Cashier's guide: making a sale, choosing a payment method, mixed payments and avoiding mistakes

This step-by-step guide will help you correctly process product sales in Torgsoft, avoid confusion with cash registers and payment types, and quickly respond to non-standard situations with the terminal or pECR.

Step 1. Creating a receipt and selecting a Sole Proprietorship / pECR

1. Open the sales form: go to the menu item «Document» — «Sale».

2. Identify the customer: if the customer has a discount card, scan its barcode in the «Barcode/Art.» field or find the customer manually using the «Select customer» button.

3. Add the product: scan the product barcode or select it from the warehouse.

4. Check the receipt type (square color): pay attention to the square in the upper-left corner of the «Payment» form.

•    Green square: fiscal goods will go to pECR (fiscal receipt), and non-fiscal goods will go to a regular printer.

•    Red square: all goods will be sold as non-fiscal goods (regular sales receipt). You can change the color by clicking with the mouse or using the CTRL+F12 key combination.

5. Selecting a Sole Proprietorship (if you have several entrepreneurs at one cash desk): before payment, always check which business entity is selected. If goods from different business entities are added to the receipt, the program will automatically split the sale into several receipts (separately for each Sole Proprietorship) when the payment button is clicked. If you are accepting a non-cash payment, the program will prompt you to select a settlement account for each Sole Proprietorship separately.

Step 2. Payment (Cash, Card, Mixed)

Click the Pay button (F6). The payment window will appear.

• Scenario A. Cash. Enter the amount given by the customer in the «Received» field. The program will automatically calculate the change. Click «Pay».

• Scenario B. Bank card. Tick the «Non-cash payment» checkbox. Select the correct settlement account of the required Sole Proprietorship. Make sure the «Use connection with bank terminal» checkbox is selected (if the terminal is connected to the program), and click «Pay». The request will be sent to the terminal automatically.

Scenario C. Mixed payment (Card + Cash). If the customer wants to pay part of the amount by card and part in cash, select non-cash payment for the amount paid by card and specify the remaining amount as cash.  Important: with a mixed payment type, change to the card will not be displayed in the fiscal receipt.

Step 3. Typical cashier payment mistakes and how to fix them

• Mistake 1. The card payment was processed as cash. You forgot to tick the «Non-cash payment» checkbox, and the receipt was closed as a cash receipt.

• Solution: you need to reverse (cancel) this fiscal receipt, delete its payment, and process the sale again, specifying the correct (non-cash) payment type.

• Mistake 2. The sale was assigned to the wrong Sole Proprietorship. If two Sole Proprietorships work at the same cash desk, and the non-cash payment was processed on the terminal of Sole Proprietorship 1, while the fiscal receipt was printed from Sole Proprietorship 2.

• Solution: this happens when the cashier switches to another business entity but forgets to change the default settlement account. Always carefully check the selected account when accepting a non-cash payment.

• Mistake 3. The program does not allow selecting cash; everything goes to non-cash payment.

• Solution: you (or another cashier) accidentally enabled the «Automatic payment to settlement account» setting in the «Additional» menu on the sales form. Simply clear this checkbox.

Step 4. Hardware failures (Terminal and pECR)

• Failure 1. Money was debited from the card, the terminal printed a receipt, but the Torgsoft program froze or displayed a timeout error.

• Cause: the program did not receive a response from the terminal due to a network failure or delay.

• Solution: do not cancel the sale under any circumstances! Clear the «Use connection with bank terminal» checkbox in the payment window (so that the program does not send another request to debit the money) and process the non-cash payment manually. Then Torgsoft will close the sale and print the fiscal receipt.

• Failure 2. pECR error «ShiftAlreadyOpened» (Shift opened by another person).

• Cause: you are trying to open a shift with your cashier key, but the previous cashier (or the Sole Proprietorship key) has not closed their shift at this cash desk.

• Solution: log in with the senior cashier’s key (which has permission to close other users’ shifts) and create a Z-report, or ask the previous employee to close the shift.

• Failure 3. Error «DocumentValidationError» (The amount by rows does not equal the total amount).

• Cause: it most often occurs due to rounding issues when both fiscal and non-fiscal goods are included in one receipt, or when paying with bonuses.

• Solution: make all goods in the receipt fiscal or split the purchase into two separate receipts (one fiscal and one non-fiscal).

• Failure 4. The internet connection is lost.

• Solution: if you did not disable offline mode support during pECR registration, the pECR will automatically switch to offline mode. Fiscal receipt numbers will contain the offline session number. Continue working. When the internet connection is restored, the program will send the receipt packages to the State Tax Service automatically.

Step 5. Correct receipt closing

1. After clicking the «Pay» button, wait for the terminal sound signal (if the payment is by card).

2. Do not unplug the cable and do not close the program until the fiscal receipt appears from the printer.

3. If the integration is configured, the terminal slip receipt (bank transaction details) will be printed automatically inside the pECR fiscal receipt itself.

4. Check whether the receipt has been printed and give it to the customer together with the product. If the customer asks, you can send an electronic version of the receipt to them by SMS, Viber, or Email (if this option is enabled).