Cash register: types and specific features of its use

From 2023 onwards, all individual entrepreneurs in groups II-IV are legally required to use a cash register, RRO. Today, there are a variety of cash register types offered by providers to suit different business needs. Cash registers record payments for goods and send the data to the tax service. More and more often, cash registers are being replaced by software cash registers (PRROs) that are run on computers or mobile devices.

Before starting to trade, it is essential for an entrepreneur to determine which type of cash register is best suited to their business. In this article, we will outline the key features of each type.

What is a cash register?

The first cash register was invented in the nineteenth century by James Ritty, an American saloon keeper. His objective was to prevent bartenders from pocketing profits and to guarantee that all funds from customers passed through the cash register.

In the 20th century, the cash register became a key tool for tax control in the commercial sector. In Ukraine, the system of registrars of settlement operations was introduced in 1995. In this system, all sales data is transferred from the cash register to the tax service, and the cash register issues fiscal receipts to customers.

A modern cash register is an autonomous device that has the capability to operate either with or without an integrated accounting system. It is required for the following purposes:

to record all data related to payments for goods or services,

to store copies of fiscal receipts in memory,

to transmit information about payments to the tax service.

Types of cash registers

The State Register of Registrars of Settlement Operations distinguishes between two types of cash registers: cash registers and fiscal registrars. Each has its own technical features.
Cash register
When working with a cash register, the cashier inputs data into the system regarding all goods sold within the store. The device then generates a fiscal receipt based on this data.

Cash registers have the following features:

they can operate on battery power in the absence of light;

combine a terminal, scales, and barcode scanner;

store information about goods and payments in their memory.

Cash registers are best suited for stores with low sales volumes, stalls, etc.

Fiscal registrar

This is a specialized printer designed for issuing fiscal receipts. This printer is not autonomous, unlike a cash register. It requires a computer with an installed accounting system. The cashier inputs the details of the goods and their respective costs into an accounting program on a PC, not on the device itself.

Fiscal registrars are utilized extensively in supermarkets, shops with a high customer footfall, coffee shops and restaurants, etc.

Software RROs — an alternative to cash registers

The legislation permits the utilisation of software registrars of settlement operations (PRROs) on a par with cash registers. The popularity of PRROs in the trade sector is growing, as they are more cost-effective and user-friendly.

The development of digital technologies is creating new opportunities for the use of PRROs. According to the Opendatabot service, today they account for almost 70% of all registered cash registers.

The key features of PRRO include:

It can be used on computers, tablets and smartphones.

It retains all the capabilities of a cash register, including the ability to transmit payment data to the tax service, issue fiscal checks and more.

It can be integrated with accounting systems.

It issues electronic receipts that can be sent to customers via messengers or email. Should you require it, a printer can be connected to the PRRO for the purpose of printing receipts.

Technically, the PRRO can be presented in the following format:

A web service, which allows users to interact with the software cash register on the provider’s website.

A mobile application compatible with iOS or Android devices.

Kasa Manager, a program that integrates with the accounting system.

API integration, a set of rules that enables data exchange between the cash register and the accounting system.

Choosing between RRO and PRRO for business

When choosing a cash register, the cost of RRO is an important consideration. Suppliers design cash registers for different types of business, different volumes and different additional requirements, so their prices may vary.

The cost of PRRO is usually lower than that of hardware cash registers. The customer does not have to spend money on service, consumables, etc. Suppliers update the software automatically. For PRROs, the price includes only the provider’s tariff.

Vchasno.Kasa software RROs integrate with over 70 systems, making them suitable for use in a wide range of business sectors. Cash registers can be connected to almost any payment terminal. Vchasno.Kasa can be accessed through a web office, device manager or mobile application.