10 functions of the accounting program for the online store

What to do if the offline store is closed?
How to manage an online business on your own?
What is needed for a full cycle of online trading?

10 functions for managing online trading

1. Accept orders from customers
2. Sell goods and issue documents
3. Send and deliver goods
4. Maintain communication with customers
5. Keep track of inventory
6. Account for finances and verify payments
7. Control debts
8. Submit reports
9. Manage employees and calculate salaries
10. Manage trading from a smartphone

All these functions you can manage on your own. The Torgsoft accounting program for online business has everything you need. Torgsoft is your employee, it is with you forever.

Accepting orders

Order acceptance starts with an online store, marketplace, Facebook, Instagram, or a phone order.

If you don't have an online store - now is the time to create one, and put in effort and time to develop your online business. Torgsoft, together with our partners Black&White, have been working on the Online Store "Turnkey" project for over 8 years. Torgsoft guarantees correct and accurate inventory management, and Black & White - full compatibility of the online store with Torgsoft.

Also in the Torgsoft program, there is integration with marketplaces Prom.ua, and Rozetka.ua. You can independently perform synchronization of stock status, product information and photos, orders, and order statuses, and automatically create invoices in Torgsoft with a few mouse clicks.

Time required:
Creating an online store "from scratch" takes about 24 days;
Connecting an existing online store to Torgsoft - from 3 to 7 days;
Setting up synchronization with marketplaces ~ 1 day;

Selling goods and issuing documents

For selling goods in an online store, use the Trade with invoice mode.

If the order is placed through the online store, the order and customer information will automatically load into Torgsoft.

If you are placing an order yourself while communicating with a customer, you need to:

1. Select a customer or create a new customer card;
2. Create a commercial offer (intent to buy) or issue an invoice (desire to buy);
3. Add goods, and services to the invoice;
4. Send the invoice and payment details via email or sms;
5. After receiving the payment, print the Invoice, if necessary, a Warranty Card, a Sales Receipt, and a Waybill (TTN) for sending the goods by Nova Poshta or Ukrposhta.

All this is in one mode in Torgsoft Trade with invoice.

Time required:
Time to create an invoice: 1-5 minutes

Sending and delivering goods

In Torgsoft, the goods are considered shipped and therefore on their way to the customer when an invoice is created. At this point, the goods are written off from the inventory.

You can label the goods and print the TTN without leaving home. This is performed by the Integration option with Nova Poshta or Integration with Ukrposhta.

Just hand over the labeled packages to the courier service.

From personal experience, we advise:

• Photograph the goods during the packing process so that the customer can see that the goods are intact and packed following hygiene standards;
• Record the fact of handing over to the courier on photo or video;
• Have the courier sign a parcel handover log to document this fact. Keep your distance, you will need to leave the pen with the courier.

Time required:
Preparing the TTN for labeling the goods - 5-7 minutes

Communication with customers

It's great when there are many customers. But how to remember who and what you promised, and at what stage is the order?
And what do customers dislike the most? When they are forgotten.

To prevent disrespectful treatment of the customer, Torgsoft has an indispensable tool Marketing - Contacts and reminders.

After communication, immediately record who you spoke with, what you agreed on, and what stage the order is in. Set a reminder for yourself or an employee to contact the customer after some time or do something for them.

This function is also in Trade with invoice - Invoice - Invoice contacts.

We have been using this for 15 years. Thanks to this function, Torgsoft employees know the customer's situation, what the customer wanted, and what the conversation is about.
At the same time, the customer does not need to recount the history of their relationship with the store for the tenth time.

If you run your business alone - no need to remember everything. Just write it down.

We recommend:

• Copy correspondence from messengers into Contacts with the customer.
• Record any small details and reminders. Even if you are sure you won't forget - don't trust this deceptive feeling and write it down anyway.

If you have IP telephony from Binotel - synchronize it with Torgsoft (we will help, of course).

In this way, you won't miss any calls, view the history of previous contacts with the customer, quickly enter new information based on the conversation, see what the customer previously bought with one click, and during the conversation, you can immediately issue an invoice or check the payment.

Remind customers about yourself! Customers won't remember you on their own (unless you have a grocery store or a pharmacy, of course). Do mailings with attractive offers to your customer base.

Time required:
Recording a contact - about 30 seconds;
Setting up Binotel - 10 minutes;
Mass mailing - 5-7 minutes.

