How to build accounting for a stationery store: network experience and assortment for grades 1–11
A real network of stationery stores started working with Torgsoft from three workplaces and gradually moved to a terminal configuration, remote cash desks, sales without internet, synchronization with an online store, software RRO and gift certificates. This experience shows how retail network automation develops together with the number of outlets, assortment and sales channels. The case was created based on real experience of many years of using Torgsoft. We preserved the logic of business decisions without disclosing client information.
Where automation began
At the start, the business already used barcode scanners and was looking for a retail trade system. The first step was three Torgsoft workplaces and entering the product catalog. Then the program was configured to work in a local network so that the cashier, merchandise specialist and manager worked with consistent data.
As new outlets opened, the architecture changed. Separate packet exchange between computers gave way to terminal access, remote workplaces, autonomous sales, an online store and cash desk fiscalization appeared. Scaling took place step by step, and each connection corresponded to a specific business process.
How the accounting system developed
Three workplaces and a single product catalog
The initial implementation covered three licenses, product entry and setup of work in a local network.
Data exchange between separate working circuits
For a separate workplace, data transmission channels, packet checking and repeated receipt of missed information were configured.
Terminal configuration and autonomous cash desks
The network moved to a terminal version with remote connections. At the 2018 stage, six and later seven workplaces and three Torgsoft-Hybrid connections were recorded.
Expansion to 10 and 13 workplaces
The number of remote connections grew together with the network. Product bundling and rules for retail and wholesale prices were also worked through.
Synchronization with the online store
Synchronization with the website was connected to the terminal configuration. Dynamic characteristics were added to exchange files, and a separate directory was defined for photos.
Sixth accounting center and work with a large flow of transfers
After expanding to 17 workplaces, the sixth accounting center was recorded in the system. The practical network scenario became the basis for optimizing the «Goods in Transit» mode, released in version 2021.0.31.
20–21 workplaces and software RRO
At the next stage, the terminal license covered up to 21 workplaces. Software RRO was first configured at seven and later at eleven workplaces. For the large database, deletion of statistics for closed periods was connected.
Gift certificates
Sale and accounting of gift certificates at one workplace were added to the configuration.
Two levels of this page
Network architecture
Workplaces, accounting centers, terminal access, Torgsoft-Hybrid, website synchronization, software RRO, servicing a large database and certificates.
Stationery setup
Product type structure, characteristics, packages and pieces, selections by grades, school kits, minimum balances, additional ordering and ABC/XYZ analysis.
What turns automation into managed growth
First the catalog, then scaling
The network started with entering products and three workplaces. For stationery, this order is critical because one pen, notebook or folder is sold in many outlets and selections.
Architecture for real outlets
At first, the network used packet transmission, then moved to a terminal configuration. The solution changed together with the number of users.
Sales continuity as a separate process
Three Torgsoft-Hybrid connections confirm the network’s need to conduct sales during interruptions in communication with the remote server.
One product structure for the store and website
Synchronization covered dynamic characteristics and photos. These data determine filters and the completeness of the product card in the online store.
Fiscalization is tied to the cash desk scenario
Software RRO was configured at specific workplaces with the selection of employee keys, receipt templates and fiscal sales analytics.
A large database needs a data life cycle
As the number of outlets, documents and transfers grew, the network connected period closing and deletion of old statistics.
Formula of managed automation
The system supports business development when each new workplace, option and channel is connected to an already organized nomenclature.
Need an automation scheme for your stationery store
A specialist will help determine the product structure, number of workplaces, cash desk scenarios and required integrations.
Assortment for the school season: list of stationery for grades 1–11
There is no single approved list from the Ministry of Education and Science with a fixed quantity of stationery for each grade. The educational institution chooses the educational program, and teachers determine notebooks, atlases and materials for projects. Therefore, the list below is a starting assortment matrix for the retailer. The contents of a ready-made kit should be checked against the lists of nearby schools.
