Card Payment Recorded as Cash in Torgsoft: How to Correct the Payment Type and Reconcile PECR

The customer paid by card, the bank terminal confirmed the payment, but in Torgsoft the sale was recorded as a cash payment. In this situation, business owners often ask whether the card needs to be processed again, how to remove the excess amount from the cash register, what to do with an already registered pECR receipt, whether stock balances will change, and how to reconcile the amounts in Torgsoft, the POS terminal, and fiscal records. The answer primarily depends on what is recorded in the pECR fiscal receipt: it may already contain the correct cashless payment even if, in Torgsoft financial accounting, the payment was posted to the cash register.

How card payments should be processed in Torgsoft

In the standard scenario, the cashier creates a sale and opens the payment window. For a card payment, the cashier selects «Cashless payment» and the current account to which the funds will be credited.

If a bank terminal is connected to Torgsoft and communication with it is enabled, after clicking «Pay» the software sends the transaction to the POS terminal. After receiving a successful response from the terminal, Torgsoft credits the amount to the selected current account. If communication with the terminal is disabled, Torgsoft can process the cashless payment to this account without sending another request to the POS terminal.

Thus, one card purchase creates related records in three systems:

If these three records do not match, first determine exactly where the incorrect data is. The correction method depends on this.

First check the POS, Torgsoft, and pECR

Do not start by voiding, refunding, or deleting the financial document. First find the specific transaction.

In the bank terminal or bank report, check the amount, time, and transaction result. Make sure that the card payment was actually completed. Save the slip receipt or the transaction details if they are available.

In Torgsoft, check the sale and where the software credited the payment: to the cash register or to the current account.

Then open «Settings → Software ECR → Software ECR Analytics» and find the corresponding fiscal receipt. Check which payment method is registered in it.

After this check, there are two fundamentally different cases.

In an actual technical support case, a card sale in Torgsoft was recorded as cash, while the pECR receipt had the correct payment method «Cashless». The specialist reprocessed the receipt in the software so that the financial document for the sale became cashless.

In this situation, the fiscal record is already correct. The receipt is registered with the State Tax Service as cashless, so there is no need to void it, create a fiscal refund, or issue another receipt.

Only the financial part in Torgsoft needs to be corrected:

1. Find the sale with the incorrect cash payment.

2. Reprocess the payment for this sale as cashless.

3. Specify the correct current account.

4. Check that the amount is no longer included in the cash register.

Technical support describes this operation as reprocessing the receipt in the software so that the financial document for the sale becomes cashless.

For the business owner, the important result is that the sale itself is not created again. The goods have already been sold and written off from stock. Only the financial representation of the payment changes.

For example, the customer paid UAH 1,200 by card. The POS shows a successful transaction for UAH 1,200, the pECR contains a cashless receipt for UAH 1,200, but the «Daily Cash Register Report» in Torgsoft includes this UAH 1,200 as cash. After reprocessing, this amount should move from the cash register to the required current account. The sale itself remains a single sale.

For such technical reprocessing, it is better to contact Torgsoft support, especially if the cash day has already been closed. Deleting related financial documents independently may create another discrepancy.

This is a different situation. The bank recorded the card transaction, but a receipt with the wrong payment method was sent to the fiscal server.

Internal reprocessing in Torgsoft is not sufficient here because the fiscal document registered with the State Tax Service also needs to be corrected.

The State Tax Service specifically addresses cases where the payment method was selected incorrectly in an ECR or pECR — for example, «cash» instead of «card». When correcting such an error, a report is drawn up containing the amount and details of the original settlement document. The report must be kept for three years. 

The next steps depend on whether the incorrect receipt is the last receipt in the current shift.

If the incorrect receipt is the last one and the pECR shift is still open

Torgsoft supports voiding the last pECR settlement receipt. The command is available in the «Software ECR» form in the «Receipt operations» group, as well as from the sales form. An arbitrary earlier receipt cannot be voided: the operation is available only for the last registered settlement document. After voiding, the receipt is excluded from X and Z reports and loses its fiscal status.

