How to use the cash register and how to choose it. How to use and work with the online cash register

If the law obliges, by the nature of your organization's activity, to use a cash register for tax accounting, it must be sealed at the TsTO and registered with the Federal Tax Service. Only after registration you will receive the right to legally use cash registers (cash registers).

At the beginning of the working day, plug the cash register into the mains, check the date, correct it manually if necessary. The date must be greater than the date of the previous Z-report to activate the current work mode. FROM take X -report. The key combination for printing a report may differ on different models of the cash register, in any case, this sequence is indicated in the instructions attached to the cash register. After “0.00” lights up on the screen, you can start the main work of the cashier: enter the sales amounts one by one, sum up. Make sure that the correct amount is reflected in the check (and not 12.00 instead of 1200, for example). Do not forget to hand over the check to the buyer, as this is a fiscal document, the refusal to issue which entails administrative responsibility. Regularly reconcile the amount accumulated in the CCP registers and reflected in X-report, with the amount of cash on hand. Be sure to check when changing shifts, collection or transfer of cash. At the end of the day, print an X-report, check cash at the cash register, and then take a Z-report. When printing the control final receipt, the accumulated information is copied from the cash register's RAM to the fiscal memory, while the daily revenue counter is reset.

When paying with a plastic card, depending on the cash register model, use either the cashless payment option or a separate section (be sure to consult an experienced cashier who worked on your machine, or read the CCP instructions). In any case, keep slip-checks signed by buyers. Also, find out from experienced colleagues in advance how discounts should be reflected in the check (using the built-in CCP function or by reducing the amount), how to cancel an erroneously performed operation and issue a refund. Because the approach to these issues may differ in different organizations. Monitor the condition of the receipt tape in the cash register: as soon as you notice colored stripes on the printed receipt, immediately insert a new roll of receipt paper. To do this, open the plastic cover covering the tape, remove the rod, put a new roll of receipt tape on it, and put it in place. Now slide the end of the tape under the rubber roller and press the up arrow key to pop out a clean check, then tear it off. If the receipt tape is not updated in time, it may end during the printing of the control receipt when the cash register is closed, and this is fraught with a failure of the cash register.

The cash register requires concentration and attentiveness, since it is the object of tax audits, so carefully study the instructions for using the cash register, outline in a language that is clear to you how to perform basic operations on the cash register, and if in doubt, immediately ask for advice from an experienced mentor.

By law, Every entrepreneur should have a cash register that performs operations with various types of money. Many mistakenly believe that it is quite difficult to use it and it will not work to master it on your own. To do this, you should familiarize yourself in detail with the use of at least one type of apparatus and you can safely work on all of them.

Those who have entered into a contractual relationship with the owner of the business on liability of a material nature can carry out activities with KKM. In addition to the contract, they are required to have experience working on this machine: correctly beat off checks and reset it.

It should be remembered that before starting the workflow, the director (head of the department) is required to carry out preparatory work: open the drive and the counter, punch the check and verify the punched amount received for the previous shift and reconcile with the cashier's records. The sums must match exactly.

The director's direct duties should include following:

1. Entry into the journal of accurate information, certification with your signature.
2. Issue the initial readings of the control tape (number, date and time of the start of the workflow, readings of the control register).
3. Release of the keys to the responsible employee.
4. Issuance of change money.
5. Timely provide workers with ribbons, coloring compositions.

Responsibilities of the employee, before starting the process at the KKM:

1. Checking the working condition.
2. Adjustment of time and date, check of KKM blocks for integrity.
3. Zero check.
4. Before starting the workflow, break through several zero checks to check the operation of the cash register.
5. At the end of the working day, hand over all cash to the senior cashier or director.

Operating principles depending on the type

The device is a very complex variety in technical electronic form. Some of its parts are considered integral. These include:

1. There are two types of monitor, for the cashier and for the person making purchases.
2. Box for collecting banknotes.
3. Tape block.
4. Printer.
5. Memory.

KKA has a device that transmits available information to the buyer. A monitor must be present, one is installed for the buyer so that he can see all the necessary information on the screen. Another is placed for the cashier.

