How to separately track POS terminal and online acquiring payments in Torgsoft

A store can accept card payments through a POS terminal at the checkout, while an online store can accept payments through an online acquiring service. In addition, customers can transfer money directly to an IBAN. In Torgsoft, it is important to separate these payments correctly so that payment methods are not mixed, PECR receipts are generated correctly, and incoming payments can be reconciled with the bank statement.

Which payments should be separated

For accounting purposes, it is important to understand exactly how the customer paid.

It is better to separate these payment methods in the records because they may have different fees, reconciliation documents, and transaction processing procedures.

How to organize this in Torgsoft

The main principle is that each payment should be recorded using the payment method and settlement account that correspond to the actual payment.

For example, a store can separately account for:

• payments via POS terminal;

• payments via online acquiring;

• direct bank transfers to IBAN.

If different payment channels actually credit funds to different bank accounts, these accounts should be reflected accordingly in Torgsoft.

If POS and online acquiring payments are credited to the same bank account, there is no need to create several identical accounts artificially. Payments can be separated by payment method, payment service documents, and bank statement.

How to process a payment via POS terminal

If the customer pays by card directly in the store:

1. The cashier processes the sale in Torgsoft.

2. Selects the appropriate cashless payment method.

3. If the POS terminal is integrated with the software, Torgsoft sends the amount to the terminal.

4. The customer makes the payment.

5. The software receives the result of the banking transaction.

6. If necessary, a fiscal receipt is generated.

For an integrated bank terminal, Torgsoft can receive card transaction data and use it when processing the sale.

How to process an order that the customer has already paid for on the website

For example, a customer placed an order in an online store for UAH 2,000 and immediately paid for it through an online acquiring service.

When the seller processes this order in Torgsoft, there is no need to send UAH 2,000 to the POS terminal in the store again. The payment has already been made.

In Torgsoft, the received payment should be recorded using the appropriate payment method and linked to the sale or order. If the transaction is subject to fiscalization, the corresponding PECR receipt is generated for it.

In other words, a physical POS terminal should only be used when the customer actually pays for the purchase through it.

What to specify in the PECR receipt

It is important to distinguish between the form of payment and the means of payment. A card payment through a POS terminal and a card payment online may both be cashless, but the actual way the payment is processed differs. Therefore, in the PECR settings, you should use the means of payment that corresponds to the actual transaction.

The principle is simple: the receipt should show the method the customer actually used to pay.

If the customer used a POS terminal in the store, the transaction should not be recorded as a regular transfer to an account.

If the customer paid through online acquiring, there is no need to process this payment through a physical POS terminal just to complete the sale in Torgsoft.

How to account for the fee

Suppose a customer paid UAH 1,000 through online acquiring.

The payment service or bank withheld a UAH 20 fee, so UAH 980 was actually credited to the entrepreneur’s bank account. The sale amount remains UAH 1,000 because that is the amount paid by the customer. The fee should be accounted for separately as an acquiring service expense.

For reconciliation, you can use the following logic: customer payments − fee = actual amount credited to the bank account.

For example:

• online acquiring payments — UAH 10,000;

• fee — UAH 200;

• credited by the bank — UAH 9,800.

In this case, the UAH 200 difference is not a shortage in sales — it is the payment processing fee.

POS and online acquiring payments are credited to the same account. How to separate them

In a bank statement, funds from different payment methods may be credited to the same IBAN. However, they still need to be distinguished for internal accounting purposes.

For reconciliation, check:

• sales paid via POS;

• payments made through online acquiring;

• the bank terminal report;

• the payment service report;

• fees withheld;

• actual credits shown in the bank statement.

The owner needs to see not only how much money was credited to the bank account, but also which sales the funds relate to and what fee was withheld.

Is a transfer to IBAN considered online acquiring?

No. If the customer enters card details on a dedicated payment page and the payment is processed by a payment service, this is online acquiring.

If the customer receives bank details and independently transfers money to an IBAN, this is a bank transfer.

For accounting purposes, these transactions should be distinguished.

If several Sole Proprietorships use one POS terminal

For each entrepreneur, the following must be linked correctly: business → settlement account → bank terminal merchant.

Then, when a POS payment is made, the funds are directed to the account of the entrepreneur making the sale.

Online payments should be organized in the same way: the payment should be credited to the entrepreneur on whose behalf the relevant sale is made.

At the same time, the name of the payment method in the PECR does not by itself determine which Sole Proprietorship’s account the bank will transfer the funds to.

What to do if the card was charged but Torgsoft did not complete the sale

Do not process the payment again until you have checked the result of the first transaction.

First, check the payment status on the POS terminal or in the banking service and make sure whether the funds were actually charged.

If the payment was processed but Torgsoft did not receive confirmation from the terminal due to a communication failure, you need to determine the status of the transaction that has already been completed rather than charge the customer again.

To verify the transaction, you may need banking transaction data, including the RRN, merchant, amount, and sale status in Torgsoft.

How to check payments at the end of the day

The owner only needs to reconcile four indicators:

1. How many sales were paid via POS.

2. How much was received through online acquiring.

3. How much was withheld in fees.

4. How much was actually credited to the bank account.

If the store works with several Sole Proprietorships, this reconciliation should be performed separately for each entrepreneur.

Key point

To prevent POS payments, online acquiring, and bank transfers from being mixed, each payment in Torgsoft should correctly identify: who receives the money → which account it is credited to → how the customer paid → whether a POS terminal was used → what fee was withheld.

This way, an order already paid for online will not be sent to the bank terminal again, the fee will not distort the sale amount, and Torgsoft data will be easier to reconcile with the PECR and the bank statement.