Vchasno.Kasa is a software RRO for creating fiscal receipts and sending data to the State Tax Service of Ukraine. The Vchasno.Kasa integration in Skynum allows you to fiscalize sales, payments and returns without manually duplicating data between the accounting system and the fiscal service.

Important: this article describes platform fiscalization in the web version of Skynum. It is not Skynum.Kasa setup, not local Device Manager connection, and not an instruction for working with a POS cash register.

Why the Vchasno.Kasa integration is needed

The integration is needed when a company manages sales in Skynum and wants to create fiscal receipts through Vchasno.Kasa without re-entering products, amounts, taxes and payments in the fiscal service account.

After setup, Skynum sends data from a document or payment to Vchasno.Kasa: products, quantity, amount, taxes, payment method and the buyer's contact details for sending the receipt, if this is enabled in the integration.

In Skynum, this integration is used for:

  • a fiscal sales receipt based on a sales delivery note;
  • returning a fiscal receipt;
  • fiscalizing a payment in an order or sales delivery note;
  • automatic fiscalization of online orders, if this is configured in the online store integration;
  • fiscalizing Nova Poshta cash-on-delivery payments, if payment creation and fiscalization are configured for the delivery;
  • sending an already fiscalized receipt to the customer through Vchasno.Kasa capabilities.

Limitations and responsibility

The company is responsible for the correctness of fiscalization settings: choosing the PRRO, point of sale, cashier or signature, tax groups, payment methods and the sales or return scenario. Skynum sends to Vchasno.Kasa the data that the company's users entered in documents, payments and settings.

Before working with real sales, make sure to check a test sale, a test return and payment fiscalization. After fiscalization, receipt data is sent to the State Tax Service through Vchasno.Kasa, so incorrect tax or payment method mapping may lead to an incorrect fiscal receipt.

Vchasno.Kasa in Skynum is not used for complex fiscal chains: prepayments, postpayments and returning the entire chain. These scenarios are described separately: prepayments, postpayments and fiscal chains.

What to prepare in Vchasno.Kasa

Before connecting the integration in Skynum, prepare an account, key, cash register and token in Vchasno.Kasa. According to the official Vchasno.Kasa instructions, working through the API requires a token for a specific cash register, and for receipt fiscalization the key must be added to the Vchasno.Kasa key storage.

  1. Register or log in to your Vchasno.Kasa account.
  2. Add the key in the Keys section so the cash register can sign fiscal documents.
  3. Create or check the business unit and point of sale.
  4. Register the software RRO with the State Tax Service through Vchasno.Kasa or check that the required PRRO is already registered and active.
  5. Check the cashier or signature that will be used for receipt fiscalization.
  6. Check the tax groups that will be used in the receipt line items.
  7. Enable in Vchasno.Kasa the payment types that will be sent to fiscal receipts.
  8. Order or enable SMS receipt delivery directly in Vchasno.Kasa if the company will send fiscal receipts to customers via SMS.
  9. Configure automatic shift closing in Vchasno.Kasa at the end of the working day.
  10. Open the settings of the specific cash register and copy the token from the Token block.

Skynum automatically opens a shift when this is required for fiscalization, but it does not close the shift at the end of the day. To prevent shifts from remaining open after work is finished, configure automatic shift closing directly in Vchasno.Kasa.

The token belongs to a specific cash register. If the token is regenerated in Vchasno.Kasa, the old token will stop working, and you will need to insert the new token in Skynum.

Official Vchasno.Kasa instructions:

How to connect Vchasno.Kasa in Skynum

In Skynum, the integration is configured in Settings → Integrations → Fiscalization.

  1. Open Settings → Integrations.
  2. Go to the Fiscalization category.
  3. Click Add integration.
  4. Select Vchasno.Kasa.
  5. Fill in the integration fields.
  6. Save the integration.
  7. Open the saved integration and click Check connection.

Integration fields

  • Integration name — the internal name in Skynum. Enter it so it is clear which branch, legal entity or Vchasno.Kasa cash register this integration belongs to.
  • Integration active — enables the integration for fiscalization. Do not enable it for real work until you have checked the token, taxes and payment methods.
  • Default — allows Skynum to automatically use this integration for the corresponding branch or legal entity if another PRRO is not selected in the document or payment.
  • Default cashless payment type — the Vchasno.Kasa payment type code that will be used for cashless payment without a separate payment method. This payment type must be enabled in Vchasno.Kasa.
  • Send SMS — allows Skynum to send Vchasno.Kasa a command to send the receipt to the customer by SMS, if the customer has a phone number and SMS receipt delivery is separately enabled directly in Vchasno.Kasa.
  • Send email — allows Skynum to send Vchasno.Kasa a command to send the receipt to the customer's email, if the customer has an email address and email sending is configured in Vchasno.Kasa.
  • Branch, legal entity — the Skynum branch or legal entity for which this Vchasno.Kasa cash register works.
  • Token — the token of the specific cash register from the Vchasno.Kasa account.

Tax groups

After saving the integration, open the API mapping tab and fill in the Tax groups section. For each Skynum tax, you need to select a Vchasno.Kasa tax group.

Select the group that matches the tax in Skynum and the settings of your Vchasno.Kasa cash register. For example, for products with 20% VAT, the group 1 — 20% VAT (A) may be used, and for products without VAT — 2 — No VAT (B).

If taxes have not yet been created in Skynum, configure them in Settings → Directories → Taxes. More details: tax settings.

