Accounting system for a children's goods store network: over 15 years of development with Torgsoft
The story of a children's goods retail network that in 2011 united its retail outlets on a Torgsoft terminal server and has since progressed to online sales, software fiscalization and 13 additional options and paid functions. This is an example of how an accounting program for a store network works over the long term. The case study is based on real experience of long-term Torgsoft use. We preserved the logic of the business decisions without disclosing client information.
How it all started
At the start of cooperation, the network consisted of a central office with its own server and stores in several buildings of the city. Each outlet made sales in its own copy of the program, and data was transferred to the center as a separate step. To centralize the work of retail outlets, the owner decided to move to a terminal server.
The transition plan remained in the service history: uninterrupted internet in each store, a static IP address for server access, MS SQL Server as the database server, separate access rights for each user and gradual connection of outlets with inventory counts. The stores continued selling during the transition and joined the central database one by one.
How the system developed: key milestones
The network moves to a terminal server
The central office and stores in different buildings are connected to one server through terminal access. Rights are defined for each user, and outlets were connected one by one with product inventory counts. At the same time, the paid function deletion of closed-period statistics was connected for database maintenance.
Purchase and supplier analytics
The incoming invoice profitability analysis function was connected. The owner immediately sent developers a request for a summarized supplier report: purchase amount, sales amount and profit in one line, to quickly assess how effective cooperation with each goods supplier is.
The client's proposal enters the update plan
The network proposed adding a status filter to the employee working time registration log: employed, dismissed, all. The programming department confirmed the improvement free of charge within project development and named the approximate release date for the update in the same year.
Staff payroll and seasonal storage
Before purchase, the payroll calculation option was activated for 30 days for review. After the test period, the network purchased the «Payroll and staff motivation» and «Seasonal packaging and storage of goods» options.
Client base and service maintenance
The bulk mailing and discount card verification via SMS options were connected. The network moved to a service maintenance agreement for eight or more workplaces.
Going online
Synchronization with an online store on the MODX platform was launched, and the Torgsoft mobile app, Prom.ua integration and Nova Poshta integration were connected. The online storefront receives goods, prices and balances from the accounting database.
Marketplaces and software fiscalization
Rozetka.ua integration and software cash register were added. In the same year, the program was transferred to a new server while preserving the database and settings.
New configuration and support
The business purchased separate Torgsoft Ultra licenses for new workplaces and directions, and the wholesale pricing policy was connected. Computer replacements and operating system reinstalls followed one procedure: database archive, transfer, restoration of user settings, checking label and receipt printing.
The principles by which the system developed: six decisions by the owner
Six management decisions repeat in this story year after year. Each of them is recorded in service records, and each is worth adopting for the owner of a retail network.
Architecture before growth
The terminal server appeared when data exchange between outlets began to slow processes down. The network invested in architecture before fragmented accounting became a limitation for scaling.
Purchasing based on data
Incoming invoice profitability analysis and reports on supplier goods on consignment became working tools. The owner regularly returned to these reports and sought a convenient data presentation format.
Test first, then buy
The network activated the payroll calculation option for 30 days before purchase. Synchronization with the online store was repeatedly enabled for a test period while the site was being prepared for launch.
Working scenarios are passed to the developer
The network submitted the request for a summarized supplier report and an employee status filter as proposals. The filter entered the planned update free of charge within project development.
Online step by step
First a website with balance synchronization, then the mobile app, then Prom.ua and Nova Poshta, later Rozetka.ua. Each channel was connected as a separate step and relied on an already filled accounting database.
Data discipline
Each recorded transfer of a server, computer or operating system was carried out with a database archive and preservation of user settings. Program versions were updated on schedule, and the database underwent service operations.
A similar business structure
Tell us about your retail outlets, and a Torgsoft specialist will propose a configuration of licenses and options for your processes.
Which business processes the system covers
Sales and checkout
Seller form at each outlet, receipt printing, returns by rules, model availability in stock during sale.
Warehouse and goods movement
Receipt by invoices, internal transfers between outlets, inventory counts, printing barcode labels, seasonal packaging of goods.
Staff
Employee working time registration log, seller payroll calculation, motivation system.
Clients and loyalty
Discount cards with SMS verification, bulk mailings, product groups for the customer's birthday.
Online sales and delivery
Synchronization with the online store, Prom.ua and Rozetka.ua, creation of Nova Poshta waybills from the program.
Fiscalization
Software cash register: electronic fiscal receipts without a hardware registrar, data transmission to the fiscal service server.
Support as part of the methodology
Transparent service accounting
After each request, the client receives a report: what was done, how many minutes were actually spent and how many were deducted. Some requests in this history were closed without time deduction.
Service format
Remote connection to the client's computer, one-time service packages and a service maintenance agreement. Specialists support the process until sales at the outlet are restored.
Working scenarios become updates
The employee status filter proposed by this network was accepted into the planned 2015 update. The item code import improvement was included in version 2022.0.47.
Fine-tuning business processes
Through a terminal server: the database is hosted on the central server, each outlet connects remotely under its own user with separate access rights. The seller sees their outlet, the owner sees the whole network.
The «Analysis of supplier goods sales on consignment» report shows what was sold and for what amount over the period, while incoming invoice profitability analysis summarizes purchase, sale and profit for a specific receipt.
The discount card verification via SMS option confirms card use or bonus write-off with a code from an SMS sent to the number saved in the client card. This protects customer discounts and reduces abuse.
The «Payroll and staff motivation» option takes into account bonuses for each seller's sales, extra payments for product groups and penalties, while payments are issued through a payroll statement. Sales are recorded to the seller in the same database where accounting is kept.
Synchronization with the online store, Prom.ua and Rozetka.ua transfers goods, prices, balances and orders according to the settings of each integration, while the Nova Poshta waybill is created from the program.
The software cash register generates electronic fiscal receipts and transmits them to the fiscal service server. A qualified electronic signature is required for operation; separate cash register equipment for fiscalization is not purchased.
The procedure from this case: archive of the database and program catalog, preservation of user settings, transfer to a new computer, database restoration, checking label and receipt printing. The license is transferred to the new equipment.
Solution ecosystem
Licenses
At the network stage — 7 workplaces on Torgsoft Terminal licenses with the database on the central server. Current configuration — Torgsoft Ultra licenses, each workplace is licensed separately.
Discount card verification via SMS | 1-year license
Protection of the discount program
About the optionSoftware cash register | 1-year license
Fiscalization without a hardware cash register
About the optionWho this automation model suits
Owners of retail stores for children's goods, clothing, footwear and related niches who operate or plan several retail outlets. The model also works for a single store: accounting in a children's goods store starts with one license, while the terminal server, online channels and fiscalization are added step by step when the business grows into them. Retail network automation in this case was built exactly this way: step by step, from checkout to marketplaces.
Build your accounting system
Automation of a children's goods store starts with a demo version and a conversation about your processes. Torgsoft specialists will help select licenses and options for your business structure.
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