Service Cash Deposit in pECR and Cash Orders: When to Use Each Operation

Service Cash Deposit and Service Cash Withdrawal in pECR and Torgsoft Cash Orders: What, When, and in What Sequence to Process

In a store, cash moves not only during sales: in the morning, money is placed in the cash drawer for change, during the day funds may be issued for business expenses, part of the proceeds may be removed from the cash desk, money may be transferred to the office or deposited into a bank. When is a pECR «service cash deposit» required, when is a «service cash withdrawal» required, how do they differ from «Deposit Money into Cash Desk» and «Issue Money from Cash Desk» in Torgsoft, how should change money be added correctly, is it necessary to reset cash to zero every evening before the Z-report, and why does the pECR sometimes not allow withdrawing the amount that the cashier sees in the X-report? 

What Are a Service Cash Deposit, Service Cash Withdrawal, and Cash Order

Two accounting systems are used here for the same money.

The pECR records cash movement at the place of settlement. Under the current rules:

• a service cash deposit records cash that is present at the place of settlement before the first settlement transaction after the Z-report;

• a service cash withdrawal records cash that is physically removed from the place of settlement when such removal is not a settlement transaction.

The State Tax Service separately notes that a service cash deposit and a service cash withdrawal are not settlement transactions in themselves. They record non-sales cash movement. (ZIR)

Torgsoft cash operations are responsible for the entrepreneur’s internal financial accounting. The software includes, among others, the operations «Deposit Money into Cash Desk», «Issue Money from Cash Desk», «Cash Collection», and «Submit Proceeds». They change the internal balance of the corresponding cash desk and make it possible to record where the money came from or where it was spent.

Therefore, for each situation, two questions should be answered:

1. What physically happened to the cash at the place of settlement?

2. How should this movement be reflected in Torgsoft financial accounting?

Sometimes one operation is enough. In other cases, the same physical movement must be reflected both in Torgsoft and through the pECR.

When to Use Each Operation

 Main rule: a service cash deposit is not used to process a sale, and a service cash withdrawal is not used to process a regular refund to a customer. Sales and refunds are settlement transactions and are processed using the corresponding fiscal receipts.

How to Add Change Money Correctly at the Start of the Day

This is one of the most common scenarios.

For example, a store starts the day with UAH 1,500 in the cash drawer so that the cashier can give change.

If the money remained in the cash desk from yesterday

Suppose that in the evening, Torgsoft recorded a balance of UAH 1,500. The money physically remained in the drawer.

The next day:

1. The cashier opens the pECR shift.

2. Before the first sale, the cashier performs a service cash deposit of UAH 1,500.

3. There is no need to create a separate cash receipt for UAH 1,500 in Torgsoft because this money is already included in the cash desk balance.

If a new Torgsoft cash receipt document is created for another UAH 1,500, the internal balance will be increased again without any actual receipt of money.

The State Tax Service explicitly states that cash remaining at the place of settlement after the previous Z-report is registered before the next settlement transaction through a «service cash deposit».

If the change money was brought in today

Another situation: the cash desk was physically emptied yesterday, and in the morning the owner brought UAH 1,500 for change.

In this case, the actual balance has changed and the real event must be recorded in both systems:

• in Torgsoft — receipt of money into the corresponding cash desk;

• in pECR — a service cash deposit of UAH 1,500.

The Torgsoft forms «Deposit Money into Cash Desk» and «Issue Money from Cash Desk» include the switch «Process the Operation through the Fiscal Register». It is displayed if a fiscal register is configured at the workplace.

This switch is intended specifically for situations where a Torgsoft cash operation also needs to be processed through the configured fiscal register.

Can a Service Cash Deposit Be Made Before Opening the Shift?

In the standard Torgsoft workflow, the pECR shift must first be opened, and only then should a service cash deposit be performed.

The pECR menu in Torgsoft contains separate actions: opening a shift, X-report, Z-report, depositing and withdrawing money. The same sequence is also provided in Torgsoft Hybrid.

If the software reports during a deposit that the pECR shift must be opened, check:

• whether the shift is actually open;

• whether the correct pECR is selected;

• whether the cashier is working under the correct company;

• whether there is a connection to the pECR.

A regular cash order should not be created instead of a service cash deposit merely to bypass such a message: an internal Torgsoft document does not replace a fiscal service operation.

What «Deposit Money into Cash Desk» Does in Torgsoft

In the Torgsoft Help, this operation is described as depositing money into the cash desk that is not related to warehouse documents. The form includes a switch for processing the operation through the fiscal register.

Such a document is needed when a new cash receipt has actually occurred in management accounting.

For example:

• the owner added money to the cash desk;

• money was received as part of an internal financial operation;

• a customer repays a previously recorded debt and this payment needs to be linked to their balance.

