Automation of a Medical Goods Store: Accounting from Receipt to Online Order
Torgsoft combines inventory and warehouse accounting, cash register sales, work with suppliers, pricing, customers, and an online store. The solution is suitable for medical equipment, orthopedics, rehabilitation and care products, medical clothing, and home health monitoring equipment.
The material is based on the cumulative experience of stores using Torgsoft. We have preserved the logic of business solutions without disclosing customer information.
Why a universal product card is not enough
A medical goods store simultaneously sells sized products, equipment with serial numbers, packs of consumables, large-scale equipment, and made-to-order goods. For a single blood pressure monitor, the model, manufacturer, serial number, and warranty are important. For a compression garment, the type, size, compression class, and color are key. For medical clothing, the model, fabric, size range, and color variant matter.
If these differences remain in arbitrary descriptions, employees create duplicates, spend more time searching for items, and cannot see the exact balance of the required variant. Implementation practice shows a sequence: first, the nomenclature is structured, then procurement and the cash register are set up, followed by the addition of an online store, financial integrations, and customer relationship tools.
The assortment is expanding with products for home health monitoring, rehabilitation, mobility, and daily care. Buyers often compare features online and complete the purchase in the store after a consultation. Therefore, accurate descriptions, up-to-date balances, and consistent prices are required simultaneously on the website and at the retail outlet.
Which medical goods are easy to account for in Torgsoft
Home medical equipment
Blood pressure monitors, thermometers, pulse oximeters, inhalers, glucometers, massagers. For equipment, models, manufacturers, serial numbers, and warranty documents can be maintained.
Orthopedics and compression garments
Bandages, corsets, orthoses, insoles, compression knitwear. Accounting is divided by purpose, size, side, degree of fixation, and other parameters.
Medical clothing and footwear
Suits, gowns, footwear, and accessories with size ranges, colors, models, and materials. The program shows the balance of each variant separately.
Rehabilitation and care
Crutches, walkers, wheelchairs, anti-decubitus systems, handrails, daily care products. Large goods can be sold from the warehouse or brought in on order.
Consumables and protective products
Gloves, masks, dressing materials, disposable clothing, containers, and tests. The sales unit is set according to the store's practice: piece, set, or pack.
Office and clinic equipment
Medical furniture, lamps, screens, bags, instruments, and auxiliary equipment. For B2B buyers, wholesale prices, invoices, shipments, and payment control are available.
How accounting is built in a medical goods store
Product directory structure
The assortment is divided into product groups and subgroups. Mandatory characteristics, rules for generating names, SKUs, and barcodes are defined for each group.
Initial balances and prices
Goods are imported from a prepared file or entered via purchase invoices. After this, a control inventory check is conducted, and the cost price, retail, and wholesale prices are verified.
Purchasing and replenishment
The commodity expert sees sales, current balances, reserves, and the need for ordering. Separate minimum and maximum inventory levels can be set for stores and warehouses.
Cash register, fiscalization, and card payment
The cashier scans the item, the program applies the permitted price and discount, transmits the amount to the bank terminal, and generates a fiscal receipt through a connected software PRRO or fiscal registrar.
Online store
Products, characteristics, photos, prices, and balances are transmitted to the website. Orders are sent to Torgsoft for verification, reservation, payment, and shipment.
Customer base and repeat sales
Purchase history helps to configure discount conditions, promotions, gift certificates, and mailings for specific customer groups.
Owner's control
The owner analyzes sales, gross income, cash flow, balances, turnover, and the performance of stores and product groups. Bank statements are used to reconcile receipts to accounts.
Seven decisions that make automation manageable
Define the accounting unit
Before loading goods, it is necessary to decide what is sold by the piece, pack, or set, and whether unbundling is allowed.
Divide groups by selection method
Sized goods, equipment, consumables, and large-scale equipment require different characteristics.
Use a barcode as the primary identifier
A barcode speeds up receipt, sale, label printing, and inventory, and reduces manual searching.
Do not mix serial number with batch
A serial number identifies a specific piece of equipment for warranty service. A batch groups a number of units from a single production run.
Set replenishment rules for each point
Demand for orthopedics, medical clothing, and home appliances differs by store, so a general inventory quota is often insufficient.
Transmit structured characteristics to the website
The buyer of a medical product compares sizes, purposes, compatibility, kitting, and technical parameters.