Keyboard used to enter the desired amount of money. This affects the purpose of the cash desk, with its help the required amount is driven in and is reflected on the check. The device has a division of buttons by color, they are divided into several parts, where each one defines a specific group of goods.

Tape block refers to the necessary part, the direct purpose of which is to store all information, including the operations performed. The device is located inside the machine itself, there is no need to connect it separately.

Fiscal memory designed to record the masses of money that have passed through the cash register. They deal with the proceeds received on a daily basis and are reflected in the Z-report. Information is taken at the end of the work shift and stores all events with dates and detailed information for the hours worked.

Each KKM has bill collecting tray, which is an ordinary metal (plastic) box with several types of locks. One of the simplest options is an ordinary mechanical latch. However, a modern solution to the problem is an electromagnetic locking device.

The main task of the printer is to print a check. The cash desk prints them to the buyer and for reporting at the point of sale. For the buyer, the check serves as proof of purchase. Varieties of some cash registers print them for other documents, this is considered a good help in work.

It should be remembered that there are many varieties of cash registers and sizes of check tapes, if you use the wrong one, the cash register will quickly become unusable.

Exploitation

The first thing to do is to turn on the KKM in the network. Many of them have buttons on the panel on the back side, they are activated by turning the key to the REG position. If many zeros are displayed on the monitor, it indicates correct operation.

Subsequent activities take place in the following way:

1. Authorization. Many cash registers start their work when the cashier logs in. You must enter the service number, the password is required. Some varieties start working after using the special card. destination.
2. The calculation is carried out by entering the required amount. To do this, enter the correct value using the keys. Next, the button of the desired section is pressed (as a rule, they are divided into various divisions: for example, shoes, clothes, products, etc.). Some cash registers have the ability to read the barcode from the product, the required amount is beaten off on its own. Next, the button "Payment" or "Cash" is pressed, the purchase is made.
3. If there are discounts for a certain type of product, they are beaten off immediately at the checkout. You should enter the full price (without deducting certain percentages), select a category, print the amount and press%, the discount will be beaten off on its own.
4. If you need to recapture several products, you should dial the amount, press the desired department. You should beat off until all types of purchases are over, click the "Payment" button.
5. If you need to cancel a zero check, you should press the "Payment" or "Cash" button.

These are the general varieties of working with KKM, if necessary, find out the principle of operation of a particular machine, information can be found on the Internet, or trained in certain organizations.

In the shop

First of all, the employee is obliged to conclude an agreement on liability of a material nature. This is done to prevent theft of funds.

1. The work of a cashier always begins with the fact that it is necessary to refuel the car. A tape is inserted into the cash register, a special entry is made indicating the number, its type, date, exact time of inclusion, indications at the time the cashier entered work. After filling in all the data, the cash tape is certified by the senior cashier.
2. Next, you should check the accuracy of the date and time data. Many devices have the ability to independently store the necessary information. There are cash registers, which should be checked for accuracy of time and date before each shift, if necessary, set them.
3. Before starting the work process, check the ability of the device to work. To do this, zero checks are printed, they check the clarity of the print, the availability of all the necessary information. Trial checks should be kept until the end of the work and attached to the reporting documentation.
4. Next, the X-report is printed, it has an intermediate character and during its printing, the amount is not reset. During a work shift, such checks are printed several times. This is done to control the funds received by the cashier. They are printed out at the time of receipt of the proceeds. During the shift, you can beat off an uncountable number of checks, they do not affect the work, but they help to control the correct flow of funds.
5. X-reports can be taken by department, at the end of the work shift and to obtain the final result. They keep records of the excess or lack of finance in the cash register.
6. In case of breaking through an incorrect check, the correct one is re-knocked out, the wrong one is stored until the end of the shift. After closing and submitting a report for the day worked, it should be drawn up in a single document. Next, an act is drawn up, which indicates the type, model of the cash register, registration and manufacturer's number.
7. An act is drawn up indicating the check number and the broken amount. The check is pasted to the act, which is certified by the operator and the entrepreneur.

May happen. The reasons may be different: the product did not fit in color and style, has manufacturing defects, etc. This can only happen upon presentation of a receipt, the integrity of the product (the presence of a price tag on it, etc.).