| Grade | Starting assortment | Accounting nuance in Torgsoft |
|---|---|---|
| Grade 1 |
|
Create a product group «Grade 1 — basic list» and add existing cards of notebooks, pens and supplies to it. One product can belong to several school selections, so there is no need to duplicate its card and balance. |
| Grade 2 |
|
Set dynamic characteristics for notebooks: «ruling», «number of sheets», «format» and «cover type». The seller will be able to filter the needed option without relying on abbreviations in the product name. |
| Grade 3 |
|
Create a ready-made school kit through bundling. During assembly, components are written off from the warehouse, and the kit is posted as a separate product with its own price and barcode. |
| Grade 4 |
|
For paper, cardboard, covers and other goods without a factory code, create your own barcode and print a label. This reduces manual search for the item at the cash desk and decreases errors between similar formats. |
| Grade 5 |
|
Set the minimum and maximum balance separately for each store. Near schools with different numbers of pupils, standards will differ, and the program will show where replenishment or transfer is needed. |
| Grade 6 |
|
Keep each atlas and outline map by author, grade and edition as separate cards. Article number, barcode and characteristics will help assemble exactly the kit ordered by a specific school. |
| Grade 7 |
|
If pens, pencils or notebooks are sold by piece and in packs, keep the piece as the base unit, and set up the pack as a bundle with a fixed quantity and its own barcode. |
| Grade 8 |
|
Keep each design of a notebook, pencil case or folder with a separate manufacturer barcode as a separate card. A common product type and identical characteristics will allow category analysis without mixing balances of different designs. |
| Grade 9 |
|
Use ABC/XYZ analysis to separate steadily demanded notebooks and writing supplies from irregular workbooks and materials for elective courses. These groups need different repurchasing rules. |
| Grade 10 |
|
Create product groups by the profiles of local lyceums: natural sciences, technological, language and literature, and others. The same product cards can be included in several profile selections without splitting the total balance. |
| Grade 11 |
|
Create pre-orders and reserve specific planners, atlases, folders or study materials for the buyer. The report shows which product and by what deadline it must be in the store. |
How to organize stationery nomenclature in Torgsoft
Product type
Describes the product itself: paper products, writing supplies, drawing, creativity, folders, covers, ready-made kits. The pupil’s grade is not added to the name of a regular pen or notebook.
Dynamic characteristics
For a notebook, format, number of sheets, ruling, binding, paper density and cover are set. For a pen, type, ink color, writing thickness and refill replacement possibility are important.
Product groups
Combine different product types by commercial scenario: «Grade 1», «Grades 2–4», «Grades 5–6», «Grades 7–9», «Grades 10–11», «Additional purchase», «Creativity».
Pieces and packages
If a box contains 50 pens and sales are by piece, the piece remains the base accounting unit. The box can be set up as a bundle with a fixed quantity.
School kits
Bundling writes components off from the warehouse and posts the ready-made kit as a separate product with its own price and barcode. The kit composition remains transparent for balance control.
Barcodes and labels
The manufacturer’s barcode is registered in the card. Own labels are printed for goods without a barcode, packaged goods and ready-made kits.
Six business processes of a stationery store
Receiving
Goods are received by supplier, article number, barcode, purchase price, quantity in the base unit and accounting center.
Catalog
Name and characteristics provide accurate search in the store, correct filters on the website and comparison of supplier offers.
Sale
Scanning speeds up the checkout, the price is determined by the sales scenario, and software RRO generates the fiscal receipt.
Inventory
Minimum balances and supplier orders help replenish basic goods and reduce purchases of short-term designs.
Online channel
The website receives structured products, characteristics and photos, while orders return to the accounting circuit.
Analytics
ABC/XYZ analysis, turnover and seasonal comparison separate regular demand from irregular items.
Fine-tuning stationery accounting
One product card remains in the database. Product groups are used for selections by grade. This approach preserves a single balance and complete sales statistics.
The piece remains the base unit. The box is set up as a bundle with a defined number of pens and its own barcode.
Each component is first entered as a separate product. After bundling, notebooks, pens, pencils, folder and covers are written off, and the ready-made kit is posted as a separate item.
Each design with its own barcode is kept as a separate card. For short-term series, smaller quantities of each option are purchased, while basic models are kept in constant stock.
The option «Minimum and maximum balances by warehouses» sets separate standards for the product at each outlet. Values are reviewed before the season, during additional purchases and after demand declines.
In the «Supplier Order Formation» mode, the quantity to order is determined by the current and minimum balance. «Automatic inventory calculation» additionally takes into account sales and delivery time.
«Torgsoft-Hybrid: sales without internet for a remote server» supports autonomous sales with subsequent data transmission.
Retail and wholesale prices, terms of their application and employee rights are set for products. The quantity threshold must work equally at cash desks, in remote scenarios and when issuing invoices.
Support as part of the methodology
Transition support
Specialists configured local and terminal workplaces, remote connections, data exchange, Torgsoft-Hybrid and software RRO.
Real scenarios in updates
Intensive work with goods in transit between accounting centers became the basis for the optimization published in version 2021.0.31.
Large database regulations
For a long sales history, backups, period closing, statistics updates and server resource control are used.
Solution ecosystem
Basic Torgsoft circuit
Product catalog, characteristics, barcodes, receipts, balances, transfers, sales, prices, clients, users and analytics.
Confirmed by the case
Terminal configuration and remote workplaces
Autonomous sales
Online channel
Fiscalization
Closed-period data
Gift sales
For network outlets
For inventory planning
For repeat sales
Who the accounting program for a stationery store is suitable for
A standalone store
For organizing nomenclature, barcodes, receiving, sales, balances and school kits.
A retail outlet network
For accounting centers, transfers, goods in transit, remote workplaces and stock by warehouses.
A retail and wholesale business
For several price types, sales by package and by piece, invoices and supplier orders.
An omnichannel store
For consistent product cards, photos, balances, online orders and cash desk sales.
Stationery store automation in Torgsoft
Start with the catalog structure and workflows. The number of licenses, options and equipment are determined after describing outlets, cash desks, warehouses, sales channels and fiscalization requirements.
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