POS Terminal and pECR Totals Do Not Match: How to Find the Daily Discrepancy

At the end of the day, the total amount of card payments on the bank POS terminal may not match the amount of cashless payments in the PECR. In such a situation, the first step is to identify the specific transaction that caused the discrepancy.

To check this, compare three data sources: bank terminal transactions, PECR fiscal receipts, and sales and payments in Torgsoft. Each system records its own part of the transaction. The POS terminal confirms the movement of funds through the bank, the pECR—the fiscal receipt, and Torgsoft — the sale and its payment in accounting.

If the POS terminal is connected to Torgsoft, the program sends the payment amount to it and receives the transaction result. This eliminates the need for the cashier to enter the amount again, but even with this setup, after a technical failure or an incomplete transaction, the data in the three systems may differ.

First, determine the amount of the discrepancy

Take the bank terminal report for the required day and compare the total card payments with the PECR data. Then in Torgsoft open Report → Daily Cash Register Report, and select the same date and the required cash register. This report shows the money received through the cash register for the selected day. This is the exact path to the report specified in the Torgsoft help documentation.

At this stage, it is only important to determine the difference. For example:

The difference itself does not yet indicate the cause. It provides an amount that makes it easier to find the problematic transaction.

Get the list of POS terminal transactions

For proper reconciliation, one final Z report from the terminal is not enough. You need a list of card transactions for the day showing the amount and time of each transaction.

This is confirmed by Torgsoft technical support practice. In a real support case where the cashless amount in the pECR Z report did not match the Z report of the bank terminal, after the initial check the specialist asked the customer to obtain a statement of terminal transactions broken down by each transaction and showing the time.

Such a statement allows you to check specific transactions, for example, whether a payment of 850 UAH at 16:42 exists simultaneously in the bank, the PECR, and Torgsoft.

Check receipts in PECR analytics

In Torgsoft open Settings → Software ECR → Software ECR Analytics. For the required pECR, set the period and check the fiscal documents for the day. In analytics, you can see the date and time of the receipt, its type, total amount, fiscal number, cashier, accounting center, the related Torgsoft document, and the status of sending it to the State Tax Service server.

Now compare the transactions by time and amount. For each card transaction in the bank statement, find the corresponding fiscal receipt.

At this stage, it usually becomes clear in which of the three systems the discrepancy appeared.

You can also quickly determine which sale was processed through the pECR and which was not in Analysis - Analysis of Fiscal Product Sales, where there are filters by payment form and receipt fiscal status. You can select a cashless payment form and review transactions with the type “product receipt” or “without receipt” to identify the relevant sale and process it fiscally again.

What situations actually occur

One of them is an extra fiscal receipt. In a Torgsoft technical support case, a sale of 55 UAH was processed through the pECR twice via the mobile application. Only one payment was made through the bank terminal, and there was actually only one sale in Torgsoft. Therefore, the pECR total differed from the other two data sources.

The opposite situation is also possible: the fiscal receipt is registered, but the transaction in Torgsoft was not completed. Such a case also exists in the technical support history: «The receipt went through the PECR but did not go through Torgsoft». After diagnostics, the specialist helped process the sale in Torgsoft and resolve the related discrepancy.

Another scenario occurs when the bank transaction is completed, but Torgsoft does not receive or record its result. The Torgsoft help documentation explicitly describes such a situation for certain bank terminal protocols. For these, there is an operation to cancel the current bank transaction before the end of the day. The specific capabilities depend on the bank, terminal model, and connection protocol.

If the terminal operates separately from Torgsoft and the cashier enters the amount manually, you should also check the transaction amount itself. An error in a single digit creates a discrepancy between the bank transaction and the sale in the program. With Torgsoft integrated connection, the program sends the amount to the terminal automatically.

One of the reasons for discrepancies in reports when customers are just starting to work with the pECR is the absence of the “Fiscal” attribute in the product type. It is important to remember that without this parameter, even cashless transactions with a connected PECR will never be processed fiscally.

If several Sole Proprietorships work at one cash register

In this setup, additionally check which company the bank account and PECR belong to.

In Torgsoft, when generating a fiscal receipt, the company specified in the document is taken into account. If the payment is made to a bank account for which a separate company is specified, the program uses the company assigned to that bank account. Therefore, an incorrect relationship between the account, company, and PECR may direct the fiscal transaction to a different company than the cashier expected.

In this case, reconciliation should be performed separately for each company and its pECR.

What to do when the problematic transaction is found

The correction method depends on what has actually already happened: whether the bank debited the money, whether the State Tax Service registered the fiscal receipt, and whether the sale and financial document were created in Torgsoft.

Therefore, you should not process the card again just to make the amounts match. Likewise, you should not create an arbitrary sale or refund on the following day to compensate for the previous discrepancy.

First, save the bank document confirming the transaction and check the fiscal number of the receipt in PECR analytics. If the bank transaction was completed, there is no need to debit the customer's card again. If the pECR has already registered the receipt, repeated fiscalization may also create a new discrepancy.

For certain bank terminal protocols, Torgsoft supports the «Cancellation» operation for transactions from the current day. It applies to the bank transaction and does not itself create a financial document in Torgsoft. Therefore, it should be used according to the specific protocol and situation.

If the shift has already been closed or it is unclear which document should be corrected, it is safer to first provide the data to a technical support specialist. The correction must correspond to the actual transaction that took place in the bank and was or was not registered through the pECR.

How to reduce the likelihood of discrepancies

For a workstation with a pECR, the Torgsoft help documentation provides the Receipt Type setting — «Fiscal» and Receipt Printing Conditions — «Mandatory for Every Sale». With this setup, a fiscal receipt is generated after payment for each sale.

If the store regularly accepts cards, Torgsoft integration with the bank terminal eliminates manual amount entry: the program sends the transaction to the POS terminal and receives the result back.

For cash registers used by several companies, you should separately check the relationships between bank accounts, companies, and pECR, as well as the relationship between the product type and the company (if this working method is selected). It is also better to reconcile card payment totals daily while it is still easy to find a specific sale by time and amount.

What to provide to technical support if you could not identify the cause yourself

To avoid having the specialist start the investigation only from the overall difference in the Z reports, prepare:

1. the date and retail outlet where the discrepancy occurred;

2. the cashless amount according to the POS terminal, PECR, and Torgsoft;

3. the amount of the difference;

4. the bank terminal statement with individual transactions and their times;

5. the pECR and the company under which the cash register was operating;

6. the amount and approximate time of the suspicious transaction;

7. the fiscal receipt number, if available;

8. the number or details of the corresponding sale in Torgsoft;

9. the error text or screenshot if the program or terminal displayed a message during payment.