In addition, there must be an amount punched in the cash register. An act on the return of goods is drawn up. It is written in free form. After correctly drawn up documents, which are signed by the entrepreneur himself, the money for the goods can be returned.

At the end of the working day, an X-report is printed, which is performed to reconcile the cash register and the cash in it. After it, the Z-report breaks through, which resets all accepted funds for the shift. All information is automatically transferred from RAM to fiscal memory, the received revenue is reset to zero and it is closed.

Typical mistakes

There are standard errors that can lead to breakage of the CCM. These include:

1. Battery failure. This is a common reason why a machine fails. To eliminate such problems, one should carefully consider the KKM. It is best to charge in the off state, this will maximize the service life.
2. Using a charger not recommended by the manufacturer. To eliminate such causes, you need to use devices that allow the factory.
3. Incorrect tape loading. To eliminate the error, it is necessary to use only the tape that was recommended by the factory producing the cash register.
4. Liquid penetration. In the event of such a nuance, you should immediately turn off the device and contact the service center.
5. The auto cutter in the fiscal registrar broke down. This often happens due to the fault of the cashier, who sharply pulls the tape and loosely closes the covers of the registrar, as a result of which the blades strike.

Instructions for working with Frontol are presented below.

Every Russian entrepreneur who conducts cash transactions must have a cash register - this is required by federal law number 54. At the same time, many are afraid to work with a cash register - people are traditionally afraid of new devices for them. In fact, it's easy to work with him. In order to master the algorithm of actions, it is enough to simply remember some fairly easy points and no less simple algorithm of actions.

Please read the instructions carefully before starting work.

In order to start working with any electronic device, first of all, you should study the instructions that came with it, and cash registers here are no exception to the general rules. After reading the instructions, you will better understand the purpose of a particular button, as well as learn the procedure for performing the operations you need.

In the instructions for the cash register, manufacturers traditionally indicate:

• all possible keyboard shortcuts;
• rules for punching cashier's checks.

In addition, it should be remembered that after the end of the working day, the cash desk will have to be reset, that is, all the cash earned during the day will be withdrawn from it and the corresponding report will be filed into the cash book.

Only the entrepreneur himself, or persons who have previously concluded an agreement with the business owner on full liability, have the right to work with the cash register. People working with cash registers (CREs) should have at least minimal skills in operating such devices - reset data, correctly knock out checks, and so on. Those wishing to master CCP can take appropriate training courses at technical service centers.

The director of the point where the cash register is installed, or an individual entrepreneur, before the start of the working day, together with the cashier, open the drive and counter of the cash register, knock out the reporting check and check the coincidence of the amounts based on the results of the last day with the audit trail.

In addition, the duties of the director or individual entrepreneur also include:

• entering the exact readings of cash registers into the cash book, followed by certifying them with your signature;
• issuance of keys from the drive of the device and from the device itself to the responsible person;
• registration of the beginning of a new control tape, which indicates the date of the beginning of its use, the number of the cash register and the indications of the control register;
• issuance to the cashier of the necessary cash for change - coins and banknotes of small denominations;
• providing coloring and cash tapes to all employees working with the cash register.

The cashier, in turn, has the following responsibilities:

• checking the integrity of all blocks of the cash register and their performance;
• adjusting the time and date, as well as checking whether the cash register was reset to zero after the end of the previous working day;
• checking the operability of the printing mechanism - for this, several zero checks should be knocked out even before starting work;
• zeroing the cash desk after the end of the working day and transferring cash to the individual entrepreneur or director.

Rules for working with a cash register

After you turn on the cash register, zeros are displayed on the display of the device, indicating its normal operation. It should be noted that the device itself should be located on a solid, level surface, preferably with a place where customers can place their chosen products. It is advisable to connect the cash register directly to the outlet - the use of extension cords here is undesirable. Don't forget about batteries - they power the device's back-up memory provided by the manufacturer in case of possible power failures.

Some of the devices require the employee to go through the authorization procedure. To successfully pass it, you need to use a special card or simply enter your service number and password.