For VIP customers, Help describes a separate scenario: in the sales form, you can select «Deposit Money into Cash Desk» → «Accept Money from Customer», calculate the customer’s debt, and repay the corresponding amount using a cash order.

At the same time, a Torgsoft cash order by itself does not determine whether a fiscal receipt is required. If receiving money from a customer is a settlement transaction under Law No. 265, it must be processed using the appropriate pECR settlement document. A service cash deposit is not a method of fiscalizing a customer payment.

When to Use «Issue Money from Cash Desk»

Help defines the «Issue Money from Cash Desk» operation as issuing funds:

• for business needs;

• for settlements with counterparties;

• for operations related to VIP customers.

This form also includes the «Process the Operation through the Fiscal Register» switch.

For example, the cashier took UAH 700 from the cash drawer to purchase business supplies.

In Torgsoft, the actual cash expense from the cash desk and its purpose must be recorded. If this UAH 700 was physically removed from the place of settlement and the removal is not related to a settlement transaction, a service cash withdrawal of UAH 700 is processed through the pECR.

After that:

• the internal Torgsoft balance decreases according to the recorded financial operation;

• the pECR records that the actual amount of cash at the place of settlement has decreased.

A Customer Refund Is Not a Service Cash Withdrawal

This case must be distinguished from business expenses.

When a customer returns a product and the store refunds cash, this is a settlement transaction. A fiscal refund document is issued for it. The State Tax Service explicitly includes the payment of cash for returned goods in the definition of a settlement transaction.

If there is not enough cash in the drawer for the refund, the entrepreneur may first physically add the required amount. This additional amount is what is registered as a service cash deposit.

For example, there is UAH 300 in the cash desk, while UAH 1,000 must be refunded to the customer. The owner adds UAH 700.

Then:

1. UAH 700 is physically added to the cash desk and registered as a service cash deposit;

2. the UAH 1,000 refund is processed using a regular fiscal refund document.

Is a Service Cash Withdrawal Required Every Evening Before the Z-report?

No, there is no universal rule requiring cash to be reset to zero every day before the Z-report.

This is an important clarification because older instructions and unofficial explanations often contain the scheme «withdraw all cash → generate the Z-report».

The State Tax Service currently explains it differently: if the money remains at the place of settlement and is registered through a «service cash deposit» before the first settlement transaction of the next working day, there is no need to perform a service cash withdrawal at the end of the previous working day. 

Is a Z-report Required If There Were Only Service Operations During the Day?

If there were no settlement transactions during the day and only service cash deposits and service cash withdrawals were performed, the State Tax Service states that there is no need to generate a Z-report solely because of these service operations.

This once again demonstrates the difference between sales and service cash movements: service operations themselves are not settlement transactions.

«Submit Proceeds» and «Cash Collection» in Torgsoft

These two operations answer the question of where the money went in Torgsoft management accounting.

Submit Proceeds

In Torgsoft, «Submit Proceeds» means transferring money from the cash desk of a retail outlet to the central cash desk.

For example, a salesperson transfers UAH 20,000 from the store to the office.

For Torgsoft, these funds continue to exist in accounting: only their storage location has changed. That is why Help recommends using the submission of proceeds if the entrepreneur keeps full expense records.

If the UAH 20,000 is physically removed from the cashier’s cash drawer, a separate event occurs in the pECR — removal of cash from the place of settlement. A service cash withdrawal is used for this. 

Cash Collection

In Torgsoft terminology, «Cash Collection» reduces the balance of the corresponding cash desk by the entered amount. Help describes it as money being withdrawn from the cash desk by the owner.

Technical support requests show that clients do in fact ask about cash collection and fiscal cash withdrawal at the same time. In one such request, a specialist provided advice on processing cash collection and withdrawing cash through the fiscal register, and also removed an unnecessary cash collection document.

For the entrepreneur, this means: first determine where the money should remain in Torgsoft accounting. If it is simply being moved from the store to the office cash desk, submitting proceeds is appropriate for internal accounting. If the operation should reduce the cash desk balance without transferring the funds to another Torgsoft cash desk, the corresponding cash collection operation is used.

The physical removal of money from the place of settlement is separately assessed from the perspective of a pECR service cash withdrawal.

What Is the «Process the Operation through the Fiscal Register» Switch For?

In Torgsoft, this switch is available in the following forms:

• «Deposit Money into Cash Desk»;

• «Issue Money from Cash Desk».

It is available if a fiscal register is configured at the workplace.

For example, the owner brought an additional UAH 3,000 to the cash desk for change. In Torgsoft, the actual cash desk balance must be increased, while in the pECR the appearance of this cash at the place of settlement must be registered.

Another situation: an accountant corrects the internal classification of a financial document, but no money is physically deposited or withdrawn at that moment. There is no need to create a new pECR service operation solely for such an internal correction.

Why Does the pECR Display «Withdrawal Amount Exceeds the Current Cash Amount»?

