How to generate a final period report for a deregistered PECR

After closing a store, changing the Sole Proprietorship, relocating a retail outlet or replacing the cash register, an entrepreneur may need a monthly, quarterly or annual report for a PECR that has already been deregistered by the STS. In such cases, users ask why TransactionsRegistrarAbsent appears, whether old receipts have been retained, how to obtain sales and return totals by payment method, and whether the PECR must be registered again solely for the report. In Torgsoft, a summary report for such a registrar can be generated using fiscal documents that remain in the local database.

Basic concepts and the current status of the issue

PECR — a software electronic cash register that has its own fiscal number and transmits settlement documents to the STS fiscal server.

Z-report — a fiscal reporting receipt for a shift. Its registration on the fiscal server closes the shift.

A summary report for a period in Torgsoft — is a printed analytical report in which the number and amounts of sales and return receipts are calculated from Z-report data and broken down by payment method. It is not a new Z-report: it does not close a shift and does not resend settlement transactions to the STS.

Local fiscal documents — are receipts and Z-reports recorded in the Torgsoft database while the cash register was operating. They make it possible to generate a historical report when the STS server no longer processes ordinary requests for a closed PECR.

If the STS has cancelled the PECR registration, the server may respond: Error code: 1 TransactionsRegistrarAbsent. PECR with fiscal number … is not registered.

In Torgsoft versions where change No. 198265 has been implemented, this response does not block report generation. The software reports that the PECR is closed, uses data from the local database and indicates in the report that the PECR is closed. This behaviour is described in the Torgsoft update.

What TransactionsRegistrarAbsent means

TransactionsRegistrarAbsent means that the fiscal server cannot find a registered PECR with the specified fiscal number. For a historical report, this is an expected response if the registration of that PECR has actually been cancelled.

However, this response may also occur in other situations:

• the store relocated, the old PECR was cancelled, and a new one has not yet been registered for the new business unit;

• an incorrect fiscal number is selected in Torgsoft;

• the registration data has not yet been processed by the fiscal server;

• the PECR was automatically cancelled by the STS after termination of the Sole Proprietorship or closure of the business unit.

Therefore, first determine which scenario applies to your cash register:

• if this is an old PECR and only historical analytics are required — generate the report using local data;

• if the PECR should be operating now — check its status in the Electronic Cabinet, the fiscal number and registration for the required business unit. Do not process new sales through it until the status has been clarified.

After the PECR registration is cancelled, it is removed from the Register, and its fiscal number is closed and cannot be used again. This is provided for by Procedure No. 317 and explained by the State Tax Service.

Where Torgsoft gets data after the PECR is closed

While the PECR is operating, Torgsoft stores the created fiscal documents in its database: sales receipts, return receipts, service documents and Z-reports. Cancellation of the PECR registration by the STS does not delete these records from the local Torgsoft database.

For the summary report, the software uses Z-report data and the related receipts available in this database. Therefore, the ability to obtain a complete report depends on the integrity of the specific database.

Local data may be incomplete if:

• some receipts were created in another database or another program;

• an older backup was restored after the cash register had been used;

• a document was registered with the STS but was not saved to the local database due to a technical failure;

• local fiscal records were deleted or damaged;

• offline documents were not properly synchronised before the PECR was cancelled.

The «PECR closed» mark explains why the report was generated without current fiscal server data. It does not confirm that the local database is complete and does not replace reconciliation with STS data.

How to generate the report

Automatic processing of a closed PECR was added under task No. 198265 to the 2022.0.60 and 2022.4.13 update branches. If an older version is installed, update Torgsoft or generate the report manually using local data.

Before updating, create a backup copy of the current database.

Go to: Settings → Software ECR.

Select the record with the fiscal number of the closed PECR. Compare the number with the documents or information in the Electronic Cabinet so that you do not generate a report for another cash register or another Sole Proprietorship.

Run «Summary report for period». Specify the start and end dates. The report can be generated for any period: month, quarter or year.

The «Use data from the tax service server» setting is enabled by default. Leave it enabled if you are using a version containing change No. 198265.

Torgsoft will send a request to the fiscal server. If the server reports that the PECR has been deregistered, the software will:

1. display a message that the PECR is closed;

2. continue generating the report without server data;

3. use fiscal documents available in the Torgsoft database;

4. add information to the printed report stating that the PECR is closed.

There is no need to re-register the old PECR or its closed fiscal number.

In the report, verify:

• the PECR name and fiscal number;

• the start and end of the period;

• the number of sales and return receipts;

• sales and return amounts;

• distribution of amounts by payment method;

• the mark indicating that the PECR is closed.