In order for the sale to take place, you must enter the required amount. Using the numeric keys of the device, you need to enter the correct numbers, and then press the product identification button. As a rule, goods are divided into certain groups, such as food, clothing, and so on. Some of the cash registers are able to read the barcode of the product selected by the buyer: in this case, the purchase amount will be automatically knocked out. After the amount has been entered or withdrawn correctly, you should click on the payment button - that's it, the purchase was successful.

If there are discounts for a particular product at the outlet, they can be knocked out directly on the cash register. First, enter the full cost of the product, then select its category, and then enter the amount of the discount provided to customers, followed by pressing the "percentage" button.

In a situation where several products should be added to one check, the price and category of each of them are clicked separately. This process must be repeated until all the goods selected by the buyer have been carried out. After that, you need to click the "Payment" button. Note that simply by clicking on this button, you can knock out a zero check.

How to change the ribbon

There is another important point that you will certainly have to face when working with a cash register - we are talking about replacing the tape. This procedure has to be done often - over time, all movements here will already be worked out to automatism.

If you see a pink marker applied at the end of the roll, this means that the tape is coming to an end. In this case, you should take a new roll and carry out the replacement procedure, and the procedure here is the same for the vast majority of cash registers. There is nothing complicated here - by lifting the cover from which the tape comes out (on some devices it can be equipped with latches), we take out the reel left over from the finished tape.

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Having disconnected the edge of the new tape from the roll, we place it in the receiver, making sure that the unwinding is directed downwards. After passing the tape through the fixing shaft and through the printer, close the cover. Next, the tape should be rewound using the corresponding key of the device. After the edge of the tape appears from the gap, tear off the unnecessary section - that's all, you can continue to work. The old tape should be sealed after extraction, and then transferred to the individual entrepreneur or director. As you can see, there really is nothing complicated here, and by doing this procedure several times, you will learn how to change the tape almost with your eyes closed.

Before starting work using the online cash register, the cashier-operator receives:

• keys to the cash register, cash machine drive and cash drawer;
• necessary consumables - check and control tapes, tape for a printing device, cleaning products, etc.;
• change coins and banknotes.

Then the cashier-operator must generate a report on the opening of the shift. The online cash register will automatically send this report to the operator. If the check is positive, the cash register will receive confirmation. After that, you can proceed to settlements with buyers (clauses 2, 3, article 4.3 of the Law of May 22, 2003 No. 54-FZ).

When making settlements with each customer, the cashier-operator is obliged to:

• determine the total amount of the purchase according to the indications of the cash register indicator and name it to the buyer;
• receive money, clearly state their amount and put this money separately in front of the buyer;
• conduct an operation through an online CCP for the amount received;
• name the amount of change due and give it to the buyer along with a check or a strict accountability form.

There are two options for issuing a check or a strict accountability form.

First, on paper.

Secondly, in electronic form. The check is not printed on paper, but sent to the subscriber's phone number or e-mail of the buyer. This is possible if the buyer has provided such information prior to the time of settlement.

At the end of the shift, before the arrival of the collector, the cashier-operator generates a report on the closing of the shift at the cash register. Online CCP will automatically send this report to the fiscal data operator.

If the organization is small (with one or two operating cash desks), the cashier-operator hands over the money directly to the collector.

After the receipt of the proceeds and the execution of documents, the cashier performs overhaul maintenance of the cash machine, disconnects it from the network and closes it with a cover. Further, the cashier hands over the keys to the cash machine and the cash booth to the head of the organization (his deputy, head of the section) for storage against receipt.

note

Online cash desks do not require maintenance like old-fashioned cash desks. Online cash registers and fiscal drives need to be repaired in specialized centers (for example, at the cash register manufacturer).

What details does the cash receipt and BSO contain

Requirements for mandatory details and a strict reporting form are listed in Article 4.7 of Law No. 54-FZ.