The State Tax Service applies the same rule: voiding is possible for the last receipt before the next settlement document is registered, including the next fiscal receipt or Z report. 

After voiding, the sale must be processed with the correct cashless payment method.

 There is an important Torgsoft detail here: you should not create a second independent sale of the goods on top of the first one if this would result in the goods being written off from stock twice. The payment must be corrected and the existing transaction fiscalized again. For an already completed transaction, the safer option is to reprocess the payment for the sale, which is the method used by Torgsoft technical support. The system includes a mechanism for working with unpaid sales: an existing sale can be paid without creating another goods document.

There is no need to process the card again

If the bank has already confirmed the transaction, the customer has already paid. Sending another command to the POS terminal may result in a second charge.

Torgsoft allows a cashless payment to be posted to the current account without contacting the terminal: for this purpose, the «Use connection with bank terminal» option is not enabled.

If data from an already completed card transaction needs to be transferred to the fiscal receipt, Torgsoft allows the bank terminal payment parameters to be entered manually. The software opens the «Bank terminal payment parameters» form, where the data is entered according to the terminal slip receipt. This scenario is used when the terminal operates separately or when the connection between the terminal and Torgsoft is not used for a particular transaction.

Therefore, the correction logic is as follows: the original bank payment remains → the incorrect fiscal receipt is cancelled → the payment in Torgsoft becomes cashless → the correct fiscal receipt is created. There is still only one bank transaction.

If other receipts have already been issued after the incorrect receipt

Voiding that receipt is no longer available.

The State Tax Service states that after subsequent settlement documents have been registered, the incorrect transaction is cancelled by registering a negative amount — by issuing a refund receipt. 

In Torgsoft, the standard mechanism for such a transaction is available through «Document → Return». The software allows you to find the original sale by receipt, select the goods, perform «Return goods», and then «Refund money».

To correct the payment method, this means two consecutive accounting operations.

First, the return cancels the incorrect sale: the goods are returned to stock and the incorrect cash movement is offset. After that, the goods are processed again with the correct cashless payment.

The card funds are not actually refunded to the customer if the purchase remains valid. The bank transaction has already taken place and is the payment for these goods. The fiscal refund is used here to cancel the incorrectly recorded settlement transaction.

When processing the correct transaction again, the POS terminal is not started a second time. In Torgsoft, select cashless payment, the correct account and, if necessary, enter the details of the already completed bank transaction from the slip receipt. Manual entry of these parameters is expressly provided for in the Torgsoft help system.

Why the goods are not written off twice in this case

If only the financial document for the same sale is being corrected, there is no movement of goods at all. Only the way the money is accounted for changes.

If correcting the fiscal receipt requires a return and a new sale, the goods movement looks like this: original sale: −1 → return: +1 → correct sale: −1. The final stock result corresponds to one actual sale.

A problem occurs if a second sale is created without cancelling the goods movement from the first sale. In that case, the goods will indeed be written off twice. This is why you should not correct the payment method by randomly creating another sale.

Is a bank refund to the card required

If the customer keeps the goods and the original POS transaction is the actual payment for the purchase, a bank refund is not required.

There are two different operations here:

• fiscal correction of the incorrect receipt;

• actual refund of money to the customer by the bank.

The second operation is required only when the store is actually refunding the customer.

In Torgsoft, a refund through an integrated bank terminal is a separate operation, and some scenarios require the details of the original transaction. Therefore, there is no need to initiate a bank refund merely to change «Cash» to «Cashless» in internal or fiscal accounting.

What to do if the Z report has already been generated

This is a critical point for fiscal correction.

In its explanation dated May 5, 2026, the State Tax Service explicitly states that after the daily Z report has been generated and the work shift has been closed, the legislation does not provide a mechanism for cancelling on the following business day an amount that was incorrectly processed through an ECR or pECR.

