IBAN payments and acquiring in Torgsoft: how to correctly account for bank fees and avoid discrepancies

Different cashless payments may be credited to the same business settlement account: revenue from a bank POS terminal, a customer's payment of an issued invoice via IBAN, or a transfer from a counterparty. This distinction is important for Torgsoft because acquiring applies to card payments processed through the bank's payment infrastructure, while a regular IBAN transfer may not involve such a fee. Entrepreneurs contact support when, while processing a direct payment, the software creates an «Acquiring» expense, the balance in Torgsoft differs from the bank balance, or the same fee is recorded twice. For such cases, Torgsoft provides a separate «Do not account for acquiring» setting and a rule for payments created from bank statements.

IBAN payment and acquiring — are different transactions

First, you need to determine how exactly the customer paid.

IBAN payment — the customer receives the entrepreneur's account details and independently transfers money from their own bank account. For example, a store issued an invoice for UAH 4,800, and the customer entered the seller's IBAN in their banking app and paid the invoice.

Acquiring payment — the customer pays by payment card through a POS terminal or another acquiring channel. The bank processes the card transaction and charges a fee according to its tariff.

In Torgsoft, acquiring is defined specifically as a bank fee for payments for goods or services made by payment cards through payment terminals. The software assigns such expenses to a separate key financial analysis item «Acquiring». There is also a separate «Bank fee» item for other banking expenses, for example, fees for transactions involving the settlement account.

This distinction is fundamental.

Therefore, the mere fact that money has been credited to the settlement account does not mean that acquiring should be applied to the payment.

Why a direct IBAN payment may receive an unnecessary fee in Torgsoft

The problem occurs when one internal settlement account in Torgsoft is used for different payment methods.

For example:

• card revenue is recorded through it;

• customers pay issued invoices to the same IBAN;

• acquiring is configured for this account in Torgsoft.

When a user creates a payment, Torgsoft may apply the settings of this settlement account and create a related financial document «Acquiring».

For a card transaction, this may be correct. For a direct IBAN transfer — it depends on the actual terms of the bank.

That is why Torgsoft provides the switch: «Do not account for acquiring».

If the switch is enabled, the software does not account for the acquiring percentage when money is credited to the settlement account.

How to process a direct IBAN payment in Torgsoft

Let's consider a typical scenario.

A store issued a customer an invoice for UAH 5,000. The customer transferred UAH 5,000 directly to the entrepreneur's IBAN.

If this specific banking transaction has no acquiring fee, the payment should be processed in Torgsoft without acquiring.

If you enter the payment manually

When entering a cashless payment, select the required settlement account and enable: «Do not account for acquiring». After that, Torgsoft will credit the payment to the account without creating an additional acquiring financial document.

The software saves the state of this switch, so the employee should check this parameter when the payment method changes. If the previous payment was processed without acquiring and the next one is a card payment, make sure the setting matches the new transaction.

How this works when bank statements are loaded

Special attention is required when working with the additional «Bank Statements» option.

When Torgsoft receives a bank transaction and the user creates a payment based on it, the software may automatically generate an «Acquiring» financial document according to the settlement account settings.

This happens if the following setting is enabled: Settings → Parameters → Additional Features → Bank Account Statements → «Account for acquiring when creating a payment».

If this setting is disabled, the acquiring financial document is not created when a payment is created from the statement.

In addition to the general setting, the «Unidentified Payment» form has a «Do not account for acquiring» switch. It can be used for a specific payment.

This is useful when different types of incoming payments pass through the same bank account.

For example, during one day the bank statement shows:

• UAH 7,500 in card revenue;

• UAH 12,000 paid by a regular customer via IBAN;

• UAH 3,000 as an advance payment for an issued invoice.

Acquiring should not automatically be applied to all three transactions simply because they were credited to the same account.

Which setting to choose for bank statements

There are two practical options.

If most payments from statements involve acquiring

Leave «Account for acquiring when creating a payment» enabled.