So, in the check that the online cash desk issues, the following should be indicated:

1. place (address) of the settlement;
2. the taxation system that is applied in the calculation;
3. calculation sign:

• receipt of money from the buyer (client) - income;
• return to the buyer (client) of funds received from him - return of income;
• issuance of money to the buyer (client) - expense;
• receipt of funds from the buyer (client) issued to him - return of expenses;

1. name of goods, works, services, payment, payments, their quantity, unit price including discounts and extra charges, cost including discounts and extra charges, indicating the VAT rate. Individual entrepreneurs, and USN, ESHN or UTII (except for those that sell excisable goods), may not indicate the name of the goods (work, services) and their quantity until February 1, 2021 (clause 17, article 7 of the Federal Law of July 3, 2016 city ​​No. 290-FZ);
2. the amount of the calculation with a separate indication of the rates and amounts of VAT at these rates. The exception is non-payers of VAT or payers selling goods that are not subject to VAT;
3. form of payment (cash or electronic means of payment);
4. the position and surname of the cashier who issued the cash receipt or issued it to the buyer (client) (except for online settlements);
5. the address of the website of the authorized body on the Internet, where you can check the authenticity of the check;
6. phone number or e-mail address of the buyer (client), if he asked to send him a check in electronic form, or the Internet address where you can get such a check;
7. e-mail address of the sender of the cash receipt (strict accountability form) in electronic form, if the cash receipt (strict accountability form) was transferred to the buyer in electronic form.

According to the Federal Tax Service, a seller using an online cash register and receiving an advance payment from a buyer must also issue him a cash receipt with the “advance payment” requisite. And after the final settlement using the previously transferred advance, issue a cashier's check with the requisite “advance offset” (letter of the Federal Tax Service of Russia dated November 11, 2016 No. AC-4-20 / [email protected]).

All details of a paper check must be clear and easy to read for at least six months from the date of issue of the check (clause 8, article 4.7 of Law No. 54-FZ).

note

Online cash registers do not cancel the use of strict reporting forms. However, from July 1, 2018, it is necessary to form a BSO not in a typographical way, but only through cash registers (clause 8, article 7 of the Federal Law of July 3, 2016 No. 290-FZ).

Responsibility for non-use of CCP

Responsibility for non-use of the CCP is established by Article 14.5 of the Code of Administrative Offenses of the Russian Federation.

The amount of the fine depends on the revenue that was not recorded through the cash desk (part 2 of article 14.5 of the Code of Administrative Offenses of the Russian Federation). So, for non-use of CCP will be fined:

• official - in the amount of 1/4 to 1/2 of the unaccounted amount, but not less than 10,000 rubles;
• organization - from 3/4 to one size of the amount of the "unbroken" purchase, but not less than 30,000 rubles.

Repeated non-use of cash registers will be punished more severely only if the amount of settlements "by the cash register" amounted to 1,000,000 rubles or more (part 3 of article 14.5 of the Code of Administrative Offenses of the Russian Federation).

An official may be disqualified for a period of one to two years, and the activity of an individual entrepreneur and an organization may be suspended for a period of up to 90 days.

Responsibility for the use of cash register equipment that does not meet the established requirements, or the use of cash register equipment in violation of the procedure for its registration, re-registration and application, is effective from February 1, 2017 (part 4 of article 14.5 of the Code of Administrative Offenses of the Russian Federation).

Working with a cash register requires certain skills. The cashier must know all the intricacies of working with cash registers, be able to fill out the register of the cashier-operator, shoot Z and X reports and, of course, have experience in closing the cash register.

How to work with a cash register

Preliminary preparation of KKM for work is carried out by a specialist of your technical service center (CTO). When putting KKM into operation, there are cashiers - financially responsible persons. The representative of the TsTO checks the serviceability of the cash register, tests it in operation and enters data for the obligatory details of the check.

Work with KKM can only be entrusted to employees who have undergone special training (for example, in the CTO or just in the process of induction). With the cashiers you need to conclude an agreement on full liability. If you are a director or an individual entrepreneur, you can personally work at the cash desk.

Responsibilities of the director and cashier when working with cash register

Before you start working with KKM, you keep the key to the cash register. Before starting work, you, your deputy, duty administrator or chief (senior) cashier (depending on the size of your business) issue to cashiers against receipt:

• keys to the cash register and cash drawer;
• banknotes and coins for exchange;
• necessary accessories for the operation and maintenance of the cash register (receipt tapes, ink ribbon, tools such as cleaning brushes and tweezers for pulling out jammed tape).

