Automation of a chain of seed and garden goods stores
The story of moving from notebook-based accounting to a terminal system where the warehouse, stores, seed packing, distribution between outlets, supplier orders, Software RRO, bank terminals, and mobile work are managed by common rules. For more than ten years, the system developed together with the business. The case is based on real experience of using Torgsoft without disclosing client information.
How it all started
The business grew out of a family interest in gardening. After the first store, the next ones opened, and the assortment expanded from seeds to fertilizers, care products, irrigation, and garden tools. At the time of the transition to Torgsoft, the chain had four stores and a separate warehouse, from which goods were distributed to outlets and sold wholesale.
Notebook-based accounting and a simple program no longer gave the owner a complete picture of money movement, expenses, profitability, and product balances. It was necessary to combine warehouse receiving, seed packing, distribution between stores, wholesale and retail sales into one managed process where each operation has a document and a responsible person.
How the accounting system developed
Warehouse, four stores, and six workstations
Torgsoft Terminal was installed and six connections were configured. The owner, two inventory managers, and sellers were trained separately. The warehouse handled receiving, product distribution, and wholesale sales, while checkout workstations and scales with receipt printing were configured in the stores.
Seed packing became an accounting operation
Seeds were purchased by kilogram and packed into own packages. Product bundling, label printing, and the weight goods packing option were chosen for this process. Minimum stock by warehouse, online store synchronization, and staff notifications were connected in parallel.
Growth to ten workstations and precise access rights
The number of terminal workstations was gradually increased to ten. For restricted roles, access expansion was ordered: hiding retail prices, wholesale totals, and cost price in specific forms. The revision was included in version 9.2.10.0.
Scaling to fourteen workstations
The license was expanded in stages: eleven, twelve, then fourteen workstations. Deletion of statistics from closed periods was connected for the database, while stock standards and online store synchronization were extended to new work scenarios.
Control of checkout actions as a separate process
The owner formulated requirements for controlling discounts, deleting goods from a sale, and reducing the number of items in a receipt. The reason was specific ways of using checkout operations in an employee’s own interests.
Stock calculation and sales without stable internet
Automatic stock calculation and Torgsoft Hybrid were connected. Stock norm calculation relies on sales history and supply cycles, while Hybrid allows sales to be processed locally and synchronized after the connection is restored.
Fifteen workstations, Software RRO, and bank terminals
The terminal license was expanded to fifteen workstations. Software RRO and integration with bank terminals were connected, including for five checkout stations. Fiscal receipt templates and card payment scenarios were configured separately.
Mobile work and regular accounting maintenance
The Torgsoft mobile app was connected, and consultations were held on Software RRO on a mobile device. In 2026, support continued checking warehouse and financial documents, stock recalculation, and inventory procedures.
What led to success: eight owner decisions
Automate an already formed chain
At the time of the transition to Torgsoft, four stores were operating. The owner described not a list of desired reports, but the full movement of goods from warehouse receiving to outlet sales.
Practical conclusion: start with a map of documents and responsible people. Program functions are selected after that.
Include own packing in product accounting
Purchasing seeds in kilograms and selling them in packages requires accounting for transformation. Bundling linked the quantity of source goods with the number of finished packages.
Practical conclusion: if a product changes its sales unit inside the business, this must be formalized as a separate warehouse operation.
Set stock norms for each outlet
One item has different demand in different stores. Therefore, minimum and maximum stock are set separately for each accounting center, and the need is calculated based on sales and actual availability.
Practical conclusion: a general norm for the whole chain hides local shortages and local overstock.
Keep manual correction after calculation
The owner insisted that the formula automatically fill in the quantity for transfer, but the warehouse employee could change the result for preorders, seasonal spikes, or another exception.
Practical conclusion: a good algorithm removes repeated calculations and leaves people to decide on exceptions.
Turn shortages into supplier orders
When the warehouse is not sufficient to replenish all outlets, the undistributed need must not disappear. It must be shown by products and suppliers and transferred into order documents.
Practical conclusion: internal distribution and purchasing must be one sequential process.
Restrict access at the level of specific data
For sellers, purchasing and wholesale indicators were hidden in specific forms while preserving the retail operations needed for work. Control over changes in checkout documents was considered separately from access to financial data.
Practical conclusion: a role defines allowed actions, visible fields, and available reports.
Build control around a risky operation
The owner separately defined checkout actions that require checking: discounts, reducing quantity in the receipt, and deleting items. The «User Action Log» and «Document Change Journal» make it possible to check such operations by time and user.
Practical conclusion: control is more precise when aimed at specific operations with real risk and a digital trace.
