How to organize PECR, online orders, delivery and returns in Torgsoft

How to organise pECR, online orders, delivery and returns in Torgsoft

Torgsoft allows you to manage the entire online store workflow: receive an order from a website or marketplace, reserve goods, generate an invoice and an outgoing invoice, accept payment, create a fiscal receipt, arrange delivery, return goods to the warehouse and review all operations in reports. Information about sales, payments, fiscal receipts, customers and goods movements is stored in a single system.

Some features are connected as separate options. These include: software ECR, online store synchronisation, integration with Nova Poshta, bank terminals, bank statements, the inventory accounting form and cloud archiving.

Connecting and using pECR

Torgsoft allows you to register a business unit, pECR and cashiers directly in the software. To do this, enter the registration details in the company record and connect the qualified electronic signature of the business owner or director.

After registering the pECR, you need to:

• add it to Torgsoft;

• link it to the relevant company and workstation;

• specify the cashiers authorised to use the pECR;

• configure payment methods and payment instruments;

• specify the goods whose sales must be fiscalised;

• check product names, prices, tax rates and required codes;

• configure the printing or electronic delivery of receipts.

One pECR can be configured for several cashiers working in shifts, with one cashier assigned to each shift. The software stores information about the cashier who generated each receipt.

During a sale, Torgsoft creates a sales document, deducts the goods from warehouse stock, records the payment and generates a fiscal receipt. The receipt is linked to the relevant sale, allowing the owner to check which sale it was created for.

A separate workflow must be configured for each payment method:

• cash;

• payment card via a POS terminal;

• online acquiring;

• bank transfer to an account;

• prepayment;

• interim payment;

• final payment;

• cash on delivery;

• sale with deferred payment.

The software follows the workflow selected by the user. Therefore, before starting work, you need to determine who accepts the money from the customer, when the receipt is generated and who fiscalises cash-on-delivery payments — the seller or the delivery service.

Electronic receipts for customers

A fiscal receipt generated in Torgsoft can be:

• printed;

• sent to the customer via SMS or Viber;

• sent by email;

• attached to an email as a PDF file;

• provided to the customer as a link to a receipt registered on the State Tax Service server.

The fiscal receipt number, pECR number, Torgsoft document number and a receipt verification link can be added to the message automatically.

If the customer’s phone number or email address is already stored in their record, the software can insert these details during the sale. Depending on the settings, a paper receipt does not need to be printed if the customer has received it electronically.

Prepayment, partial payment and final payment

The «Sales with invoice issuance» mode is used for orders involving prepayment. It allows you to generate an invoice for the customer, record the payment and create the corresponding pECR receipt.

For staged payments, Torgsoft supports three types of receipts:

1. Prepayment — generated when the first partial payment is made.

2. Interim payment — generated when the next payment is made but does not yet settle the entire outstanding amount.

3. Final payment — generated when the customer pays the remaining balance.

The fiscal number of the first prepayment receipt can be specified in interim-payment and final-payment receipts. The software also displays the amount previously paid, the current payment and the remaining outstanding balance.

One of the following receipt-generation modes can be configured:

• do not generate a receipt automatically;

• prompt the user to generate a receipt;

• always generate a receipt;

• generate a receipt only for the amount paid;

• generate a payment receipt that includes the outstanding balance;

• ask the user to select the required option before fiscalisation.

The specific setting is selected according to the agreement with the customer, the payment method and the procedure for transferring the goods.

Orders from an online store

During synchronisation with a website, Torgsoft can download customer orders and automatically create:

• an invoice;

• an outgoing invoice;

• a customer record;

• a delivery address;

• a list of ordered goods;

• the order amount;

• details for subsequent payment and shipment.

An order received from an online store has a separate marker, allowing an employee to distinguish it from a sale created directly in the software.

Torgsoft can also be synchronised with several websites. A separate synchronisation object is created for each website. The software can transfer stock balances, prices, product characteristics and photographs to the website and receive new orders from the website.

Delivery via Nova Poshta

After connecting the Nova Poshta integration in Torgsoft, you can:

• create a recipient;

• select a branch, parcel locker or address delivery;

• generate a consignment note;

• print the consignment note;

• send the shipment details to Nova Poshta;

• view the delivery status;

• update shipment statuses in bulk.

If an order is received from the online store together with the recipient’s details, city, branch number and phone number, Torgsoft can use this information to create the consignment note.

The employee can see whether the shipment has been created, transferred to the carrier, delivered or is being returned. This helps ensure that goods are returned to warehouse stock on time and allows the employee to check whether the cash-on-delivery payment has been received.

Cash on delivery

The procedure for handling cash-on-delivery payments depends on the agreement with the delivery service.

