operate in offline mode. In the absence of electricity or internet, the service automatically switches to offline mode (provided that the device on which the PRRO is installed operates autonomously without electricity).

In offline mode, the PRRO can generate settlement documents (receipts) with a mark of conducting a settlement operation during the absence of connection between the PRRO and the fiscal server.

The software PRRO can be installed on a smartphone, tablet, computer, or any other gadget that has an operating system and Internet connection. The "Vchasno.Kasa" app is available for devices with the following operating systems: Windows,Android.

According to the Law of Ukraine "On the Application of Settlement Registrars in the Field of Trade, Public Catering, and Services," the seller can provide an electronic receipt in the following ways:

1. show QR code with a link to display the receipt;
2. forward to email;
3. send via SMS or messengers;
4. print;
5. Display on the site

Fiscal numbers are assigned to receipts only by the tax server. If the system added a fiscal number to the expenditure receipt, z-report, it means it is registered with the tax office

All receipts issued using the "Vchasno.Kasa" app are available on the siteVchasno.Kasa, as well as onthe tax website. To search, you will need the fiscal number of the receipt and the date of purchase of goods/services

In the case of card payment on the site, the receipt can be generated immediately after successful payment and sent to the buyer's email or displayed on the site. In the case of payment upon receipt, we also recommend issuing a receipt upon shipment, just specify the payment type as 'post-payment'. We also recommend contacting your tax office for a clear explanation of the procedure.

To register electronic receipts and electronic report receipts, an electronic signature of an authorized person (cashier) or an electronic seal of the enterprise is required. To obtain a seal certificate for registering receipts, it is not necessary to have a physical seal.

So, the company has 2 solution options:

1. it is necessary to obtain signatures from all cashiers so that each cashier can open/close the shift on this cash register with their electronic signature, register sales receipts;
2. the organization receives one seal signature for the cash register, and then any cashier uses this certificate when working with the software PRRO.

Don't forget to register the electronic signatures/seals necessary for registering receipts with the tax office.

The fiscal report receipt (Z-report) for each cash register must be created daily at the end of the shift (the shift cannot last more than 24 hours). The Z-report is subject to registration on the fiscal server of the State Tax Service. After transferring the Z-report to the fiscal server and receiving the appropriate confirmation from the fiscal server, it is stored in a way convenient for the company. The service "Vchasno.Kasa" stores Z-reports for you for the legally established period of 3 years.

UKT ZED – abbreviation for the Ukrainian Classification of Goods for Foreign Economic Activity. The essence of the classification of goods is as follows. Each product that crosses the border is assigned a 10-digit code. This is done to uniquely identify the product, determine the duty rate, and the control measures that need to be applied. In addition, assigning a code simplifies the maintenance of customs statistics.

From August 1, 2020, all business entities trading in excisable goods are required to indicate the appropriate commodity subcategory code according to the UKT ZED in each RRO or software RRO receipt before the product name.

Such goods include:

• ethyl alcohol and other alcoholic distillates, alcoholic beverages, beer;
• tobacco products, tobacco and industrial substitutes for tobacco;
• fuel;
• passenger cars, bodies for them, trailers and semi-trailers, motorcycles, vehicles designed for transporting 10 or more people, vehicles for transporting goods;
• electricity.

You can find the UKT ZED code for your product on the siteCustoms service

The main legislatively established requirements for any PRRO are to ensure the performance of its fiscal function through the fiscal server of the controlling body and mandatory inclusion of the PRRO in the register of software settlement registrars. If these conditions are met, such a PRRO can be used for conducting settlement operations regardless of who its manufacturer is.

To answer this question, first of all, it is necessary to distinguish the concept of "cash register” and “software cash register“.

The Law of Ukraine "On the Application of Settlement Registrars in the Field of Trade, Public Catering, and Services" (hereinafter referred to as the Law) provides for the existence of the State Register of Settlement Registrars and the register of software settlement registrars.

According to Article 2 of the Law, State Register of Cash Registers– a list of models of settlement registrars and their modifications that have confirmation of compliance with the requirements of current state technical regulations and standards according to the Law of Ukraine "On Technical Regulations and Conformity Assessment", and also meet the requirements of regulatory acts of Ukraine, and such settlement registrars are allowed for use in the field defined by this Law;

The Regulation on the State Register of Settlement Registrars was approved by the resolution of the Cabinet of Ministers of Ukraine dated August 29, 2002, No. 1315.

The following data about models are entered into the State Register: name; version of the internal software; name and location of the applicant and manufacturer; period of initial registration with the state tax authorities; date and number of the decision to include in the State Register; field of application.

Thus, only settlement registrars are entered into the State Register of Settlement Registrars.

According to Article 2 of the Law, register of software cash registers– a register maintained by the central executive body implementing state tax policy, which includes software registrars of settlement operations at the time of assigning them a fiscal number by the fiscal server of the controlling body, as well as information about the business entity and its business units where such registrars are used, data of electronic signature certificates and/or seals used by such registrars;

According to Clause 1, Section II of the Procedure for Registration, Maintenance of the Register, and Application of Software Settlement Registrars approved by the Order of the Ministry of Finance of Ukraine on June 23, 2020, No. 317 (hereinafter referred to as the Procedure), the State Tax Service maintains a register of software settlement registrars (hereinafter referred to as the Register) in electronic form.

The Register includes data on software settlement registrars (hereinafter referred to as PRRO), as well as information about business entities and their business units where such PRROs are used, data of electronic signature certificates and/or seals used by such PRROs.

Thus, taking into account the above, software settlement registrars are entered into the register of software settlement registrars at the moment they are assigned a fiscal number by the fiscal server of the State Tax Service.

Clause 3 of Article 3 of the Law establishes that business entities conducting settlement operations in cash and/or non-cash form are obliged to use settlement registrars included in the State Register of Settlement Registrars and/or software settlement registrars in compliance with the established procedure for their use.

Thus, as we can see, the Law establishes the requirement for the use of RROs included in the State Register of Settlement Registrars, but there is no such requirement for PRROs.

Thus, the presence of software settlement registrars in the State Register of Settlement Registrars is not provided for by the current legislation of Ukraine.