Cash in the cash register: official deposits, withdrawals and error corrections for the upcoming cash register day

Working with cash requires absolute accuracy, but in practice entrepreneurs often face discrepancies between the actual amount of cash, the data in Torgsoft, and PECR reports. The most common requests to technical support are related to the inability to withdraw funds due to the error “the withdrawal amount is greater than the available amount”, confusion when depositing cash float, and critical cash register blocking due to the error “the cash register day was closed with a future date”. These narrow but highly painful problems can immediately stop sales and require targeted database adjustments or a deep understanding of the logic of service cash operations.

Service cash deposits and withdrawals: main rules and causes of discrepancies

A service cash deposit (for example, cash float at the beginning of a shift) and a service cash withdrawal can be performed either only in the Torgsoft accounting system or simultaneously with transmitting data to the tax authority via PECR. Discrepancies most often occur due to the cashier violating the sequence of actions or confusing payment types.

1. Error “To make a service cash deposit, you must open a shift on the PECR”

This situation occurs in the morning when the cashier tries to deposit cash float into the cash register before opening the shift. In the user action log, this is recorded as an attempt to perform the “Deposit money into the cash register” operation before the shift is actually opened on the PECR.

How to do it correctly? Always open the shift on the PECR first, and only then make a service cash deposit using the “Deposit money into the cash register” button (with the fiscalization checkbox enabled). If you create a regular “Incoming cash order” without fiscalization, it will affect only the balance in Torgsoft but will not be recorded in the PECR.

2. Error “The withdrawal amount exceeds the current cash amount registered for the shift on the PECR”

The cashier tries to perform cash collection or a service cash withdrawal, but the program blocks the action. This means that the fiscal cash register of the PECR contains less cash than you are trying to withdraw. Why this happens:

• A non-fiscal item was sold, which increased the cash balance in Torgsoft, but this money was not transmitted to the tax authority.

• The payment was made through a bank terminal (cashless), but the cashier mistakenly tries to withdraw this amount as cash.

• The service cash deposit of cash float at the beginning of the day was forgotten.

How to correct the discrepancy:

If the balance in Torgsoft and the PECR does not match, the adjustment is made by creating financial documents.

• To add cash both in Torgsoft and in the PECR, you need to create an incoming cash order for depositing funds (for example, on behalf of the owner) and be sure to select the “Process the operation through the fiscal recorder” checkbox.

• If the amount needs to be adjusted only in Torgsoft (because the amount in the PECR is already correct), this checkbox must be cleared. The same applies to creating an outgoing cash order for manually removing excess funds from the program’s records.

Problem: “Closed cash register day” (including a future date)

The sign that the cash register day is closed is a lock icon next to the date in the “Cash Register Summary” form. No changes can be made, sales cannot be processed, and financial documents cannot be created on a closed cash register day.

The most critical situation is when the cash register day is closed with a future date. This usually happens due to a system time failure on the computer (for example, the date shifts one month ahead), a sale or financial document is created, then the date returns to the current one, but the program has already recorded the closure of a future day. Torgsoft automatically closes the previous cash register day with the first cash operation of the next day.

How to restore cash register operation:

1. Go to the main menu item Payment -> Cash Register Summary.

2. Clear the date period in the upper left corner of the window (using the cross button) so that the program displays absolutely all cash register days, including incorrect future periods.

3. Find the days with a future date that have a lock icon next to them.

4. Select these days and click the “Cancel cash register day closing” button. The lock should disappear.

5. Search and change dates: if sales documents or cash orders were mistakenly created in the future period, you need to find them and change their date to the correct one (current date), or delete them if they were created accidentally.

6. After correcting the dates of all documents, be sure to click the “Recalculate cash register day” button in the summary form so that the program calculates the correct opening and closing balance for the day.

7. After recalculation, unnecessary (empty) cash register days with a future date must be deleted.

Strict control over the correct date and time (and time zone) on the computer that acts as the database server will help prevent similar situations in the future.