VIP client in debt and PECR: when is “Trading with account statement” needed?

Selling on Credit to VIP Customers and Fiscalization (pECR): When and Why “Trade with Invoice Issuance” Is Needed

In retail and wholesale trade, building trust-based relationships with regular customers often involves selling goods on credit, installment payments, or accepting an advance payment for future purchases. To automate such processes, Torgsoft provides a mode for working with VIP customers. However, with the mandatory implementation of software electronic cash registers (pECR), classic credit sales involve certain technical and legal nuances. Entrepreneurs often ask technical support specialists the following questions: «Why is a regular fiscal receipt not printed when a VIP customer repays a debt?», «Why does debt payment sometimes go through the fiscal registrar as a cash deposit?», «How can an advance payment be fiscalized correctly so that there are no discrepancies with the tax authority later?», and «How can a partial payment from a customer be linked to a specific product?». To answer these questions, it is necessary to understand how pECR interacts with debt operations and why the «Trade with Invoice Issuance» mode is best suited for such purposes.

Why Is a Credit Sale Not Closed Through pECR as a Regular Sale?

The standard «Sale» mode is designed for situations where the moment of handing over goods to the customer and the moment of payment coincide. If you release goods to a VIP customer on credit through the regular «Sale» mode, a fiscalization problem occurs.

According to official data from the developers, direct work with VIP customers (credit sales) together with software pECR directly in the «Sale» form is currently not fully supported. If you try to accept a debt payment from a VIP customer for goods that were previously issued, a full fiscal receipt for the goods will not be printed. Instead, so that the cash amount in the fiscal registrar matches the actual amount of money in the physical cash desk, the program may print a receipt with a «Cash Deposit». This does not affect the amount of taxes, but it is not a full fiscal receipt for the sale of goods.

In addition, when entering an advance payment in a regular sale, difficulties may arise with displaying the prepayment in the receipt, which may lead to confusion in analytics and reports.

Solution: Switching to the «Trade with Invoice Issuance» Mode

For correct and legal fiscalization of prepayments (advance payments), partial shipments, and credit payments (postpayments), specialists recommend using the «Trade with Invoice Issuance» mode. This mode is designed specifically for trade operations that are “extended” over time.

To work with pECR in this mode, the program settings (Settings - Options - Receipt) include special parameters: «Print prepayment receipt on pECR» and «Print invoice receipt on pECR». They allow you to configure the system so that it either offers to print receipts or always prints them when funds are received.

How to Process an Advance Payment (Prepayment)

1. In the «Trade with Invoice Issuance» mode, go to the «Invoice» tab and create a new invoice for the customer.

2. Add the required goods to the invoice.

3. Click the «Make Prepayment» button.

4. The program will offer to print a fiscal receipt for the prepayment amount, depending on your settings.

How to Process Shipment on Credit and Postpayment

1. When it is time to hand over the goods, an «Expenditure Invoice» is created based on the existing invoice.

2. If the customer takes the goods but has not paid in full yet (takes them on credit), the payment method «Credit» may be used in the pECR receipt payment forms for the remaining debt amount. It is important that this payment type is configured in advance in your pECR.

3. When the customer later brings money to repay the debt, you find this expenditure invoice and click «Make Payment for Goods».

4. The program will generate a receipt for the remaining amount. The program will correctly calculate the amount to be paid, based on previous prepayment receipts, and the receipt will indicate the number of that prepayment receipt.

How to Process a Return

• Advance payment return. If the customer made a prepayment but the expenditure invoice has not yet been created (the goods have not been shipped), you can return the money using the «Prepayment Return» button directly on the «Invoice» tab.

• Return of shipped goods. If the goods have already been shipped (an expenditure invoice has been created), the return is processed on a special «Returns» tab inside the «Trade with Invoice Issuance» mode. Here, you click «Add», select goods from a specific expenditure invoice, and return the funds to the customer using the «Pay Out» button. The program will offer to print a fiscal return receipt.

Alternative for Internal Accounting (Without pECR)

If you do not use pECR to fiscalize debts and keep only internal management accounting for named VIP customers in the «Sale» form, Torgsoft recommends using the 3rd operating mode: «Partial Payment with Product Breakdown». This mode allows you to issue goods without payment or use the customer’s advance payment (money left in the cash desk “for later”) to pay for new goods. The main advantage of this mode is that for each item in the expenditure invoice, you can clearly see the amount paid for it and the remaining debt. You can select specific goods that the customer wants to pay for right now and leave the rest as debt or return them.