If the carrier accepts money from the customer, issues its own fiscal receipt and transfers the funds to the seller’s current account, Torgsoft can be used to manage:

• the customer’s invoice;

• the outgoing invoice;

• the consignment note;

• the delivery status;

• the outstanding balance until the funds are received;

• the payment after receiving the bank statement.

If the seller is required to generate the fiscal receipt, it is created through the connected pECR according to the selected payment and delivery workflow.

Goods returned by the customer

In Torgsoft, a return can be processed based on the original sale.

The employee can:

1. Open the «Document — Return» section if the sale was processed through a standard sales transaction.

2. Scan the receipt barcode or select the required sale from the list.

3. Select the goods being returned by the customer.

4. Create a return document.

5. Return the goods to the warehouse.

6. Record the refund.

7. Generate a return receipt through the pECR.

If the customer does not have the receipt, the sale can be found using a discount card, customer, product or list of previous sales.

The software allows the money to be refunded using the same payment method as the original payment. For a cashless transaction, the refund can be assigned to the relevant current account. When a bank terminal is connected, the refund transaction can be sent to the terminal and the payment slip details can be added to the document.

The return document remains linked to the original sale. In the pECR analytics section, you can view the fiscal number of the original sale, the return receipt, the amount and the cashier.

If the customer does not collect the parcel

When the delivery service returns an unpaid parcel, the actual movement of the goods must be recorded in Torgsoft:

• check the consignment note status;

• record the return of the shipment;

• return the goods to the available warehouse stock;

• save the consignment note number and the carrier’s documents;

• check whether any funds were received;

• check whether the original fiscal receipt was generated.

Files can be attached to a warehouse document in Torgsoft. This makes it possible to store the carrier’s receipt, the customer’s application, a report or another supporting document together with the return.

If no funds were received and the seller did not generate the original fiscal receipt, a refund transaction through the pECR is not performed. If the original receipt was generated, the return is processed with reference to that receipt.

Bank payments and statements

Torgsoft supports current-account management and the importing of bank statements. After configuration, the business owner can:

• receive account transactions;

• view the date and amount received;

• link a payment to the customer’s invoice or outgoing invoice;

• settle outstanding balances;

• monitor partially paid orders;

• account for bank fees;

• check refunds.

A bank POS terminal can be connected for card payments. In this case, the amount is transferred from Torgsoft to the terminal, and the transaction result is returned to the software. This reduces the risk of errors caused by the cashier entering the amount manually on the terminal.

Goods accounting and primary documents

Torgsoft stores the movement history of each product item:

• receipt from a supplier;

• internal transfer;

• reservation;

• sale;

• return from a customer;

• return to a supplier;

• write-off;

• stocktaking.

Supplier invoice numbers, suppliers, companies, purchase prices and other details can be entered in goods receipt documents. Information about the manufacturer, quality certificates, serial numbers, warranty, barcodes and product characteristics can be stored for goods.

The separate «Inventory Accounting Form» feature records opening balances, goods receipts and goods disposals based on documents created in the software. It is used after the relevant option has been activated and the inventory accounting start date has been configured.

For excisable goods, Torgsoft supports separate fiscal product settings, the transmission of the required codes and the inclusion of excise stamp details in the fiscal receipt.

Receipt monitoring and closing a shift

In the pECR analytics section, the owner or an authorised employee can check:

• the receipt date and time;

• the document type;

• the amount;

• the fiscal number;

• the linked sale, outgoing invoice or return;

• the cashier;

• the retail outlet;

• the payment method;

• whether the receipt was created online or offline;

• whether the receipt was transmitted to the State Tax Service server.

The software supports opening a shift, generating an X-report and Z-report, and recording cash deposits and withdrawals. The Z-report automatically closes the shift. A summary report can also be generated for a selected period, showing sales and returns broken down by payment method.

If the connection to the fiscal server is lost, the pECR can switch to offline mode. Once the connection is restored, Torgsoft sends the offline documents created during the outage to the server. The software allows you to check the status of offline sessions and whether each receipt has been registered.

Voiding in Torgsoft is used to cancel the most recently registered erroneous fiscal receipt. A return document and the corresponding return receipt are used for a standard goods return.

Data storage and employee monitoring

Torgsoft allows access rights to be configured for cashiers, sales assistants, inventory specialists, warehouse employees, managers and the owner. Each employee receives access only to permitted operations.

The software maintains a user activity log and a document change log. The owner can check who created, changed or cancelled an operation.

To protect information, you can configure:

• automatic scheduled database backups;

• the storage of backup copies in cloud storage;

• restricted access to financial and warehouse operations.

This workflow makes it possible to store orders, goods documents, payments, pECR receipts, consignment notes, returns and reports in a single system. Before launch, a separate workflow must be configured for each payment and delivery method, and employees must be provided with clear instructions on sales, cash-on-delivery payments, returns and closing the cash-register shift.