Accountant

Torgsoft functions for sales in a retail store

To successfully run a business in turbulent and uncertain times, entrepreneurs often need to show flexibility and resilience. Today, many companies seek to reduce costs, including tax burdens, so they must be resourceful in business activities. 

Providing a unique customer experience and a high level of service remains an important tool in crisis management because, despite declining living standards, customers are willing to pay for good service.

However, companies don’t necessarily have to raise prices for goods and services to compensate for increased expenses. Resources can be saved through optimizing business processes. This includes maximizing customer value by following Lean methodology for resource efficiency, strategic management, enhancing employee motivation, and using artificial intelligence and machine learning.

Process automation: a quick way to reduce costs and increase business income

One simple and accessible way to not only maintain but also multiply business resources is automation. Automated systems reduce routine and take on most of the accounting and management tasks.

Torgsoft is Ukrainian software for trade automation specifically designed for small and medium businesses. It helps entrepreneurs easily manage assortments and sales, track inventory, maintain convenient customer service, control financial flows, and other store processes.

The result of implementing accounting software is the organization of store operations, company resources growth, which often leads to increased sales and business development.

What Torgsoft opportunities and functions help businesspeople achieve these goals in a retail store?

Torgsoft program menu for inventory and sales

The main menu items in the Torgsoft program are “Arrival,” “Sale,” “Return,” and “Trade with invoice issuance.” These are the basic functions of inventory and sales in a retail store that ease the work of both staff and owner. Let’s take a closer look at each of them.

1. Arrival

The “Arrival” section in Torgsoft is used to add new products to the store’s database. Here, all products that arrive in stock can be recorded, and each unit can be accurately tracked. Torgsoft’s capabilities in this area include:

• Adding new products to inventory: The “Creating a product type and additional characteristics directory” menu item allows you to enter detailed information about products (name, article, purchase price, markup, retail price, suppliers, quantity), create a product directory by type, and set additional characteristics for each type of product. This ensures accounting accuracy and allows you to check at any time what items are available and which have been sold.

• Recording new product batches. The special feature “Product supply directory” lets you combine different incoming invoices into one batch, analyze product supplies, and determine the profitability of individual purchases.

• Calculating purchase prices: This Torgsoft menu item automatically calculates the purchase price of a product based on its retail price at the time of purchase and enters the calculated value into the “Supplier price” field. This helps set competitive prices and control profitability.

• Arrival reports: The program records information on product arrivals, generating various reports for a specified period. This option allows for analysis of which products arrived, how much was spent on purchases, and which suppliers were paid. This is important for financial management and future purchase planning.

2. Sale

The “Sale” menu item in Torgsoft is used to record sales. It is the main module for performing product sales operations to customers in a regular retail store. Its main capabilities include:

• Easy sale processing: In the “Sale” menu, the cashier can quickly process a sale by selecting the necessary product from the stock and specifying the quantity. The program automatically calculates the purchase total, including any applicable discounts.

• Fast payment processing at the cashier: During a sale, the program offers several payment methods, including cash, card payments, and partial payment. This allows customers to choose the most convenient payment method.

• Document parameter adjustment: In the sales window, the cashier can make adjustments, such as the period, purchase date, document number, type of operation (retail or wholesale). Also, settings allow manual and automatic discount entry (maximum discount per product type, manufacturer) and selling products at the last purchase price.

• Sales to VIP clients: Allows selling products on credit to privileged clients, paying off credit, partial payment, etc.

• Change to card: During a sale, the program offers the option to transfer the remaining change from an open check to an activated client discount card.

• Discounts and bonuses: Torgsoft supports various loyalty systems, including providing discounts and bonuses to regular customers. In the “Sale” menu, the cashier can apply a discount to a purchase if the customer has a bonus card or a promotional coupon.

• Receipt printing and fiscalization: After completing a sale, the program automatically generates a receipt and, if necessary, transmits the financial transaction data to the tax authorities as required by law. To do this, synchronization with a fiscal or software registrar must be set up in the program, which is important for compliance with business rules and avoiding issues with the tax service.

3. Return

The “Return” function is used when a customer wants to return a purchased product. In a physical store, these situations are common, and Torgsoft provides a convenient tool for quick processing and return control.

In the “Return” menu item, you can select the product the customer wants to return and record it in the database as returned. This mode’s capabilities include:

• Automatic return calculation: The program automatically calculates the refund amount for the customer, taking into account the initial price and any applicable discounts. This simplifies the cashier's work and minimizes the risk of errors.

• Product return without receipt: The seller can return a product without a receipt using manual search in Torgsoft by previous sales.

• Return reason analysis: The program allows you to record the reasons for product returns, which is useful for analyzing product quality and store performance. If a certain product is frequently returned, it may indicate poor quality or other issues that need to be addressed.

• Return period control: The accounting program notifies you if the return period exceeds 14 days. This prevents manipulation by customers and helps avoid returning unsellable goods.

4. Trade with invoice issuance

The “Trade with invoice issuance” mode is a program feature that allows issuing an invoice with a bill for clients who want to pay for a product later or make a purchase for an organization or company with deferred payment.

This menu item is also suitable for partial payments from clients, shipping goods without payment, and reserving paid products. In addition to invoices, you can create templates for commercial offers, bills, tax invoices, invoices, and work completion certificates in the menu.

Capabilities of this mode include:

• Invoicing: In this menu item, you can create an invoice for a client by specifying the date, region, account number, recipient, currency, price, and other payment terms. This is convenient for e-commerce, servicing wholesale customers, or corporate clients.

• Tracking client payments: Torgsoft allows tracking the payment status of each issued invoice, and by connecting the additional “Bank account statements” feature, you can receive statements from bank accounts—clients of PrivatBank and Monobank. Additionally, in the program, payments can be linked to the invoice, which is important to clearly understand which invoices have been paid and which are still in progress.

• Invoice and document printing: The program allows printing invoices and other financial documents, such as bills confirming product shipment. In addition, Torgsoft allows generating, printing receipts, and sending them to clients via email or phone. Having all the necessary documents ensures convenience for both buyer and seller.

The Torgsoft program provides tools for efficient management of retail sales. With functions such as “Arrival,” “Sale,” “Return,” and “Trade with invoice issuance,” entrepreneurs can easily control the movement of goods between retail locations, manage sales and returns, and work fully with invoices for wholesale sales or corporate client service.

This allows optimizing store operations, enhancing customer service, and ensuring the accuracy of all financial transactions. The use of such automated systems enables business growth and development in today’s market and economic environment.