Postpaid and NovaPay: setting up "Payment Control" and fiscalization of split payments

Processing Nova Poshta Cash on Delivery and "Payment Control": from creating a waybill to fiscalizing the remaining balance

In online trade, shipping goods with partial prepayment and cash on delivery is standard practice, but this process raises the most questions for entrepreneurs. Torgsoft technical support regularly receives questions such as: "Why does Nova Poshta show an error that cashless payment or cash on delivery is unavailable?", "How do I enable cash on delivery and payment control at the same time?", or "How do I correctly process a pECR receipt for an advance payment, and then a receipt for the remaining balance received from NovaPay?". The issue is that Nova Poshta has changed the rules for money transfers for Sole Proprietorships, while the tax authority requires strict compliance with the fiscalization procedure for split payments (prepayment + credit/cash on delivery).

This article will help you understand how to correctly set up "Payment Control" instead of regular cash on delivery, how to create waybills without errors, and how to legally fiscalize such sales in Torgsoft.

1. What is «Payment Control» and why is regular cash on delivery not suitable for Sole Proprietorships?

«Payment Control» is a separate additional Nova Poshta service available only to customers (legal entities and Sole Proprietorships) that have signed an agreement with the company. It provides control of payment in cash or by card for the received shipment, after which the funds are transferred directly to the sender's current account (IBAN) the next day.

Entrepreneurs often confuse this service with regular «Cash on delivery» (return delivery of money). It is important to know two things:

• Ban on cash-on-delivery payments for businesses. Nova Poshta no longer allows Sole Proprietorships to use regular cash on delivery with cash payment; for this, an agreement must be signed and the «Payment Control» service must be used.

• Mutually exclusive services. The «Payment Control» function duplicates the cash-on-delivery functionality. They must not be enabled simultaneously when creating a waybill. If «Payment Control» is activated for the sender, the sender cannot use the «Cash on delivery» delivery type, and vice versa.

2. Creating a waybill with «Payment Control» in Torgsoft

To work with the «Payment Control» service in Torgsoft, the additional option «Integration with Nova Poshta» is used. If this option is connected, the program helps create waybills directly from Torgsoft and work with return delivery parameters.

On the Nova Poshta waybill creation form, the «Payment Control» service has been moved to the «Delivery type» field of the «Return delivery» block. This allows you to select the required payment option when processing the shipment and avoid confusion between regular cash on delivery and payment control.

Automatic substitution in the waybill

If you create an order and the «Cash on delivery» attribute is set in the invoice, while there is still debt under the invoice (it is not fully paid), Torgsoft will automatically enable the «Payment Control» service when creating the waybill, provided it is available for your API key. If the service is not connected under your agreement with Nova Poshta, the program will automatically select the standard «Cash on delivery».

This algorithm also works reliably when creating a waybill from a template: if the «Payment Control» service is saved by default in your template, the program will use it. The invoice attribute «Cash on delivery» will be automatically enabled or disabled after creating the waybill, depending on which service was used.

Sender setup (avoiding errors)

To avoid the Nova Poshta server error "Payment by cashless settlement is unavailable for payer type Sender", make sure that the sender counterparty in the Torgsoft database is not configured as a «Private individual». The sender must have a legal entity specified (Sole Proprietorship or LLC) with a linked current account, and the API key must be generated from the Nova Poshta business account.

3. Fiscalization of the remaining balance (NovaPay) and prepayment through pECR

The tax authority emphasizes: if an entrepreneur receives payment in parts (prepayment to a card + cash on delivery through NovaPay), a separate fiscal receipt must be issued for each such transaction. The tax authority does not limit the number of receipts for one order.

Here is the correct procedure in Torgsoft:

Step 1: Fiscalization of prepayment (advance payment)

1. The entrepreneur creates an invoice for the customer and adds products to it.

2. Using the "Enter prepayment" button, the advance amount is entered, for example, to a current account or card.

3. The program will offer to print a receipt. The pECR fiscal receipt will indicate that this is a Prepayment receipt, and the prefix «Prepayment for...» will appear at the beginning of the product name (this text can be additionally configured).

4. The prepayment receipt can be placed in the parcel together with the product or sent to the customer via SMS, Viber, or E-mail.

Step 2: Shipping the product. You create a Nova Poshta waybill with the «Payment Control» service

When the customer comes to the post office to collect the product, they pay the remaining balance. At the same time, the postal service (NovaPay) is obliged to issue the customer its own receipt confirming that the customer paid cash on delivery to the carrier company (for the money transfer).

Step 3: Fiscalization of the final payment (debt closing)

1. The next day, funds from NovaPay are credited to your Sole Proprietorship current account.

2. You open Torgsoft, create an outgoing invoice for this invoice (or find the one already created during shipment), and enter the additional payment.

3. The program will ask whether to print a receipt. Print the receipt.

4. This receipt will show the full cost and quantity of the product, the amount of the previously made prepayment (advance payment), and the amount of the additional payment you are entering now.

Which «Payment method» should be selected for NovaPay?

In Torgsoft, you can flexibly configure payment methods for the pECR. Since money from Nova Poshta is credited to your current account, you select the payment form «Cashless» (To current account). To ensure that everything is displayed correctly in tax reporting, you can create or select a special payment method from the directory, for example, «Payment through NovaPay integrator» or «Transfer to current account».

Typical errors and how to solve them

1. Nova Poshta error. "The transferred Cash on delivery service is unavailable".

• Reason: you are trying to ship the product as a Sole Proprietorship using regular cash on delivery.
• Solution: use the «Payment Control» service (the program will activate it automatically if you have signed an agreement).

2. Torgsoft error. "The sum of rows does not equal the total amount in the document" when using pECR.

• Reason: usually occurs if you manually changed the order contents after fiscal prepayment had already been processed, or specified the wrong payment type (cash instead of cashless).
• Solution: if the customer changed the order, first process a refund of the fiscal prepayment, change the order contents, and then process the payment again.

3. The pECR receipt shows "Bank card" instead of "Cashless" when payment is made to the current account.

• Reason: in older versions or with incorrect pECR setup, the program could generalize cashless payments.
• Solution: starting from newer versions of the program, you can clearly separate payments  using payment methods: if the payment was made through a POS terminal — it is «Bank card»; if the funds were credited to IBAN (including from NovaPay) — it is «Cashless» (or another payment method configured by you).

After setting up the «Payment Control» service and the correct financial document allocation scheme in Torgsoft, you will be able to quickly process hundreds of orders from your online store and maintain proper reporting records for the tax authority.