Why and how an online cash register receipt is checked

The need to check the cash receipt

The cash register receipt serves as confirmation of the trade transaction. The fact of purchasing the goods is recorded in a standard receipt. The document can also be used as a basis for returning money for a completed purchase, but only if this is provided for by current legislation for a specific service or product.

Printed reports are used by trading companies when testing accounting software systems and switching to online cash registers. They will also be needed in the future to check the correct operation of cash register equipment. Systematic reconciliation will help to promptly identify violations and errors in the operation of online cash registers, so that all problems will be promptly resolved.

Managers and direct owners of a business can check financial statements, which reduces the likelihood of administrative violations. Regular monitoring of the cashier will also help to avoid sanctions from fiscal authorities.

Inspection of financial statements by regulatory authorities is carried out on the basis of issued financial statements in paper form with information received from the fiscal data operator. If during an audit of business activities inconsistencies are identified, a more detailed inspection is scheduled. Owners of a retail outlet may be held administratively liable.

What should be on the check

In accordance with the law, 20 items must be reflected on the check being checked. These include the date and time, address and TIN of the store, name of the product, cash register number and the name of the organization that services it. These and other data are required.

But on the check of an enterprise that operates under PSN or UTII, this list is smaller.

But even the absence of one position is punishable by a fine or suspension of business activity for up to 3 months.

The thing is that a check is an important document, and it must be filled out correctly, in accordance with the law.

Thus, the authenticity of any check punched by a cash register indicates that the entrepreneur complies with established procedures and regularly pays taxes, informing the tax authority about each sale. In this case, the buyer can be sure that after purchasing the goods, he retains all applicable warranty rights.

Procedure for checking an online cash register receipt

Verification of the authenticity of a document is carried out in two stages. Initially, the details are studied. The receipt must include the following required characteristics:

• Title of the document;
• serial number;
• exact time and date of the transaction;
• address of the retail outlet where the purchase was paid for;
• last name, first name and patronymic of an individual entrepreneur or name of an organization;
• sales representative identification number;
• payment amount;
• information about the service or product;
• the discount provided (if any);
• cash or non-cash payment method;
• tax regime;
• if you have a discount card, indicate its number;
• registration number of cash register equipment;
• FN details;
• information about the cashier employee responsible for accepting money, including position and last name, first name, patronymic;
• CPU;
• QR code.

A printed document may contain varying amounts of information. This depends on the form of the business entity and the preferences adopted. In particular, UTII payers engaged in retail trade issue documents with fewer details.

The next step is to confirm the authenticity of the report. The so-called fiscalization is carried out by searching for a document in electronic format in the archive of the fiscal service. There are several verification methods available. The results may be as follows:

• the trading transaction report is not registered on the tax.ru portal;
• the receipt was found in the database, but contains incorrect information;
• the document is drawn up correctly and is stored in the virtual database of the Federal Tax Service.

If a financial transaction is not confirmed, there may be several explanations for this:

• old-style equipment was used to print it; such a device is not connected to the fiscal services servers;
• A new device has been installed at the point of sale, but the online cash register, at the time of the inspection, has not yet sent a report to the fiscal data operator due to lack of access to the network. The attempt, in this case, should be repeated in a few days, perhaps it will be possible to obtain updated information from the inspection;
• The OFD received incorrect information about the trade transaction, this may be due to incorrect settings of the cash register equipment or if the wrong format tape was used for printing;
• an error was made when entering the request, you need to check the correctness of the information from the printed version of the document.

Checking the accuracy of data on the tax service website

You can verify the authenticity of the form on the website of the fiscal authority absolutely free. The service is provided at any time of the day. No prior user registration is required. Checking the check is carried out according to the following instructions:

• you need to go to the tax.ru website;
• then scroll the web page to the section “New procedure for using cash register equipment”;
• in the form that appears, you should indicate the time, date of the transaction, fiscal accumulator and fiscal attribute of the document;
• confirm the check, the archive is scanned automatically.

