6 steps to transition to digital tax accounting for cash registers
Why is the cash register system changing?
Why is this change a good thing?
Until now, physical merchants had to manually create daily “Z” reports and keep paper logs for 10 years – definitely a time-consuming task! Digitalisation will automate this process by sending tax data directly to the Lithuanian State Tax Inspectorate (VMI) through the i.EKA subsystem. Plus, only the necessary tax information is reported, keeping customer data safe and private.
Now, let’s dive into the steps you need to take to make this transition to a smart cash register smoothly.
Step 1: define your business needs for the cash register
- What type of business do you run? A cosy shop or a larger chain? Do you have the space for a lot of heavy equipment, or would you rather switch to a lighter and quicker solution?
- Which features do you need? Inventory tracking, discounts, or digital payments?
- What’s your budget? Estimate how much you are willing to invest.
- Flexibility and business growth. Take a moment to evaluate your company’s potential for growth. Remember growth often brings new requirements. Choosing a cash register system that can easily adapt to your existing and future processes without adding significant costs is important.
Step 2: get acquainted with the different options
In this case, there are two types of cash registers you can choose from: a cash register with a safety module or a virtual cash register (for virtual fiscalisation).
A few characteristics of a cash register with a safety module:
- Doesn’t require a constant internet connection. It can function offline and send the data at least once in 24 hours. If there are technical difficulties – no later than once in 72 hours.
- 25 models are currently available for selection.
- A receipt is given only after a merchant signs in the security module.
A few characteristics of a virtual cash register (virtual fiscalisation):
- Internet connection is required because all data is sent automatically in real-time.
- 7 models are currently available for selection.
- The receipt data is sent directly to the i.EKA subsystem during the operation.
Step 3: choose the right cash register and provider
Keep your business needs and budget in mind when selecting a cash register. If you prefer lightweight and flexible options, consider a virtual cash register. If you prefer a more traditional setup that relies on the internet less, a cash register with a safety module might be better.
Once you decide, research different providers, read reviews, and ask for demos, if you’re interested in a virtual cash register.
In fact, we’d love to give you a chance to try out Paysera POS if you decide to choose a virtual cash register. Fill in a short form and we’ll contact you to arrange it!
Step 4: plan the installation
- Location. If you choose a cash register with a safety module, you’ll want to find a more spacious spot for it. If you choose a virtual cash register, for instance, Paysera POS, all you’ll need is space for a card terminal and your laptop, tablet, or smartphone.
- Internet connection. Coordinate with your provider to ensure a stable connection, regardless of which system you choose.
Step 5: train your employees
If your employees are not familiar with the new setup, invest some time in training them before it’s implemented to avoid problems when the new cash register is up and running.
There are numerous ways to organise the training, for example:
- If you’re familiar with the new system or know someone who is, give your employees a demonstration and a chance to try it out themselves.
- Use tutorials. You may be able to find some of them on the internet, although you’re most likely to get the most informative and reliable instructions straight from the provider. We’ve prepared an informative blog post on how you can get started with Paysera POS and we’d be happy to help in person.
Step 6: test the system
Before using the register with real customers, to avoid errors that can be easily prevented.
Test the following parts:
- Functionality. Try scanning, payments, and printing receipts;
- Check reports. Make sure the system generates sales and inventory reports accurately.
- Monitor connection. Verify that your system stays connected to the internet, especially if it's cloud-based.
