Do I need to store acquiring checks: for what period + transfer to the bank?

Why leave receipts?

Why you may need terminal receipts:

maintaining financial statements;
resolution of disputes with the buyer;
proof of payment for the bank in case of incomplete receipt of funds to the current account;
to return money to the buyer;
data recovery in case of loss of a shift report (Z-report);
request from the bank to provide checks.

Banks may ask you to provide information on card transactions, namely acquiring receipts or copies thereof for a certain period or for specific transactions. This is necessary to resolve disputes or to eliminate fraudulent activities. The deadline for submitting documents to the bank is 3 business days. Therefore, it is better to organize all receipts and save them in such a way that the data on them is not lost.

Does the bank refund the acquiring fee when the buyer returns the goods?

The acquiring bank transfers funds to the client's account minus its commission. That is, the amount received is less than what was received from the buyer. However, when returning, the bank does not take this nuance into account and debits from the seller’s account the entire amount that must be returned for the purchase.

He is not obliged to return his commission (unless otherwise specified in the contract), since it is charged as payment for the service provided. Before concluding an agreement, check with specialists whether the bank’s policy provides for a refund of acquiring fees.

How to store acquiring slips

There are no strict rules on how to store acquiring slips. You decide for yourself how it will be convenient for you to do this. Please note that the terminal uses a special thermal tape for printing receipts. Over time, when exposed to light, the checks fade and become white, and when heated, they darken. Therefore, so that you do not lose data, take a photocopy of the checks, which is better to immediately certify and put the seal of your organization.

Be sure to attach the original receipt to the copy and keep it, even if it is no longer legible.

For ease of searching and reporting, you should organize receipts per day or per shift. They can be stored in a box, jar or other place convenient for you, most importantly, away from light and direct heat sources. Create a folder in which you will file acquiring receipts, use date separators so that you can quickly find the required transaction.

We recommend reading: How to connect trade, mobile and Internet acquiring + connection to the cash register.

Who is exempt from online cash registers?

For a list of those released, see Art. 2 54-FZ. For individual entrepreneurs who provide services or sell goods of their own production, there is a deferment until July 1, 2021.

If you still need a cash register, first of all take a closer look at smart terminals. They are compact, do not require much space and are suitable for field work. With a small number of clients, this is an inexpensive and convenient option. Also, smart terminals can be easily linked to the accounting system to transfer items to the cash register and print the names of goods and services on receipts. This legal requirement applies to all cash register holders from February 1, 2021.

The article is current as of 02/04/2021

Transferring checks to the bank

Every day the bank receives information on all transactions made through the terminal. Based on the reports that are received by the bank after the close of the day, the results are reconciled. However, there are times when the bank has questions about specific transactions, then it requests paper checks for acquiring - slips. The bank complies with legal requirements, therefore it is obliged to check suspicious transactions and counteract fraudulent transactions.

Below in the table we will step by step consider the actions if your address from the acquiring bank has received a request for documents:

№	Procedure	What to pay attention to
1	The bank has sent you a request to provide slips	Pay attention to the deadlines for submitting documents
2	You are collecting a package of documents	It is better to attach a photocopy of the checks, even if they are slightly worn out
3	Make an inventory of the documents being transferred and put them in a folder	This is necessary in order to check during the return transfer whether everything was returned to you, and in order to prove that you submitted the documents on time
4	Submit documents to the bank	When transferring a package of documents, make sure that the bank puts a mark on the inventory on acceptance of the documents
5	If the bank has no more questions, after a while you receive the documents back	Check the package of documents with the inventory

Attention! Banks do not work with this terminal without a CTLS pin pad.

The best choice of pin pad for this INGENICO IPP220 terminal
1. External device parameters

The POS terminal of the above brand consists of:

Printer;
Backlit graphic display;
Contactless card reader;
Magnetic card reader;
Reader for smart cards;
Keyboards.

The device’s keyboard, in turn, has:

Navigation buttons and function keys located under the display;
Function key F;
Green confirmation button (OK);
Red button to cancel operations;
Yellow button to make corrections.

2. Features of the location of the POS terminal

The POS device must be placed on a flat surface. Convenient access to telephone lines and email. socket is required. The POS terminal must be installed away from heat sources. The equipment should be protected from dust contamination, vibration effects and electromagnetic radiation (away from PCs, video terminals, security systems).