Such a message may appear if the amount being withdrawn from the cash desk exceeds the current amount of cash registered for the open shift in the pECR. In particular, the error may occur if more money is being withdrawn than was deposited or received in cash during the current shift.

At the same time, the cause may also be a discrepancy between the pECR data on the State Tax Service server and the local Torgsoft data. For example, the X-report may show one cash amount, while «Software ECR Analytics» displays a smaller amount.

If this situation occurs:

• generate the X-report for the required pECR;

• open Settings → Software ECR → Software ECR Analytics;

• check how much cash was deposited and received during the current shift;

• compare it with the amount you are trying to withdraw;

• if the X-report data and local analytics do not match, record the date, pECR number, amount, and message text and provide this information to technical support.

Do not reduce the withdrawal amount at random or create additional cash documents merely to make the operation go through.

What to Do If a Service Cash Deposit or Withdrawal Was Processed Incorrectly

For the pECR, the State Tax Service specifies a particular correction procedure.

If a service cash withdrawal was processed by mistake, a service cash deposit for the same amount is registered. If a service cash deposit was processed by mistake, the operation is corrected by subsequently registering a «reversal». This corrects the pECR fiscal data.

After that, check Torgsoft separately. If an internal cash document was created together with the service operation, it must also correspond to the cash movement that actually occurred.

Do not create a fictitious cash receipt or cash expense order merely to compensate for an amount. First determine:

• whether the money was actually deposited or withdrawn;

• which document exists in Torgsoft;

• which service operation is registered in the pECR;

• whether the cash day is open.

For an already closed cash day, a separate procedure is used to reopen the day, correct the financial document, and perform recalculation again.

What to Do with Cash When Depositing It into a Bank

If the store removes the proceeds from the cash drawer and transfers them to the bank, two events occur.

In the pECR, the cash physically leaves the place of settlement, so a service cash withdrawal is registered.

In Torgsoft, the subsequent location of this money must be shown. Help provides the «Transfer to Current Account» operation for transferring money from the cash desk to a bank account. It is used, in particular, when an entrepreneur deposits proceeds into the bank.

This way, financial accounting shows the actual route of the funds: they are no longer cash in a specific cash desk and have become funds in a bank account.

Why a Service Cash Deposit Cannot Be Used to «Balance the Cash Desk»

Suppose that according to Torgsoft there should be UAH 8,000 in the cash desk, but the cashier actually counts UAH 7,500. Processing a service cash deposit of UAH 500 in the pECR without physically adding the money means registering an event that never happened. Creating a Torgsoft cash receipt order for UAH 500 without an actual receipt of money also means changing internal accounting without a business basis.

First, the reason for the discrepancy must be found: check sales, returns, expenses, cash collection, submission of proceeds, payment method, and other documents for the day.

This is consistent with actual technical support practice: requests concerning financial operations in the pECR and Torgsoft are investigated by checking both accounting systems and the actual balance, rather than by creating an arbitrary adjustment document.

Typical Cashier Workday

Consider a typical scenario.

| In the Morning

UAH 2,000 from the previous day remains in the cash drawer.

The cashier:

1. opens the pECR shift;

2. performs a service cash deposit of UAH 2,000;

3. does not create a new cash receipt in Torgsoft if this money is already included in the cash desk balance;

4. starts sales.

| During the Day

UAH 600 was issued from the cash desk for business expenses.

In Torgsoft, «Issue Money from Cash Desk» is processed with the appropriate purpose. Since the UAH 600 was physically removed from the place of settlement and this is not a settlement with a customer, the movement is registered through the pECR as a service cash withdrawal.

| In the Evening

UAH 18,000 has accumulated in the cash desk. UAH 15,000 is taken to the office, while UAH 3,000 is left for the next working day.

In Torgsoft, the UAH 15,000 is transferred to the central cash desk through «Submit Proceeds». The physical removal of this UAH 15,000 from the place of settlement is registered through the pECR as a service cash withdrawal.

UAH 3,000 remains in the drawer.

After settlement transactions are completed, the shift is closed with a Z-report. On the next working day, this UAH 3,000 is registered through a service cash deposit before the first settlement transaction. There is no need to artificially withdraw this money every evening and physically return it the next morning.

Short Rule for the Cashier

Before each cash operation, determine what happened to the actual money.

If money appeared or disappeared at the place of settlement outside a sale or customer refund, check whether a pECR service cash deposit or service cash withdrawal is required.

If the same operation changes the company’s internal cash desk, debt, expenses, or storage location of funds, it must be correctly reflected using a Torgsoft financial document.

For the «Deposit Money into Cash Desk» and «Issue Money from Cash Desk» operations, Torgsoft also allows the corresponding movement to be processed through the configured fiscal register using the «Process the Operation through the Fiscal Register» switch.