Accounting for debts of buyers

26.03.2026 10:57

Trade automation expert at Torgsoft

Accounting for customer debts in Торгсофт: a detailed guide

Торгсофт software provides entrepreneurs with powerful tools for financial accounting, including a flexible customer debt control system. Debt accounting allows stores to safely operate with deferred payments, sell goods on credit, and avoid financial losses.

Below is a structured breakdown of exactly how customer debt accounting is implemented in the Торгсофт system.

1. Who can buy on credit: VIP client status

In Торгсофт software, the ability to buy goods on credit or with deferred payment is not granted to everyone, but only to trusted customers. For a client to take goods without full payment, their card must have the "VIP client" mark.

Such privileged buyers get the right to take items home for trying on without payment or with only partial payment. The system automatically records the amount of goods taken and how much money the client has already deposited.

Note: this same mechanism is used if store sellers or employees take goods against their future salary — they are simply registered as VIP clients.

2. Three modes of working with VIP client debts

To adapt to different business processes, Торгсофт offers three different modes for accounting VIP client payments, which are configured in the software parameters:

Maintain commodity-money balance. This is the simplest scheme. Customer payments are not tied to specific receipts or goods. The program simply keeps a running total: how much the client owes the store overall. This is convenient for a high level of trust, when the client just periodically "brings in money", paying off the total balance.

Link payments to realization. Stricter control. Each customer payment is clearly linked to a specific invoice (realization). The owner sees exactly which purchase the client has not yet paid for. If the client is late with a payment, such unpaid realizations are highlighted in crimson color in the lists.

Partial payment with itemized breakdown (Recommended mode). The most detailed approach, which is set in the program by default. This mode allows you to see the payment amount and the remaining debt not just by receipt, but for each individual position (item) in the sales invoice. In addition, this mode allows the use of advances: if a client left an overpayment (change), the program records it as a negative debt, and these funds can be automatically written off during the next purchase.

3. Setting limits and controlling debt

To protect the business from excessive credits, Торгсофт provides a "Limit VIP client debt amount" feature. The owner just needs to specify the maximum debt amount in the settings, and the program will physically prevent the seller from releasing goods on credit if this limit is exceeded.

Paying off debts is very convenient. When scanning a debtor's card, the program immediately signals the presence of a debt. The cashier can accept money to partially pay off the debt, completely close the debt, or process a return for the unpaid goods.

4. Payment in "Credit"

In addition to the internal VIP debt system, Торгсофт supports recording bank or other external loans. During payment for goods, the cashier can select "Cashless payment" and check the "Credit" box. The paying bank financing the purchase is specified at this time.

All such credit operations fall into a special section "Control of loan payments for buyers". Here the store owner can track the sale date, bank name, total amount, and the remaining balance to be paid.

5. Global analytics: balance with partners

For global control of all debts (both buyers and suppliers), the "Balance with partners" mode is used.

Here you can filter the list by the "My debtors" parameter.

In the general table, all customer debts to the store are highlighted in green.

If the store owes the client (for example, the client left an advance), such a record is highlighted in red.

From this same form, you can quickly generate and print a detailed "Mutual settlements card" for each specific buyer to provide them with a statement or reconciliation report.

6. Unforeseen debts of regular clients

Regular buyers (without VIP status) cannot buy goods on credit. However, the system has a safeguard for force majeure cases (for example, a sudden power outage or computer failure while processing a receipt).

Such "pending" receipts go to a special registry "Unpaid realizations of regular clients". A debt is recorded if the receipt debt is more than 0.09 UAH. The administrator must regularly check this section and make a decision: either process the payment manually (if the money was actually deposited into the cash register), or cancel and delete this realization so the goods return to the warehouse stock.

Summary: the debt accounting system in Торгсофт allows building trusting relationships with regular clients without losing financial control. Thanks to the separation of client statuses, setting limits, and detailed analytics for each product, the entrepreneur always knows how much money is "frozen" in customer debts and when it will be returned.

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Financial accounting

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