3. About operating conditions

The POS terminal can be operated in the following temperature range - from 5 to 45 degrees with a plus sign. In this case, the maximum humidity can reach up to 85% at a temperature of +40°C.

4. operating features

Before performing any manipulations related to POS terminal support, you should make sure that the device is turned off, i.e. its power cable is disconnected.

5. Features of check paper

Thermal paper can be damaged if the conditions for its proper storage are not followed; therefore, it is better to avoid:

Storing paper rolls in areas of excessive humidity or dampness (for example, near air conditioners);
Exposure to direct sunlight or UV rays for quite a long time;
Exposure of paper to organic solvents (glue);
Contacts with plasticizer materials (transparent PVC folders);
Getting wet (water ingress);
Excessive friction or other physical impact.

To obtain a high-quality product, you should only use heat-sensitive paper that is approved by the manufacturer.

Unsuitable paper can damage the POS device's thermal printer.

6. Refilling the receipt roll

The POS terminal can only use one paper receipt roll. When it comes to the end, a red stripe appears on the paper tape, warning you that the roll needs to be replaced.

The refueling algorithm looks like this:

Open the compartment by lifting the latch located on the rear panel, then pull the cover back without using force.
Insert the roll into the previously opened compartment.
You should pull some of the paper up and hold it that way.
Thread the paper tape and close the fastener compartment.
Press the latch until it clicks (make sure it clicks into place).

Important! When inserting a new roll, you need to tear off part of it (for a full turn)!

7. Cleaning the POS terminal

First of all, you need to disconnect the entire set of cables from the device. When cleaning, make sure to follow the following list of rules:

Use a soft cloth dampened with soapy water to clean the surface of the POS terminal;
No need to touch electrical connections;
The use of solvents and abrasive detergents is prohibited to avoid damage to plastic and electrical contacts;
Avoid prolonged exposure to intense sunlight;
There is no need to insert foreign objects into the smart card slot.

8. Features of transportation and storage

Using original packaging for all components will protect them from damage.

Disconnect the POS terminal cables when transporting it.

9. About troubleshooting

The POS terminal cannot turn on or connect to the telephone line:

Check the condition of the power cable and information wires;
Make sure the electrical network is working properly.

Unable to establish contact with the bank:

It's worth checking to see if the phone line is busy;
You need to make a call to technical support.

Cannot read card:

Make sure that the magnetic card is inserted correctly (stripe to the POS device);
Carry out the next check with one quick movement;
Check the magnetic strip for damage or scratches.

Check receipts are not printed:

Make sure the paper receipt roll is present and positioned correctly. Place the roll according to the instructions;
Check the type of paper you are using (thermal paper should be used).

Why does accounting require supporting documents?

Clause 6.3 of the instruction of the Central Bank of the Russian Federation No. 3210-U dated March 11, 2014 states that accountable persons are required to submit advance reports along with supporting documentation, but the instructions of the Central Bank do not say which check is needed for reporting to the accounting department. Essentially, this is any financial form that confirms expenses and contains mandatory primary accounting details. Otherwise, the form cannot be accepted for accounting.

The widespread transition to online cash registers has made significant changes in the procedure for conducting settlements with accountable persons. Almost all sellers of goods, works or services are required to make purchases through an online cash register. The buyer is issued a fiscal cash receipt (hereinafter referred to as FKCH) or a new type BSO. Law No. 54-FZ clearly defined which check can be accepted for an advance report, and accepting forms that do not comply with the new regulations for the use of online cash registers carries tax risks for the company.

There are only three days to report! ConsultantPlus samples and instructions will help you do this. Get free access for 2 days to use.

What documents cannot confirm expenses?

Representatives of the Ministry of Finance and the Federal Tax Service have repeatedly pointed out to accountants which checks cannot be accepted for advance reports:

the document has faded, the details are unreadable;
The FCC does not contain any mandatory details;
the contents of the payment transaction do not correspond to the sub-report, for example, payment for a hotel room does not coincide with the dates of the business trip;
the document is damaged, some of the required details are lost.

IMPORTANT!

If supporting documents for the advance report are drawn up in violation of the legislation of the Russian Federation, then expenses on them are not taken into account for tax purposes, since they do not have proper documentary evidence (letters of the Ministry of Finance No. 03-03-06/2/94579 dated 12/05/2019, No. 03- 03-06/1/3300 dated 01/22/2020, No. 03-03-06/3/4915, No. 03-03-06/1/4913 dated 01/28/2020).