Revoked, cancelled and test Z-reports are not included. The basic form displays the first five payment methods; if necessary, the template can be expanded to eight.

If a payment method was renamed during the selected period, payments before and after the renaming may be displayed as separate values.

Open print or print preview and save the document using an available method, for example by printing to PDF. Keep the report together with the backup copy of the database from which it was generated.

How to generate the report in an older version

The ability to generate a summary report without the STS server existed even before automatic processing of TransactionsRegistrarAbsent. To do this, disable «Use data from the tax service server» in the report form. Torgsoft will then generate the report using local receipts. This mode is described in the 2022.0.43 update.

Procedure:

1. Open Settings → Software ECR.

2. Select the required PECR.

3. Run «Summary report for period».

4. Specify the period.

5. Disable «Use data from the tax service server».

6. Generate and check the report.

In an older version, the report may not contain an automatic mark that the PECR is closed. If the action is unavailable, the software does not display the required registrar, or generation ends with a server message, update Torgsoft.

Do not change the PECR status at random and do not manually edit fiscal database tables.

What to do if the amounts do not match

The local report reflects what is stored in the selected Torgsoft database. A discrepancy should not be corrected by simply adjusting the summary amount. First, identify its cause.

Check in sequence:

1. Period. Whether the dates correspond to the required month, quarter or year.

2. PECR. Whether the fiscal number, Sole Proprietorship and retail outlet have been selected correctly.

3. Completeness of Z-reports. Whether the database contains Z-reports for all working shifts.

4. Local receipt numbering. Gaps may indicate that some documents were created in another database or that records were not retained.

5. Offline operation. Whether all offline receipts were sent to the STS before the registration was cancelled.

6. Payment methods. Whether they were renamed and whether card payments were recorded as cash.

7. Report template. If more than five payment method names were used, whether additional columns are displayed.

8. Database. Whether the report is being generated in the working database rather than an old copy.

If the required local receipts or Z-reports are missing, the summary report itself will not restore them. Do not create documents retroactively and do not modify database records without analysis by a technical specialist.

How the summary report differs from a Z-report

• Z-report — a fiscal reporting receipt for a shift. It is registered on the fiscal server and closes the shift.

• Summary report for period — an analytical printed Torgsoft form that combines data from several Z-reports.

The summary report does not replace Z-reports, a tax return or fiscal server data. It is used for internal reconciliation of revenue, returns and payment methods, preparation of accounting data and identification of discrepancies.

If the PECR was cancelled while a shift remained open, this is a separate scenario. For such a PECR, the fiscal server allows a Z-report to be generated and the shift to be closed. This is not the same as generating a summary report for several months or a year. The procedure is explained in the STS clarification.

What should be done before cancelling a PECR

If the registration has not yet been cancelled:

1. close the final shift and generate a Z-report;

2. make sure all offline receipts, Z-reports and service messages have been sent to the STS;

3. check that there are no gaps in local receipt numbering;

4. generate a control summary report using STS data;

5. create a backup copy of the current Torgsoft database;

6. only then submit the registration cancellation.

Before cancellation, the STS requires all created offline settlement documents, electronic Z-reports and prescribed messages to be transmitted to the fiscal server. Therefore, reconciliation before closing the registrar is more reliable than attempting to restore missing data afterwards.

Answers to frequently asked questions

Yes, if fiscal documents for that period remain in the Torgsoft database. In the current version, after receiving a response that the PECR is closed, the software automatically generates the report using local data.

No. A closed fiscal number is not reused. Registration is not required for a historical report; new sales require another active ECR or PECR.

No. This response may also indicate an incorrect fiscal number, lack of registration of a new PECR or a delay after registration data was submitted. If the cash register should be operating, check its status with the STS.

Yes. The report will then be generated immediately using receipts from the Torgsoft database. However, the automatic mark that the PECR is closed may not appear because the software did not receive a server response.

A match is expected if all fiscal documents were correctly registered and stored in the same database. If some receipts exist only on the STS server or in another database copy, the amounts may differ.

No. It is a Torgsoft analytical form for reconciliation. It does not replace fiscal receipts, Z-reports, fiscal server data or a tax return.

Do not add a fictitious PECR, substitute someone else’s fiscal number or manually modify database records. Create a backup and contact technical support, specifying the fiscal number, required period, Torgsoft version and the full message text.

How to contact Torgsoft technical support

A request can be sent from the software: Help → Technical support request.

You can also:

•  call: +38 (067) 558-37-84;

•  write on Telegram: @torgsoft_help.

Current contact channels are listed on the technical support page.

In the request, specify the PECR fiscal number, required period, Torgsoft version, full message text and whether the Sole Proprietorship, retail outlet address or database was changed.