Connect a new channel after describing its operations
Torgsoft Hybrid, Software RRO, bank terminals, and the mobile app were added gradually. For each channel, sale, payment, receipt, return, synchronization, and user rights were defined separately.
Practical conclusion: a new device or application must have a place in the overall document flow.
Sequence of accounting development
This is how accounting software for a store chain becomes a development tool: new decisions rely on recorded sales, balances, transfers, and payments.
Describe your process before choosing the configuration
For a consultation, it is enough to specify the number of stores, warehouses, and cash desks, packing method, outlet replenishment procedure, and fiscal scenarios.
Which business processes are automated
Receiving and assortment
Goods are posted by supplier and purchase price, after which they become available for wholesale sale, packing, or distribution to stores.
Seed packing
Bundling writes off components and posts finished packages. The label and barcode link the physical package with the product card.
Stock calculation
Norms are formed based on sales, supply cycles, and parameters of a specific store. The calculated value can be checked and edited.
Distribution between outlets
The distribution form shows availability, sales, minimum balances, and recipient needs. Created internal transfers can be processed through the «Goods in Transit» warehouse.
Checkout, Software RRO, and payment
A sale is processed in Torgsoft, the fiscal document is transmitted through Software RRO, and the card payment amount is sent to the bank terminal.
Management control
The owner works with reports, action logs, and the document change journal. Access rights define which data each role sees.
Support as part of the methodology
Transparent work accounting
Each consultation is recorded by duration and content. After the work, the client receives a report, so system changes have a documented history.
Role-based training
At the start, the owner, inventory managers, and sellers were trained separately. Later consultations concerned specific operations: receiving, bundling, printing, Software RRO, payments, and transfers.
Work scenarios become updates
The request for more precise data separation was formalized as a technical specification, implemented, and added to version 9.2.10.0. This is a confirmed example of moving from a business rule to a program function.
Fine-tuning business processes
The composition of the bundle is set in the finished product card. During bundling, the program writes off the defined quantity of seeds and posts packages. A separate option with scale support and barcode printing is used for weight sales and labeling.
Minimum and maximum balances are set by accounting centers. The distribution formula can use sales for the period, actual quantity at the sender and recipient, and established norms. The result remains available for manual correction.
During automatic calculation, the program distributes the available quantity proportionally to recipient needs. A separate column shows the full calculated need of each outlet, so the uncovered deficit is not lost.
The quantity in the package is specified for the product. Distribution conditions can warn about a non-multiple quantity or prohibit such an internal transfer. This preserves correspondence between the document and the actually transferred boxes.
Goods for which the calculated need exceeds the sender’s availability move to «Orders by Distribution». The form shows suppliers of the latest batches; the order quantity can be edited, after which a supplier order document can be created.
Internal transfer is processed through the «Goods in Transit» accounting center. The store sees the invoice before receiving, and the system separately accounts for goods in transit during subsequent distribution calculations.
Available forms, actions, and visible indicators are configured for the role. In this case, viewing retail prices in the product card, wholesale totals in «Goods in Transit», and cost price in the expense list were separately restricted.
The «User Action Log» shows actions by event types, while the «Document Change Journal» records changes to receipts, sales, returns, internal transfers, and financial documents. Control is configured around specific operations.
Solution ecosystem
Foundation: Torgsoft Terminal
Six workstations at the start and fifteen in 2024. The warehouse, stores, and management roles work in a terminal configuration.
Packing and labeling of weight goods | 1-year license
Scales with receipt printing and barcodes for packed goods.
View optionMinimum and maximum stock balances by warehouse
Separate stock norms for each retail outlet.
View optionTorgsoft Hybrid: sales without internet for a remote server
Local sales processing with subsequent synchronization.
View optionIntegration with a bank terminal | 1-year license
Transfer of the purchase amount from the program to the POS terminal.
View optionTorgsoft mobile app
Sales, warehouse operations, and reports from a smartphone or tablet.
View optionSynchronization with online store
Exchange of products, prices, stock balances, and orders.
View optionWho this retail chain automation is suitable for
Accounting in a seed and garden goods store needs this architecture if the business has a central warehouse, several retail outlets, seasonal demand, own packing, wholesale and retail operations, or a large assortment of small goods.
The model is also suitable for agromarkets, garden centers, stores selling fertilizers, plant protection products, irrigation, and garden tools. It brings the most benefit where store replenishment, supplier orders, and checkout operation control are performed daily by different employees.
Check your accounting scenario
The demo version allows you to model receiving, packing, product distribution, sales, and reporting using your own assortment.
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