Monobank and Privat24 bank statements in Torgsoft: how to avoid duplicating cashless payments

The customer paid for the goods by card or by bank transfer, and this payment is already recorded in Torgsoft. Later, the same payment appears in the bank statement. In this situation, business owners often ask whether the incoming payment needs to be recorded again, why the balance of the current account in Torgsoft may increase a second time after processing the statement, how to determine which payments have already been recorded, and how to separate employees’ access to different bank accounts.

For this purpose, Torgsoft has an additional «Bank statements» option. It retrieves transactions from Privat24, monobank, and Ukrsibbank and allows the required incoming and outgoing transactions to be transferred to the software’s financial accounting.

Main rule: receiving a statement and recording a payment are different actions

In Torgsoft, a bank transaction goes through two stages.

First, the software retrieves the bank statement. To do this, open: Payment → Bank account statements. Specify the period and click «Get statements». Torgsoft will display a list of bank transactions: date and time, amount, currency, account, sender, recipient, payment purpose, and direction of the money movement. At this stage, the bank transaction is not necessarily a new payment in Torgsoft financial accounting.

The second stage is performed by the user. For each transaction, you need to determine whether this payment has already been created in Torgsoft.

How to process a bank statement transaction correctly

After receiving the statement, first check whether the corresponding payment is already recorded in Torgsoft financial accounting.

If the payment has already been created in the software, there is no need to create another financial document. For example:

• during a card payment through a POS terminal;
• manually as a cashless payment in the sales window;
• automatically to the current account.

Find the corresponding bank transaction by date, amount, and payment purpose and select «Mark as transferred».

After that, the transaction in the statement will receive the «Sent» status, but no new financial document will be created in Torgsoft. In this case, the bank statement is used to confirm and reconcile the actual incoming payment.

If the payment is not yet recorded in Torgsoft financial accounting, use «Transfer financial transaction».

For example, a customer was issued an invoice for UAH 8,500 to an IBAN. The customer paid it the next day, and before the bank statement was received, this payment had not yet been recorded in Torgsoft.

After receiving the statement:

1. Find the incoming payment of UAH 8,500.
2. Make sure that this payment has not yet been recorded in Torgsoft.
3. Click «Transfer financial transaction».
4. Torgsoft will open the «Unidentified payment» form.

The software will automatically transfer the following data from the bank statement:

• current account;
• payment date;
• currency;
• amount.

If necessary, the user can specify the company, city, and description.

After saving, the payment will appear in: Document → Trade with invoice → Customer payments → Unidentified payments.

It can then be linked to a specific unpaid customer invoice using the «Link to invoice» action. Torgsoft will show the most relevant unpaid invoices, after which the user selects the required one.

The «Sent» status means that the bank transaction has already been processed: it was either transferred to Torgsoft financial accounting or manually marked as already recorded in another way.

Therefore, a simple rule applies to each statement entry:

1. Check whether the corresponding payment already exists in Torgsoft.
2. If the payment already exists — select «Mark as transferred».
3. If the payment does not yet exist — select «Transfer financial transaction».
4. After processing, make sure that the transaction has the «Sent» status.

This choice is where duplicate payments most often occur.

Where duplicate payments come from

Consider a typical sale for UAH 2,000. The customer pays by card. The cashier records the sale in Torgsoft as cashless, and the software has already created a payment to the current account. Torgsoft already contains: sale UAH 2,000 → cashless payment UAH 2,000 → current account. Later, the bank credits this money. The business owner opens the bank statements and sees the same UAH 2,000 transaction there. If «Transfer financial transaction» is selected now, Torgsoft will receive a command to create another payment.

As a result, one actual bank transaction may be recorded twice in the software:

If the transaction was previously recorded in Torgsoft in another way, not through bank statements, it should be marked as transferred rather than transferred to financial accounting again.

Two workflows that should not be mixed

It is useful for a business owner to determine in advance exactly when Torgsoft should create a payment.

Scenario 1. The payment is created during the sale

This is a typical option for a store.

The customer pays by card at the checkout. The cashier records the sale and immediately processes the cashless payment. Later, the bank statement confirms that the money has been received.

 Workflow: Sale → payment already created → statement → «Mark as transferred».

There is no need to transfer the incoming payment to a financial transaction again.

Scenario 2. The payment is created after the funds are actually received via IBAN

This option is more commonly used for invoices, orders, wholesale, and remote sales.

The manager creates an invoice. The customer transfers the money later. After the payment is received, the manager retrieves the statement, transfers the transaction to Torgsoft, and links it to the invoice.

 Workflow: Invoice → bank receives the money → statement → «Transfer financial transaction» → unidentified payment → link to invoice.

Here, the bank statement is the source of the financial document.

How «Automatic payment to current account» works

Torgsoft has a separate mode for businesses where most sales are paid cashlessly immediately.

In the «Sale» form, open the «Additional» menu and enable: «Automatic payment to current account». This mode is disabled by default. Torgsoft remembers its state after restarting the software.

When this mode is enabled, after clicking «Pay», Torgsoft processes the payment by default as cashless to the specified current account. For this purpose, the current company and the default current account must be specified. This mode itself does not create duplicates. A duplicate appears if, after such a sale, the user retrieves the statement and transfers the same bank transaction to financial accounting again.

 Therefore, for a store with automatic cashless payments, the workflow is simple: payment created during the sale → bank confirmed receipt → statement entry is marked as transferred.

How to configure Privat24 correctly

The «Bank statements» option is configured in: Settings → Bank account statement settings. For a new account, click «New» and create a Merchant.

For PrivatBank, specify the following in Torgsoft:

• Merchant type — PrivatBank;
• full IBAN;
• client identifier of the created «Auto client»;
• «Auto client» token;
• a clear account name;
• the internal Torgsoft current account to which the bank statements will be linked.