For individual direct IBAN transfers, enable the following in «Unidentified Payment»: «Do not account for acquiring».

If most payments are direct IBAN transfers

It is more practical to disable automatic acquiring accounting when creating a payment from a statement.

Then acquiring transactions should be recorded according to the bank's actual processing scheme and the settings of the specific settlement account.

The main criterion here is the actual banking transaction, not the account name.

What does «acquiring was charged again» mean

In this context, it is important to distinguish between an actual debit by the bank and an entry in Torgsoft's internal financial accounting.

Torgsoft cannot independently charge the bank fee from your account a second time merely because a financial document was created.

If the software created an unnecessary «Acquiring» transaction, this means that an additional expense appeared in the internal accounting.

For example:

What actually happened at the bank:

• the customer transferred UAH 10,000 via IBAN;

• UAH 10,000 was credited to the account.

If acquiring is applied incorrectly in Torgsoft, the result may be:

• incoming payment — UAH 10,000;

• «Acquiring» — UAH 150;

• accounting result — UAH 9,850.

In this case, the bank shows UAH 10,000, while Torgsoft shows less.

The problem occurred in the accounting, not because the bank charged the fee twice.

Therefore, before making corrections, first open the bank statement and check the amount the bank actually credited or debited.

Do not confuse acquiring with «Bank fee»

In Torgsoft, these are two different key financial analysis items.

«Acquiring» — a fee related to a customer's payment by payment card through a terminal.

«Bank fee» — other expenses for banking services. For example, a fee for withdrawing funds from a settlement account.

This distinction is important during reconciliation.

If the bank charged a fee for a regular transfer, account servicing or another banking service, this expense should not automatically be classified as acquiring.

Check the transaction description in the statement and the bank's tariff terms.

Where settlement account parameters are configured

Settlement accounts are located within the Torgsoft retail network structure.

Open: Settings → Retail Network.

Select the top level of the retail network, click «Edit», open the «Settlement Account» tab, select the required account and open it for editing.

This is where the parameters related to bank fees and acquiring are located. 

Before changing these parameters, you need to know your bank's tariff. Do not copy settings from another account or another bank: the rules for crediting card revenue and charging fees depend on the specific agreement.

Why one rule cannot be set for all cashless payments

A cashless payment in Torgsoft describes the movement of money through a settlement account.

The source of this movement may vary.

The customer may have:

• tapped a card on the POS terminal;

• paid an invoice via IBAN;

• made an advance payment by bank transfer;

• paid a debt for goods shipped earlier.

Therefore, the rule «all cashless payments involve acquiring» is incorrect.

The correct logic is: determine how each payment was actually processed → then decide whether an acquiring fee applies.

How to process an IBAN payment from a bank statement

If you use the «Bank Statements» option, follow these steps:

1. Open Payment → Bank Account Statements.

2. Load statements for the required period.

3. Find the payment by amount, date, payer and payment purpose.

4. Check whether this payment was already created in Torgsoft.

5. If the payment does not yet exist, select the bank transaction and perform the «Transfer Financial Transaction» action.

6. After the transaction is transferred, the «Unidentified Payment» form will open.

7. On the form, select the correct settlement account and check the «Do not account for acquiring» parameter.

8. If this is a direct IBAN transfer without an acquiring fee, enable this parameter.

9. Save the payment.

10. If necessary, link the unidentified payment to the customer's issued invoice.

Torgsoft allows you to link an unidentified payment to an unpaid invoice using the «Link to Invoice» action. The software will display the relevant unpaid invoices, after which you need to select the required one.

If the payment was already created earlier

This is another reason why duplicate amounts may appear.

For example, a manager manually recorded a payment of UAH 6,000 when the customer sent confirmation of the transfer. The next day, the same UAH 6,000 was loaded from the bank statement.

If you perform «Transfer Financial Transaction» again, a second payment may appear in Torgsoft.

In this case, the bank statement line should be marked as transferred without creating another financial document.