In addition, before working at the cash desk, you or your authorized representative are obliged, together with the cashier:

• check the readings of sectional and control counters with the data of the book of the cashier-operator for the previous working day;
• enter these data in the book for the current day and certify with your signatures;
• draw up the beginning of the control tape - indicate on it the type and number of the cash register, the date and time of the start of work, meter readings;
• close the lock on the readings of cash counters;
• make sure that the cash register is in good condition and ready for work.

After that, you give the keys to the cashier - he can start working.

How to remove X-report in KKM

The X-report shows which transactions and for what amounts were carried out, and allows you to control the revenue. The cashier takes the first X-report at the beginning of the day, after he connects the cash register to electricity, makes sure that the numerator shows zeros, refills the check and control tape, checks the date and, if necessary, corrects it manually. The X-report at the beginning of the day will coincide with the data from the journal of the cashier-operator (form KM-4) for the previous day.

You can shoot not only a full X-report, but also separately for each department or product, as well as for cashiers. You can request such a report any number of times during the day - for example, at the end of each shift. Unlike the Z-report, the X-report does not reset revenue.

When the X-report is output, its data is reconciled with the actual amount of revenue in the cash drawer. The last X-report is taken at the end of the day during the final reconciliation of revenue (during collection).

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How to operate a cash register

At the beginning of work with the cash register, the cashier punches several zero checks in order to check the correctness of the cash register. Make sure that your cashiers calculate and announce to customers the total amount of the purchase, specify the method of payment (cash or card), and if suddenly the cashier does not accept cards, they warn customers about this. Also, make sure that cashiers issue checks to customers if you don't want fines.

When you need an act in the form No. KM-3

The act on the return of money to buyers in the form of KM-3 is drawn up in one copy at the end of the day upon delivery of the proceeds. It is signed by the cashier, and you approve. Act KM-3 will be needed only if:

• the customer canceled the purchase and issued a refund;
• the cashier made a mistake.

In the second case, the cashier must promptly knock out the correct check and give it to the client. A check with an error is canceled and filed with the act (since checks fade quickly, it is better to copy them right away).

Form KM-3 includes information about the cash register, about the cashier, about your accounting program. Also, the number and amount of each check are entered in the act.

Cashier closing. How to remove a Z-report in KKM

At the end of the day, you need to check the proceeds at the checkout with the testimony of KKM. You can do this using the X-report. Then a cashier's Z-report is compiled, which contains:

• data of control registers at the beginning and end of the day;
• the amount of revenue;
• information about the total amount of money returned to customers and checks, canceled checks;
• discount information.

The cashier will not hand over the proceeds until the Z-report is removed. The end of the control tape (printout) of the Z-report is signed, it indicates the type and number of cash registers, indications of control meters, amount, revenue, date and time of completion of work. On the basis of this report, other reporting forms are filled out - for example, a journal of a cashier-operator.

Cashiers hand over money and a cash report in the form of KM-6 to the senior (chief) cashier. If you have one or two cash registers, the proceeds are handed over directly to the collector. Then the cashier needs to fill out the journal, check the condition of the cash register and prepare it for tomorrow, disconnect the cash register from the network, cover it with a cover and hand over the keys to you against receipt.

How to fill out the register of the cashier-operator

The rules for keeping a cashier-operator journal are similar to the rules for filling out a cashier-operator book that was used earlier. The magazine is started for each cash register separately or one common for all cash registers.

In the general case, this register is maintained in the form No. KM-4, but it is allowed to fill out the journal of the cashier-operator in the abbreviated form No. KM-5, if the cash desk is installed on the counter of the store. Waiters at catering points also use the KM-5 form.

Entries in the journal of the cashier-operator are entered in ink or a ballpoint pen, without blots, corrections are certified by the signatures of the cashier and management (that is, your autograph).

If one journal is kept for all cash desks, entries are made in the order of numbering of cash desks. Naturally, all information is entered in chronological order.

The journal, along with other important documents, such as a cash register passport, should be kept by you.

The journal is filled out daily after the Z-report on the cash register is removed. It contains data on revenue, on checks returned by customers, on the number of zero checks per day or per shift. The journal also reflects information about shortages or surpluses if the results of the amounts on the control tape differ from the revenue.