Payment methods

In the Payment methods section, map Skynum payment methods to Vchasno.Kasa codes. In Skynum, payment methods are configured in Settings → Directories → Payment methods. In Vchasno.Kasa, the corresponding payment type must be enabled for the cash register through which you fiscalize receipts.

For Vchasno.Kasa, the payment method value must be a numeric code. For example:

  • 0 — cash;
  • 1 — cashless payment;
  • 2 — card;
  • 3 — prepayment;
  • 4 — postpayment;
  • 16 — online acquiring;
  • 20 — NovaPay.

To map a payment method, open the field next to the required Skynum payment method and select the code from the list. If Vchasno.Kasa has a custom code enabled that is not in the Skynum list, enter this numeric code manually in the mapping field and save the integration.

The payment type in the fiscal receipt has tax significance. Before launching real receipts, check that each code in the mapping matches the enabled payment type in Vchasno.Kasa.

Fiscalizing a sales delivery note

A sale is fiscalized from a sales delivery note. Open Trade → Sales → Sales delivery note, create or open the document and check the main conditions before fiscalization.

  • The document is activated.
  • The document date matches the fiscalization day.
  • The document currency is hryvnia.
  • The document has filled line items, quantities, prices and taxes.
  • A fiscal service is selected or automatically inserted for the document in the PRRO field.
  • Tax groups and payment methods are filled in the integration API mapping.

After activating the document, click Fiscalize. During processing, Skynum sends the data to Vchasno.Kasa, receives the result and shows the updated fiscalization status in the document. If the previous attempt ended with an error, open the Fiscalization not completed status and click Retry.

More about the sales delivery note: working with a sales delivery note.

How to open, print or send a fiscal receipt

After successful fiscalization, the Fiscalized status appears in the document or payment. Click it to open the fiscal receipt action menu.

  • View receipt — opens the fiscal receipt in Vchasno.Kasa. From this page, the receipt can be viewed and printed using the browser or receipt page tools.
  • Copy — copies the fiscal receipt link so it can be sent to the customer manually.
  • Send — opens the Send receipt to customer form. In the form, you can select Send SMS, Send email, check the customer's phone or email and click Send.
  • Open in STS — opens the receipt in the State Tax Service if a separate STS link is available for this receipt.

To send receipts via SMS, the company must separately order or enable SMS delivery directly in Vchasno.Kasa. Skynum does not enable this service and does not send SMS through its own mailing: it only sends Vchasno.Kasa the sending command for an already fiscalized receipt.

To print, open the fiscal receipt through View receipt and print the Vchasno.Kasa receipt page itself.

Returning a fiscal receipt

Vchasno.Kasa in Skynum supports returns for a separate document. This is the scenario where you need to return a sale for a specific sales delivery note, not reverse the entire prepayment or postpayment chain.

To make a return, open the sale, create a Sales return document, check the line items, amount, taxes, branch and PRRO, activate the document and start return fiscalization.

If the sale was part of a prepayment or postpayment chain, use fiscal chain scenarios. Such chains are not supported for Vchasno.Kasa. More details: prepayments, postpayments and fiscal chains.

More about sales returns: sales return.

Payment fiscalization

A separate payment can be fiscalized when the fiscal receipt must be created specifically based on the payment. This is used for payments in an order, sales delivery note or other scenarios where the payment is a separate part of the sales process.

Payments are opened in Finance → Cash desk or Finance → Bank. In the payment form, check the Payment method, Cash desk or bank account, Payment type, Branch, legal entity, Amount and currency. After activating the payment, start fiscalization if this payment must create a fiscal receipt.

For payments, it is especially important to correctly map the payment method in the API mapping tab. This exact value is sent to the Vchasno.Kasa fiscal receipt.

After successful payment fiscalization, the receipt actions are the same as in the document: open the Fiscalized status, view the receipt, copy the link or send the receipt to the customer.

More about payments: payments and related payments.

Automatic fiscalization of online orders

If sales come from an online store, fiscalization can start automatically according to the rules of the corresponding integration. In this scenario, Skynum creates the required documents or payments and fiscalizes them through the connected fiscal service.

For such operations to go through Vchasno.Kasa, the automatic fiscalization rules must use this fiscal integration and the same tax and payment method mappings. More details: automatic fiscalization of online orders.

Nova Poshta cash on delivery

Nova Poshta cash on delivery is a separate scenario where it is important to correctly connect delivery, payment and fiscalization. If the company uses cash on delivery, first configure the Nova Poshta integration and payment creation rules.

More details: Nova Poshta integration and Nova Poshta cash on delivery.

Recommendations before launch

  • Name integrations so it is clear which branch, legal entity and PRRO they belong to.
  • Do not mix different fiscal services in one complex sales scenario.
  • Before the first real sale, check taxes, payment methods, enabled Vchasno.Kasa payment types and the token on a test receipt.
  • If you plan to send receipts via SMS, check that SMS delivery is separately enabled directly in Vchasno.Kasa.
  • Check that automatic shift closing at the end of the working day is configured in Vchasno.Kasa.
  • If the token was regenerated in Vchasno.Kasa, update it in Skynum immediately.
  • For prepayments, postpayments and full fiscal chain returns, first check the separate fiscal chain scenario.

Summary

To integrate Vchasno.Kasa with Skynum, three key things are required: a prepared cash register in Vchasno.Kasa, the token of this cash register and completed API mapping of taxes and payment methods in Skynum. After that, you can fiscalize sales, returns and payments, and also send the already created fiscal receipt to the customer through Vchasno.Kasa.