Accounting for 50,000 items in stationery stores
A case about a retail business with stationery, children’s educational literature, toys, and PC components. The owner automated inventory accounting early, built barcode-based work, and moved to assortment replenishment based on actual stock balances. The case is based on real experience of long-term use of Torgsoft. We preserved the logic of the business decisions without disclosing client information.
How it all started
At the time of the 2014 interview, the business had already been operating for 4–5 years, and Torgsoft had been used for 3–4 years. So automation was introduced at an early stage, when the assortment was already growing, but the rules of the product database could still be formed consistently.
The stores focused on the mid-price segment and three main audiences: students, young parents, and office workers. Constant assortment updates became a way to retain customers, while timely ordering based on stock balances supported the availability of required items.
How the accounting system developed
Early transition to automation
According to the owner, Torgsoft began to be used about a year after the business started. The reason was the assortment, which later reached about 50,000 items.
Replenishment based on stock balances
The owner used product availability data for timely ordering, managed documents in the program, and regularly updated the assortment for different customer groups.
Three workstations and maintenance of a large database
The configuration was fixed at three Torgsoft Ultra workstations. The «Deleting statistics of closed periods» option was additionally connected.
Focus on items with zero stock
The owner described the need to see the entire assortment in «Stock by product types», including items with no stock. For a database with tens of thousands of items, this is critical when preparing an order.
Local network, printing, and price management
The operation of three workstations in a local network, a receipt printer, and a receipt template were configured. The team worked through markup in the product type card, multi-row selection, and data export to Excel.
Fiscalization through Software RRO
Software RRO was connected to the workstation. Receipts, discounts, rounding, cash collection, prices in incoming goods, and current account balance were configured separately.
Moving the working system to a laptop
The program was moved to a laptop, and the database, Software RRO, HPRT PPTII-A receipt printer, Zebra LP2824 label printer, and HP M1120 office printer were connected. Drivers, templates, and test printing were configured.
What led to success: seven owner decisions
Automate before control is lost
Accounting was introduced at an early stage. By the time the assortment grew to tens of thousands of items, the basic rules were already in place.
Combine related categories and different audiences
The mid-price segment was supplemented with educational literature, toys, computer accessories, and services. The buyers were students, young parents, and office workers.
Manage each product item
The barcode became the main product identifier. This is especially important for pens, notebooks, paper, and folders, where names are similar, while color, format, or manufacturer changes the SKU.
Order based on stock balances and movement
The owner used balances for timely replenishment. Later, filters for zero, negative, and minimum quantity appeared in working scenarios.
Record prices with a document
A revaluation act was used to change the retail price, and the markup was defined in the product type card. This preserves the reason and date of the change.
Close operational cycles
Incoming goods, reserve, inventory count, sale, and return affect one stock balance. Each statement must be completed before moving to the next warehouse action.
Maintain the whole working scenario
During the transfer to a laptop, the database, users, Software RRO, drivers, printers, and print templates were restored. Each separate setup was completed with an operation check.
Success formula for a stationery store
From assortment to repeat purchasing
A broad assortment works when each SKU has a defined place in the product tree, an unambiguous identifier, and a reliable stock balance. Discipline is supported by document-based revaluation, completed inventories, reserve accounting, and regular database maintenance.
Check accounting on your own assortment
In the demo version, you can create a stationery product tree, add barcodes, record incoming goods and sales, and generate a list of items to order.
Six processes that keep the assortment manageable
Product structure
The type tree separates paper, writing supplies, office goods, creative supplies, educational literature, toys, and related groups. Characteristics clarify format, color, manufacturer, and packaging.
Incoming goods and labeling
The factory barcode is stored in the card. For goods without a suitable code, the program can generate its own EAN-13, and the label is printed immediately after acceptance.
Stock balances and purchasing
Filters show available, zero, negative, and fast-moving items. The «Need to order» and «My order» columns turn stock balance analysis into a supplier document.
Sale and return
Scanning reduces manual searching among similar products. Sale, payment, return, and document printing are recorded in a connected scenario.
Fiscalization
Software RRO transmits fiscal receipts and supports work with the key, shift, payment, and return. The receipt template is configured for the actual printer.
Inventory and documents
Stocktaking can be carried out by product groups with a scanner, manually, or with a data collection terminal. The result is formalized with stock movement documents.
Support as part of the methodology
Transparent work accounting
After requests, the owner received a report with the list of completed actions and time spent. This makes it possible to separate consultations from technical settings.
Full working scenario
During the program transfer, the specialist checked the database, users, Software RRO, three printers, drivers, and templates. Test printing became the final criterion.
The scenario became a function
The client formulated the need to see zero stock balances back in 2016. In version 2022.0.34, the «Stock by product types» form received the filters «All goods», «Only with zero quantity», and separate modes for negative balances.
Fine-tuning stationery accounting
In the «Stock by product types» form, use the modes «All goods», «Only with zero quantity», «Only with negative quantity», and «Only with zero and negative quantity». The required item can immediately be added to the supplier order.
Keep one product card for the same SKU, and record the supplier, purchase price, and their invoice number in supply documents. When ordering, you can rely on the last delivery or the minimum price for the selected period.
It is advisable to keep the factory code as the main one. For goods without a code or with a format different from EAN-13, Torgsoft can generate its own EAN-13. The full code storage rule is defined before mass database filling.
For a set, pack, or box, define a separate product scenario with bundling and unbundling. The package barcode and unit barcode must clearly determine what quantity the sale writes off.
Create a revaluation act for selected goods or groups. After the document is applied, the new price is used in sales, and the revaluation log keeps the list of changes by date and accounting center.
Define the reservation method in advance. Goods in a separate temporary storage warehouse are not included in the main warehouse balance, while nominally reserved goods remain in its turnover. The inventory statement boundaries must correspond to this rule.
Select zero, negative, fast-moving, or ending items. Check «Need to order», transfer the required quantity to «My order», choose a supplier, and save the document. For several suppliers, orders can be exported as separate files.
Automation of stationery stores: accounting architecture
Foundation: Torgsoft Ultra
Three workstations for the product database, checkout operations, documents, purchasing, and analysis.
Barcodes and labels
Factory and custom EAN-13, price tag templates, printing on Zebra LP2824.
Fiscalization
Option for electronic receipts, shifts, returns, and work with QES.
Software RRO | 1-year licenseDatabase maintenance
Cleaning old documents in closed periods while preserving current mutual settlements.
Deleting statistics of closed periodsCheckout equipment
Scanner, HPRT PPTII-A, Zebra LP2824, HP M1120, and payment terminal.
Replenishment for a chain
If the stock standard differs by outlet, the minimum and maximum are set separately for each warehouse.
Minimum and maximum stock balances by warehouseStable operation conditions
Computer with the database, local network, valid QES for Software RRO, up-to-date drivers, and verified backups.
Who this accounting program for a stationery store is suitable for
Large diverse assortment
Stationery, office supplies, educational literature, creative supplies, toys, computer accessories, and services in one product structure.
Similar items with different parameters
Identical names differ by color, format, manufacturer, quantity in package, barcode, or purchase price.
Several suppliers
It is necessary to compare the last delivery, minimum price, current availability, and create separate order documents.
Several workstations
The cashier, inventory manager, and owner work with aligned products, balances, prices, documents, and fiscal operations.
Set up stationery accounting on a real assortment
The demo version allows you to check the product structure, barcodes, incoming goods, sales, inventory, and supplier order creation.
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