Therefore, during reconciliation, two things should be checked separately:

• whether the incoming payment itself was created twice;

• whether the related «Acquiring» expense was created twice.

One real payment may produce an incorrect result under either of these two scenarios.

How does a refund work for an IBAN payment?

If the original payment was processed without acquiring, the same logic should be retained for the refund.

For refund transactions, Torgsoft also provides the «Do not account for acquiring» parameter. This prevents the software from creating an acquiring expense where there was none in the original transaction.

For example:

• the customer transferred UAH 3,500 to the IBAN;

• there was no acquiring in the original payment;

• the store refunds UAH 3,500.

In Torgsoft, such a refund should be processed without automatically accounting for acquiring.

If the bank separately charges a fee for the refund transfer itself, this bank fee is a separate transaction and should be recorded according to the actual statement.

Where do discrepancies of one or several kopecks come from?

In current operations, the reason for a discrepancy of a few kopecks may be the following:

• Torgsoft calculated the fee according to the specified parameter;

• the bank applied its actual tariff;

• the bank rounded the fee according to its own rules;

• the fee was calculated for the wrong transaction;

• an unnecessary «Acquiring» document was created in Torgsoft;

• the bank charged the fee as a separate transaction, while Torgsoft accounted for it together with the payment.

Therefore, you should not correct a one-kopeck difference using an arbitrary cash order.

First, find the specific transaction and compare:

1. the sale amount;

2. the payment amount in Torgsoft;

3. the amount credited according to the bank statement;

4. the amount in the «Acquiring» document;

5. separate bank fees in the statement.

This will help determine the reason for the discrepancy.

Example: card payment

The product was sold for UAH 1,000.

Under the acquiring terms, the bank charges a fee. In Torgsoft, the transaction is processed as a card payment and acquiring is accounted for.

The financial accounting will separately show:

• sales revenue;

• movement of funds through the settlement account;

• an expense under the «Acquiring» item.

This separation allows the owner to see how much accepting card payments costs.

Example: direct transfer to the same IBAN

Another customer received an invoice for UAH 1,000 and transferred the money using the account details.

If the bank does not charge an acquiring fee for this transaction, when processing the payment in Torgsoft you should enable «Do not account for acquiring».

Then the software will not create an «Acquiring» expense merely because the payment was credited to the same settlement account that is also used for card revenue.

If unnecessary acquiring has already been created

First, find the financial document.

Open: Payment → Financial Document → Settlement Account and set the required period.

Check:

• the date;

• the amount;

• the settlement account;

• the counterparty;

• the financial analysis item;

• the related payment.

If you see an «Acquiring» document, check which payment it belongs to.

Then compare it with the bank statement.

If the banking transaction was a regular IBAN transfer without the corresponding acquiring fee, the accounting document in Torgsoft should be corrected. For documents from previous or closed periods, do not simply delete records without checking related payments and cash register days. In such a situation, it is advisable to contact Torgsoft technical support.

What the owner should check

For proper reconciliation, it is enough to follow one principle: the amount and type of expense in Torgsoft must correspond to the actual movement of money in the bank.

Therefore, when configuring your workflow:

1. Check all settlement accounts in Torgsoft.

2. Determine which of them receive card revenue.

3. Check the bank's actual tariffs.

4. Do not automatically apply acquiring to all IBAN incoming payments.

5. For direct payments, use «Do not account for acquiring» if there is actually no acquiring fee.

6. If you use bank statements, check the «Account for acquiring when creating a payment» parameter.

7. Before transferring a transaction from a statement, make sure that this payment does not already exist in Torgsoft.

8. If there is a discrepancy, check the specific payment and the related «Acquiring» financial document.

 Important: a direct IBAN payment should not automatically be described as a payment where the bank always credits exactly 100% of the amount without any fee. This depends on the tariff and the specific banking transaction. For Torgsoft, the important point is different: if a specific payment has no acquiring fee, the software allows you to avoid creating one by using the «Do not account for acquiring» parameter.