Restrict employee access
The cashier, commodity expert, administrator, and owner need different operations and reports.
A configuration tailored to your assortment is needed
A specialist will help determine the license, workplaces, options, and equipment for a medical goods store.
Business processes maintained in Torgsoft
Nomenclature
Product types, manufacturers, SKUs, barcodes, sizes, colors, photos, dynamic characteristics, and quality documents.
Warehouse
Receipts, transfers, reserves, write-offs, returns to the supplier, inventory checks, and product movement history.
Sales
Retail, wholesale, invoices, deferred payments, returns, discounts, various payment methods, and fiscal receipts.
Online orders
Transmitting the catalog to the website, updating prices and balances, receiving orders, reserving, and shipping.
Customers
Customer cards, purchase history, discount conditions, promotions, gift certificates, and segmented mailings.
Analytics
Sales and gross income by products, types, manufacturers, stores, sellers, and periods.
Support as part of the accounting methodology
Implementation
Specialists help prepare import data, set up product groups, the cash register, equipment, employee roles, and initial work operations.
Transparent tracking of work
Consultations and setups are recorded in technical support reports. The entrepreneur sees the completed work and time spent.
Scenario development
After changes in assortment, store structure, or sales channels, the configuration can be supplemented with new workplaces and options.
How to account for the specifics of different medical product groups
A size characteristic and additional dynamic fields are configured for a product type. For an orthosis, these can be side, size, and degree of fixation; for clothing — model, color, fabric, and size. Mandatory fields prevent saving an incomplete card.
In the program, a pack is created as a set with a specified number of components. This allows maintaining separate sales scenarios for the whole pack and for units, if the store operates this way.
The "Accounting for warranty goods by serial numbers" option registers a specific serial number upon receipt and sale, preserves the item's history, and supports the printing of warranty documents.
The "Formation of supplier order" mode takes into account the balance and the established minimum. For a chain, the "Minimum and maximum balances by warehouses" option sets norms separately for each store, and "Automatic calculation of warehouse stocks" helps determine the need for replenishment.
The product card is filled with photos, descriptions, and characteristics by which the buyer selects the product. The "Synchronization with online store" option transmits the catalog, prices, and balances, and receives orders for further processing.
The "Trade with invoicing" mode generates invoices and expenditure documents, and records payments and debts. Separate wholesale prices can be maintained for products, and a history of mutual settlements can be kept in the counterparty's card.
Torgsoft is not a specialized pharmacy system. The program does not feature end-to-end control of product expiration dates and pharmaceutical batch selection during sales. For an assortment where these mechanisms are mandatory, a specialized solution is required. The validity period of a quality certificate in Torgsoft describes the document. It is not the expiration date of the product itself.
Ecosystem of medical goods store automation
Foundation: Torgsoft license
Torgsoft Start — for basic accounting of a small outlet. Torgsoft Ultra — for full store functionality and local workplaces. Torgsoft Terminal — for a chain and centralized work via a server.
Cash register and fiscalization
Sales, returns, cash, card, software PRRO, or fiscal registrar.
Software PRROCard payment
Automatic transfer of the amount from the cash register to a compatible POS terminal.
Integration with a bank terminalOnline store
Catalog, characteristics, prices, balances, orders, and shipments.
Synchronization with online storeWarranty equipment
Serial numbers, item history, and warranty documents.
Accounting for warranty goodsData protection
Regular archive copies of the database in a separate cloud storage.
Cloud data archiveFor which retail formats this model is designed
Single medical equipment store
Cash register, warehouse, purchasing, serial numbers, software PRRO, bank terminal, and owner's control in one system.
Retail chain
Retail chain automation encompasses a centralized product directory, multiple cash registers and warehouses, transfers between outlets, and comparison of store results.
Store with a website
Accounting in a medical goods store is combined with a catalog, up-to-date prices, balances, and online order processing.
Retail and wholesale company
Sales to the public, supply to clinics and offices, invoices, wholesale prices, documents, and mutual settlements with counterparties.
Choose an accounting program for a medical goods store
Show the specialist the assortment structure, number of stores, cash registers, warehouses, and online channels. On this basis, it is possible to determine what the accounting program for a retail chain or a single retail outlet should be, as well as select options and an equipment set.
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