Therefore, you should not open a new shift the next day and independently create an «offsetting» receipt for the previous day’s transaction.

If the payment method was incorrect and the Z report has already been generated, keep:

• the original fiscal receipt;

• confirmation of the card transaction;

• the report documenting the incorrect payment method;

• Torgsoft data showing the discrepancy.

The procedure for further reflection in fiscal accounting should be agreed with the accountant or the State Tax Service. Torgsoft internal financial accounting can be brought into line with the actual situation separately, but it is better to contact technical support so that adjustments to a previous cash day do not alter the current balance in an uncontrolled manner.

How to check that everything has been corrected properly

After the correction, there should be one actual purchase, one bank transaction, and the correct payment method.

For example, the customer purchased goods for UAH 1,200 by card.

Before correction, Torgsoft may have shown +UAH 1,200 in the cash register even though this money was not physically there. The POS shows +UAH 1,200 as a card payment.

After correction:

• the goods remain sold as one unit;

• the cash register does not contain this UAH 1,200;

• in Torgsoft, UAH 1,200 is posted to the corresponding current account;

• the bank still has one transaction for UAH 1,200;

• the payment method in the pECR corresponds to the actual payment.

To verify the result, compare «Software ECR Analytics», the cash register data in Torgsoft, and the bank terminal report. In actual support cases, technical support determines which part needs correction by comparing internal and fiscal data.

What you should not do

 Do not try to correct this discrepancy using cash deposit or cash withdrawal service operations. These operations describe actual cash movement in the cash register and do not change the payment method of the original sale.

 Do not process the customer’s card a second time if the POS confirms the first transaction.

 Do not make an actual refund to the card if the purchase is not being cancelled.

 Do not create a second sale without understanding what happened to the first one: this may change the stock balances.

 Do not void the pECR receipt if the fiscal receipt already has the correct cashless payment method. In this case, only the financial document in Torgsoft needs to be corrected.

 Do not leave the identified discrepancy until the next day if the current shift is still open. After the Z report, fiscal correction options are significantly limited. 

How to prevent incorrect recording of card payments

First of all, use the current version of Torgsoft.

For stores with a POS terminal, it is also advisable to use Torgsoft integration with the bank terminal. The cashier selects cashless payment, Torgsoft sends the amount to the terminal, and the transaction result is returned to the software. The cashier does not need to enter the amount manually a second time.

For the salesperson role, you can block the ability to disable communication with the POS terminal independently. Torgsoft role settings include the parameter «Allowed not to use connection with bank terminal». If it is disabled, an employee with a restricted role will not be able to clear the «Use connection with bank terminal» option during a card payment.

Before generating the Z report, it is useful to compare three indicators: POS card transactions, cashless payments in Torgsoft, and receipts in «Software ECR Analytics». If the amounts differ, first find the specific receipt and only then correct the documents.

In short: what to do if the card payment went through but Torgsoft shows cash

First check the fiscal receipt.

 If the pECR already shows «Cashless», do not change the fiscal receipt. The financial document in Torgsoft needs to be reprocessed from the cash register to the correct current account.

 If the pECR also shows «Cash», the fiscal document must also be corrected. The last receipt in an open shift can be voided. If other receipts have already been registered after it, the State Tax Service provides for a refund receipt. After fiscal cancellation, the transaction is processed with the correct cashless payment method. 

 If the Z report has already been generated, do not independently create a void or an «offsetting» receipt the next day. The State Tax Service does not provide such a mechanism after the shift has been closed. The discrepancy must be documented, and Torgsoft internal accounting must be separately brought into line with the actual situation. 

Thus, the main task in this situation is to determine where exactly the incorrect payment method appeared. If the discrepancy exists only in Torgsoft, the financial document is corrected. If the fiscal receipt is also incorrect, the pECR is corrected first, after which the correct movement of funds is restored in Torgsoft. The card payment and the goods should not be processed again unless the corresponding cancellation operation has been performed.