Inventory accounting

What do entrepreneurs want?

You asked - we did it.

Now is the time to conduct a stock inventory, identify discrepancies, and put things in order. You can manage inventory yourself with Torgsoft.

For the convenience of entrepreneurs, there are modes:

• Inventory
• Stock status
• Analysis mode for classifying the best-selling products

Time required:
Inventory ~ 250 unique items per hour.

Expense accounting and profit analysis

The money taken from the business and lying in your pocket is not profit. It's gross income, essentially.
To understand what you actually earned, keep full financial records in the Financial Document mode.

What the business owner should consider:

• Expenses. Each expense is assigned a Financial analysis article. The financial analysis article will make it easy to analyze where the money went.

Permanent: salary, rent, communication services, business services;
One-time: registration of TM, purchase of equipment, additional options in Torgsoft :)

• Payments to suppliers, contractors.
• Sales revenue. This is the money that came from the customer. This money is linked to the invoice.
• Personal expenses. Enter them as expenses for your salary, for example. In this case, you will see the actual profit, excluding your personal expenses. Why is this important? In business, it is important to see the profit to reinvest a percentage of the earned money into development - for example, to create an online store that will work for you for many years.

If employees check the payment for goods - they don't need access to your Privat24 or Privat24 for Business. In Torgsoft, the option "Bank statement of Privat24 accounts" allows you to delegate the verification of the account without providing access to the account: employees will see the arrival of money directly in Torgsoft only for the accounts you specify, but not the expenses.

It is also convenient to use this option yourself so that you do not have to log into Privat24 to check each payment, but simply press 1 button in Torgsoft.

We recommend:

• Periodically reconcile: check if the amount on the bank account and cash on hand matches what is displayed in Torgsoft.
• Enter every expense, down to the bank commission (by the way, Torgsoft takes the commission into account automatically). You can enter an expense on the go using the Mobile App. You will be surprised how much money goes to "small things".

How to analyze expenses

How much and for what period money was spent, and their ratio to gross income you will see in the Torgsoft - Payment - Balance by financial analysis articles mode.

Time required:
Entering an expense - less than a minute;
Checking the payment from the customer and linking to the invoice - 1-2 minutes;
Reconciliation of cash and accounts - 15-20 minutes;
Expense analysis - from 1 minute and until you come out of the stupor :)

Debt control with suppliers and customers

Accounting, remembering, and recording who owes whom is difficult. It is a troublesome and unpleasant task.
You don't need to do it yourself! If you shipped goods without payment - Torgsoft recorded that you are owed. If you received goods from a supplier but asked to postpone payment and summarize the debt for several deliveries - the program will take this into account, show how much money you owe the supplier in total and for each batch of deliveries. If you lent money to a "trusted friend" - the program will record and remind you how much, when, for what, and who lent the money.

Debt accounting and control in Torgsoft is done in the Balance with partners mode.

Time required:
Debt analysis - about 5-10 minutes.

Timely reporting

Export sales information to M.E.Doc and ArtZvit. Send reports to the tax office through a fiscal registrar.

The export of the necessary data is done automatically using Torgsoft.

Time required:
Export to M.E.Doc and ArtZvit - 5 minutes;
Sending a report through the fiscal registrar - 3-5 minutes.

Employee control and payroll calculation

• Check when employees started work and whether the sellers arrived on time;
• Keep track of vacations and days off;
• Set up automatic bonus payments from the sale of goods.

Who is working now, and who is not - you can see using your smartphone in the Mobile App - Employees mode.

Time required:
Checking who is at work - 1 minute;
Setting salary conditions - 15 minutes;
Maintaining a schedule - 5-7 minutes.

Managing trade from a mobile

• Receive goods;
• Sell goods;
• Conduct inventory with a smartphone;
• Receive and issue orders;
• Move goods between accounting centers;
• View product information and stock availability;
• Monitor stock status;
• Photograph goods;
• Analyze data by reports on sold goods;
• Account for equipment used by the store or employee;
• Track orders in the online store, payments, and shipments to customers;
• Monitor employees;
• Work with settlement accounts and cash registers: record expenses from a smartphone, add unidentified payments;
• Check how much cash you have at your disposal;
• Analyze sales results for the month and business profitability.

Torgsoft is the best program for managing an online business.

Manage the store from home. Develop your business online. And Torgsoft will become a reliable assistant for managing your online store and an indispensable tool in online trading.