Trade with an invoice statement: from statement to shipment fiscalization

In modern business, especially in online trade, the B2B segment, or made-to-order sales, payment and shipment of goods rarely happen at the same time. Entrepreneurs regularly face the following issue: a customer places an order, makes a partial prepayment to a bank account (IBAN), and pays the remaining amount upon receipt at the post office (cash on delivery) or to a courier. The standard cashier mode («Sale») is not suitable for this. Torgsoft technical support often receives questions such as: «How to fiscalize an advance payment correctly?», «How to link multiple payments from a Privat24 statement to specific orders so as not to get confused in customer debts?», «How to issue a receipt for the final settlement?». To solve all these tasks, the program has the «Trade with Invoice Issuance» (TWI) mode, which allows you to process an order through all stages: from a commercial offer to full fiscalization of a complex payment.

Below is a complete guide to the full order processing cycle in this mode.

Step 1. Creating an invoice (recording the order)

The process begins with creating a document that records the buyer’s intention. To do this, open the menu item «Document» — «Trade with Invoice Issuance», go to the «Invoice» tab and click the «Add» button.

In the invoice creation window, specify:

• Recipient (customer): selected from the counterparty database.

• Current account: bank details to which the payment is expected.

• Goods: on the «Invoice Goods» tab, add the list of items ordered by the customer, specifying quantity and price.

At this stage, the goods are not yet written off from the warehouse, but you can already reserve them or send the customer an invoice for payment.

Step 2. Accepting cashless payments (IBAN) and linking them to an invoice

When a customer pays for an order by cashless transfer, for example to your IBAN through their online banking, this money is credited to your bank account. To avoid confusion in debts and know exactly which order the funds were received for, Torgsoft has a mechanism for working with bank statements and Undefined Payments.

1. Thanks to the additional option «Bank Statements by Accounts», the program can automatically download transactions from Privat24, Monobank, or UkrSibbank.

2. These receipts enter the system as «Undefined Payments» — that is, money that has been received but has not yet been allocated to specific invoices. The owner can also create an undefined payment manually from the Torgsoft mobile app.

3. On the «Customer Payments» — «Undefined Payments» tab, select the customer’s transaction and click the «Link to Invoice» button.

4. A window with a list of unpaid invoices will open. Select the required invoice and click «Select».

What does this give you? The payment is accurately assigned to the selected invoice and becomes its prepayment. If several outgoing invoices are later created for this invoice, for example partial shipments, this prepayment will be automatically allocated to them, covering the customer’s debt. This fully eliminates confusion.

Step 3. Fiscalization of the prepayment (advance payment)

According to the requirements of the State Tax Service, if a customer makes a prepayment, even a partial one, a fiscal receipt must be issued for this transaction.

If you use the Torgsoft software ECR (PECR), the algorithm is as follows:

• When the first payment for the invoice is entered, or when the bank statement is allocated as described above, the program generates a fiscal receipt.

• The type «PREPAYMENT» is automatically specified in the header of such a receipt.

• The phrase «Prepayment for...» is added to the name of each product in the receipt. This is configured in the program settings.

• How is the quantity calculated? The quantity of goods in the prepayment receipt is split into parts in proportion to the amount of the advance payment relative to the total receipt amount.

• The remaining amount block will show the payment type (prepayment) and the amount of debt remaining under the document.

Step 4. Creating an outgoing invoice (shipment of goods)

When the goods are ready for dispatch, an Outgoing Invoice is created based on the Invoice. This is the document that actually writes the goods off from the warehouse.

• On the «Invoice» tab, click the «Create Outgoing Invoice» button.

• The program will ask for confirmation to remove the goods from the warehouse.

• If the goods are not shipped in full, you can use the «Partial Shipment» function by selecting only the items that are being sent to the customer at this moment.

• If a prepayment was previously made for the invoice, or an undefined payment was linked to it, it will automatically cover the debt for this newly created outgoing invoice.

Step 5. Subsequent payment and final settlement

When the customer receives the goods, for example at the post office with cash on delivery, and pays the remaining amount, this additional payment must also be fiscalized correctly.

Torgsoft automates the creation of complex chains of receipts on the PECR:

1. Subsequent payment. If the customer makes another partial payment, but it does not cover the entire debt under the document, the program generates a receipt with the type «SUBSEQUENT PAYMENT».

2. Final settlement. When the customer pays the final balance and the debt is fully closed, a «FINAL SETTLEMENT» receipt is generated.

Specifics of cash-on-delivery receipts:

• In the «Subsequent Payment» and «Final Settlement» receipts, the fiscal number of the very first prepayment receipt must be specified, linking them into a single chain for the tax authority.

• These receipts show the full cost and full quantity of the shipped goods, but the actual amount payable in the receipt will equal only the amount of the additional payment made.

• In Torgsoft settings (Settings — Receipt), you can flexibly manage this process using the «Print invoice receipt on PECR» setting. You can choose to generate the receipt only «For the payment amount» or «For the payment amount and debt». In this case, the receipt will be considered final and will specify which payment method will be used to repay the debt.

 Important warning about errors

If you have processed a payment, whether a prepayment or final settlement, and a fiscal receipt has already been printed for it, it is strictly forbidden to simply delete such a payment from the program using the «Delete» button. The receipt has already been sent to the State Tax Service. If the customer refuses the goods or an error occurs, the entire payment chain must be cancelled by carrying out the correct procedure: Return of goods/prepayment with the creation of a fiscal refund receipt. If no fiscal receipt was printed for previously entered payments/prepayments, then when entering a payment with fiscal receipt printing, the program will ask for the prepayment entry method in order to add those amounts to the current fiscal receipt.