The whole process takes no more than one minute. If the entered information matches the electronic version, a notification will appear indicating that the check is correct and confirming that the settlements have been recorded by the fiscal service. The absence of search results will be signaled by a notification in the form “Electronic receipt is not in the database.”

How to make an electronic check

You can send an electronic receipt for payment at the checkout or in your personal office of the OFD.

In your OFD personal account, you can send an electronic check in the following way:

• Go to your OFD personal account
• Find the check and select "Mail"
• Enter the customer's email address and submit.

Sending electronic receipts to email at the Evotor checkout

1. 1. Open the “Sale” section at the Evotor checkout
2. 2. Add the required items to the receipt

3. 3. Proceed to payment

4. 4. Drag the switch to “Electronic receipt”

5. 5. Enter the buyer's email address and click the "Submit" button

6. 6. The customer's address will appear on the settlement screen

7. 7. Specify the desired payment type and complete the sale
8. 8. An electronic cash receipt for the Evotor cash register was sent to the buyer’s e-mail

How to send a check via SMS at the Evotor checkout

• Open the sales section at the Evotor checkout
• Select the products you need and add them to your receipt

• Proceed to payment

• Drag the switch to electronic receipt

• Select the SMS tab, enter the buyer’s phone number and click on the “Send” button in the upper right corner.

• Select the payment type you want and complete the sale.
• The check will be sent to the client via SMS.

Checking a document through a mobile application

Owners of gadgets can use the free software if they have one of the operating systems installed - iOS or Android. To download the application, you must go to the official website of the fiscal authority. At the bottom there is a window for checking receipts.

To download, you should use Google Pay or AppStore, depending on the type of OS. To download directly from the market, enter “Check cash receipt”. An installation error on iOS may be caused by:

• using an old OS version: up to iOS 8.0;
• There is not enough free space for installation, less than 20 MB.

In the case of gadgets on the Android platform, the failure may be due to an outdated version of the OS - up to 4.1 or, as in the previous case, the amount of free space is less than 15 MB.

In the portable version, the authenticity of a check can be verified in the following way:

• run the utility;
• go to “My business card”;
• enter personal data in the form that appears;
• click on “Continue”;
• Enter the code received in the text message in the form field to complete account creation.

Checking the document confirming the trade transaction is available in the main menu. There are several ways to do this:

• scan using the QR code located at the bottom of the receipt, and the application will automatically recognize the encrypted value through the video camera on the gadget and then start the reconciliation process;
• Enter the information in the form provided.

The results are displayed on the screen:

1. If the fact of payment was entered into the fiscal service database, a record will appear indicating the correctness of the check. An electronic version of the document is available and can be compared with the paper version. All viewed copies are saved in “My Receipts”.
2. In the absence of supporting information about a trade transaction, the consumer can immediately notify departmental authorities about this in the application.

Through special services

There are three ways to verify a check, which are provided for by law.

The first is the Federal Tax Service website. To do this, you need to go to kkt-online.nalog.ru and indicate the details from the check: type of operation, date and time of calculation, total, FN, FD and FP - and then click “Check”.

The second way is to check the receipt through the tax application. It is free and available for Android and iOS, but requires authorization: by phone number, through the taxpayer’s personal account or through State Services. At the same time, it has a number of advantages over the website. These are the possibilities:

• Quickly scan a QR code instead of entering details manually.
• Store receipts electronically so as not to lose paper ones.
• Report the violation to the tax office if the buyer was not given a receipt.

The last method is the website for checking receipts from the OFD. Every operator should have it, there is also Kontur.OFD cash-ntt.kontur.ru. Moreover, you can only check those checks that this particular operator submitted to the tax office.

Let's imagine: the Romashka store entered into an agreement with Kontur.OFD, and the Bukashka store with another operator. Buyers of the Romashka store will be able to check receipts on the verification site from Kontur.OFD, but buyers of Bukashka will not.

Sellers are not required to indicate the OFD with which they entered into an agreement on the paper version of the check. But in the electronic version, which arrives by mail to the buyer, the OFD is clearly indicated. Therefore, it is convenient to check electronic checks on OFD websites.