The IBAN must be available in the corresponding Privat24 for Business account.

The link to the internal current account determines where Torgsoft will post financial transactions after they are transferred from the statement.

How to configure monobank correctly

For monobank, select MonoBank in the «Merchant type» field.

Torgsoft then allows you to select the account type:

• Personal/Sole Proprietorship;
• Legal entity account.

Specify the name, select the corresponding internal Torgsoft current account, and add the MonoBankAPI token.

For a personal account or Sole Proprietorship, you can click «Load accounts» and select the required account from the list. For a legal entity account, the account number is entered manually. For a legal entity, information about the sender and recipient is also available in the statements.

A bank account and a cash register are different objects in Torgsoft

One point that often causes confusion should be clarified here. An incoming payment from a bank statement is linked to the current account. It should not be credited to the store’s cash register. The cash register is used for cash.

If the business owner actually withdraws money from the bank account and places it in the cash register, Torgsoft has a separate «Withdraw money to cash register» operation for this purpose. When performing it, the user selects the account from which the funds are debited and the cash register to which they are credited.

Therefore, when configuring bank statements, the main connection looks like this: bank account → Merchant → current account in Torgsoft.

The cash register appears in this workflow only when there is an actual movement of money between the bank and cash.

If one bank account is used for several stores

The bank account itself holds the company’s money. Individual sales may belong to different stores, customers, or orders.

When an incoming bank transaction is transferred, Torgsoft creates an «Unidentified payment». You can specify the company, city, and description in it and then link the payment to a specific customer invoice.

A practical rule for a retail network: do not allocate the same incoming bank payment across the cash registers of different stores. First determine which invoice or order the money was received for and link the payment to that specific document.

If there are several stores, companies, and bank accounts, it is better to give the internal accounts in Torgsoft clear and unambiguous names, for example:

• Sole Proprietorship 1 — PrivatBank — main account;
• Sole Proprietorship 1 — monobank;
• LLC — PrivatBank;
• separate account for another company.

This reduces the risk that an employee will select another company’s account during a sale.

How to restrict employees’ access to bank statements

Torgsoft has separate permissions for working with each configured bank account. After creating a Merchant, click «Add user» and select the employee.

You can set one of three access levels:

• Incoming — the user can view incoming transactions;
• Outgoing — the user works with outgoing transactions;
• Full access — the user can view all transactions for this account.

This allows, for example, a manager to access customer payments without giving them access to all outgoing transactions of the company.

Separately, in Torgsoft user permissions, you can enable «Restrict access to current accounts» and specify which accounts are available to a particular employee.

This way, the employee will not see balances in the accounts of other stores and will not be able to accidentally direct a payment to another store’s account. Access to cash registers and accounting centers can also be restricted separately.

For a retail network, this is more important than simply hiding the balance: correctly configured permissions reduce the number of transactions that an employee can physically perform using the wrong account.

How bank fees and acquiring work

When creating a payment from a bank statement, Torgsoft can separately account for acquiring fees according to the current account settings.

For this purpose, there is a setting: Settings → Parameters → Additional functions → Bank account statements → «Account for acquiring when creating a payment». If it is enabled, when a payment is created, the software generates an acquiring financial document according to the account settings.

In the «Unidentified payment» form, you can also enable «Do not account for acquiring» for a specific transaction.

This is important for direct transfers to an IBAN. If a particular incoming payment is not an acquiring transaction, before saving it you should check whether Torgsoft should create a fee for it.

If a duplicate has already been created

Do not create an offsetting expense to artificially balance the account. It will add another financial movement and make verification more difficult.

First, find both payments.

To do this, open: Payment → Financial document → Current account.

Compare:

• date;
• amount;
• account;
• customer or counterparty;
• description;
• document linked to the payment.

You need to determine which entry represents the actual payment for the sale and which one was created a second time after the bank statement transaction was transferred.

If the extra financial document needs to be deleted for a previous day, Torgsoft may prevent the operation because the cash day is closed. To delete financial documents from previous dates, you may need to open the corresponding cash days through: Payment → Cash summary.

If the duplicate is already linked to a customer invoice, has changed settlements with the customer, or is in a closed period, it is safer to first check the chain of documents with technical support.

After correction, the bank statement entry should remain in the «Sent» status so that it is not processed again as a new payment.

How to check accounting after working with a statement

After processing payments, check three things.

• Current account. The balance and movement of funds in Torgsoft should correspond to the actual bank transactions, taking into account the financial transactions recorded in the software.
• Customer invoices. If a payment was received for an issued invoice, it should be linked to the correct invoice, and the customer’s outstanding balance should decrease by the payment amount.
• Statement. Processed transactions should have the «Sent» status. At the same time, one actual payment should correspond to one financial movement in Torgsoft.

What workflow should be established for employees

For most stores and trading companies, one simple rule is sufficient:

1. Retrieve the statement for the required period.
2. For each incoming payment, identify the amount, date, and payer.
3. Check whether the payment already exists in Torgsoft.
4. If the payment was already created during the sale — select «Mark as transferred».
5. If the funds have not yet been recorded in Torgsoft — select «Transfer financial transaction».
6. For an invoice payment, link the created «Unidentified payment» to the required customer invoice.
7. Check the correct current account, company, and whether acquiring fees need to be accounted for.
8. Do not process the same bank payment in two different ways.

When working with bank statements, the key question is: «Is this payment already recorded in Torgsoft financial accounting?»

If it is, the bank transaction confirms it and should be marked as transferred, after which it will have the «Sent» status. If the payment does not yet exist, the statement is used to create a financial transaction and then link it to the customer invoice. This distinction allows the bank and Torgsoft to be reconciled without duplicating cashless incoming payments.