Fiscalization of payments from NovaPay

What Is the Fiscalization of NovaPay Payments, and Why Is It Complicated? 

Fiscalization of cash-on-delivery payments, particularly through Nova Poshta's NovaPay service, is one of the most common issues for which e-commerce business owners contact technical support. The problem arises because there is a time gap between shipping the goods and receiving the payment: the goods are sent to the buyer without full payment, the customer pays at the carrier's branch, and NovaPay subsequently transfers the funds to the Sole Proprietorship's current account (IBAN). Business owners have several questions: when to issue a fiscal receipt, how to correctly record the transaction when a partial advance payment has been made, what to specify on the receipt — «cash on delivery» or «credit», how to name the payment method, and why the standard cash-on-delivery arrangement without a cash-on-delivery agreement / transfer of cash-on-delivery payments to an account may be unavailable or restricted for Sole Proprietorships.

Below is a comprehensive procedure for handling such payments in the Torgsoft inventory management system.

1. Cash on Delivery via NovaPay: Transferring Funds to the Seller's Account

An important technical and legal consideration that Sole Proprietorships encounter when creating a waybill is that the official cash-on-delivery arrangement through Nova Poshta for Sole Proprietorships and legal entities requires a cash-on-delivery agreement / transfer of cash-on-delivery payments to an account through NovaPay. Under this arrangement, the buyer pays for the goods upon receiving the shipment, and NovaPay transfers the funds to the seller's account.

Therefore, in Torgsoft, this transaction should not be recorded as cash received by the seller at the carrier's branch, but as a sale followed by a cashless transfer from a financial intermediary to the business owner's or company's account.

To use cash on delivery when payment for the goods must be transferred to the account of a Sole Proprietorship or company, the seller signs up for a cash-on-delivery agreement / transfer of cash-on-delivery payments to an account through Nova Poshta / NovaPay. Under this arrangement, the buyer pays for the goods upon receiving the shipment, and NovaPay transfers the funds to the seller's business account or another account specified in the agreement.

2. How to Fiscalize a Sale: Procedure in Torgsoft

Torgsoft helps record complex online sales scenarios: partial advance payment, shipment of goods with cash on delivery, and subsequent settlement of the outstanding balance after the funds are received from NovaPay. Most operations are performed through the «Sales with invoice issuing» mode.

If the customer makes a partial advance payment before the goods are shipped, Torgsoft generates a fiscal receipt for the advance payment.

• The receipt shows the total quantity of goods and their full selling price, while the advance payment amount is proportionally allocated among the individual items.

• The prefix «Advance payment for» is automatically added before the item name on the fiscal receipt.

• The receipt's rounding and change section shows the payment type, the advance payment amount, and the outstanding amount payable under the document.

If the goods are sent to the buyer with cash on delivery through Nova Poshta / NovaPay, the shipment must be recorded in Torgsoft along with the amount the buyer still needs to pay upon receiving the parcel.

If an advance payment has already been made for the order, it will continue to be shown on the fiscal receipt as the advance payment amount. When a fiscal receipt for the order includes both the payment amount and the outstanding balance, the remaining amount that the buyer must pay upon receiving the goods can be shown using the payment method "NovaPay" or "Payment via the NovaPay integrator".

The fiscal receipt should specify:

• payment form: CASHLESS;
• payment method: "NovaPay" or "Payment via the NovaPay integrator".

According to the fiscal position of the State Tax Service, if the seller uses an ECR/РECR for such a sale, the receipt must be generated for the full sale amount before the goods are shipped or provided to the buyer when / before the goods are handed over to the delivery service. After the funds are received from NovaPay, a second sales receipt for the same goods does not need to be generated.

The word «credit» should not be used for a standard NovaPay cash-on-delivery transaction unless the seller and buyer have actually arranged a sale on credit or by instalments. For cash on delivery, it is safer to specify the payment method as «NovaPay» or «Payment via the NovaPay integrator», while recording the unpaid amount in Torgsoft as the buyer's outstanding balance until the funds are received.

When the funds from NovaPay are transferred to the account of the Sole Proprietorship or company, payment for the previously shipped delivery note or invoice must be recorded in Torgsoft. This transaction settles the buyer's outstanding balance in the accounting records.

If a receipt for both the payment amount and the outstanding balance was generated when the delivery note was created based on the invoice (order), a fiscal receipt does not need to be generated through the РECR when the funds are received from NovaPay, because the fiscal receipt has already been issued for the full order amount. You only need to record payment for the delivery note in Torgsoft without generating another fiscal receipt.

If, for any reason, the fiscal receipt for the order (invoice) was generated only for the payment amount (advance payment), a final-settlement fiscal receipt must be generated through the РECR when the funds are received from NovaPay.

3. How to Correctly Name the Payment Method in the РECR («NovaPay»)

Many business owners contact technical support with the following question: what payment form and payment method should be specified on the fiscal receipt if the funds were received through NovaPay or LiqPay?

According to the State Tax Service's clarification, line 18 of the fiscal receipt specifies the payment form — «CASH», «CASHLESS», or «OTHER», while line 19 specifies the payment method actually used to pay for the goods. For payments made through online acquiring and payment services, the State Tax Service directly provides examples of payment methods: LiqPay, Mono, NovaPay, EasyPay, and others. Therefore, Torgsoft can use one of the previously specified payment methods, «NovaPay» or «Payment via the NovaPay integrator», for the cashless payment form.

The receipt should specify:

• payment form: CASHLESS;
• payment method: NovaPay or Payment via the NovaPay integrator.

This correctly shows that the buyer paid for the goods through NovaPay and that the seller received the funds as a cashless transfer to their account.