How to keep records if there is no light?
15.05.2024 10:34
If we aim to survive and win, we must forget words like "wait out" and "endure": do not perceive the war as something temporary, something that can be waited out like a rainstorm in an entrance hall, and then come out into the sun with relief.
We must accept it as our daily reality, our norm, and reconcile ourselves to the military way of life: candles, generators, and alarms, without trying to restore islands of peace amidst the hell of war.
We must forget about emotional swings—from the euphoria of victories to the terrible disappointments of defeats.
We must understand that war is work, and it is hard, routine, and long. Every day. From morning to evening. Without weekends and lunch breaks.
This is not a sprint—it is a marathon, with mistakes and successes. And Victory is the result of work, which directly depends on our efforts and diligence. Each of us in our place.
And, yes, many have already realized—it will never be as it was before.
Worse or better depends on us. But as it was, no, it will never be again.
— Danylo Hetmantsev, Head of the Verkhovna Rada Committee on Finance, Tax, and Customs Policy.
How to keep records without electricity?
It might seem like a strange question, implying the answer—no way. But we at Torgsoft have a different opinion—you can and should keep records.
Since rolling blackouts during the war may become an integral part of our work—you will have to learn to live in this reality, and this is no reason to lose control over business processes.
How can you continue to keep records without power?
The first and most important condition is that the goods must be labeled with barcodes, prices, and minimal information about the product. In this case, whether there is power or not—you can always sell the goods.
Second—constant access to information. For this, you need a remote server—a dedicated or virtual (VPS) server, which is not located in the office or store, but where power and internet are always available.
Safe place for the database with goods
To ensure that the server is always on and not affected by power outages, it is best to move the program to a remote server. Companies providing such services place servers in special rooms with backup power, generators, and stable internet. It is difficult and expensive to recreate such conditions locally in the store.
A remote server is suitable for those who have internet at the sales points—a good provider or stable mobile internet.
In addition, hosting Torgsoft on a remote server will continuously manage online trading: synchronize stock, accept orders. At any convenient moment, you can connect to the server and process orders. There is no power, but sales do not stop.
Laptop with a good battery
You can work with Torgsoft from any device—computer, laptop, tablet, phone.
If you work with Torgsoft-Ultra and keep records on only one computer, you can transfer the program to a laptop with a battery life of 3 to 5 hours. This should be enough for rolling blackouts and uninterrupted work.
Moreover, if Torgsoft-Ultra is installed on a laptop, internet is not needed for work—you are working with a local database.
If multiple sales points are working with the program, then the program with the Torgsoft Terminal license should be moved to a remote server. Sellers can connect to the program from laptops.
Product accounting via smartphone: Torgsoft mobile app
Another option for working with a remote server and Torgsoft is a smartphone on Android and iOS. The Torgsoft app is installed on the smartphone, and technical support will help set up access to the program and server. Using the Torgsoft mobile app and having at least mobile internet, you can register sales, returns, and write-offs, move goods, conduct inventory, check stock status, and availability of sizes.
In essence, for accounting without power, you only need a charged phone and mobile internet.
Torgsoft Hybrid—accounting software for selling goods without internet
Torgsoft Hybrid is an application installed on a computer that works only with the Torgsoft Terminal license. When there is no internet, the application records all sales and returns. When the internet becomes available, it synchronizes the sales with the database. The only limitation is that Torgsoft Hybrid does not work with VIP clients, promotions, and bonuses, as it needs up-to-date data, which is impossible without internet.
How to work with ECR without power?
Software ECR is an option
If you have Torgsoft installed on a remote server, and the seller at the sales point has a laptop and mobile internet, you can safely sell fiscal goods using the software ECR configured on the server. However, in this case, it is worth informing customers that the fiscal receipt will be sent electronically via SMS, Viber, or email, as it will be impossible to print it (no power—no receipt printer working).
Classic fiscal register
If the fiscal register turns off during work due to a power outage, the entrepreneur (according to the Law of 06.07.95 No. 265/95-VR) must record the transaction data in the cash register log—KOPO. After restoring power, the required amounts must be processed through the fiscal register.
You can refuse to maintain the cash register log, but in this case, when registering the ECR, you must indicate this in the application. Then you have the right not to register and not to store cash register logs and cash registers. But by law, without KOPO and ECR, the entrepreneur cannot sell goods.
It is worth noting that without ECR, you can work for no more than 7 working days. But we hope there will be no such long power outages.
Therefore, software ECR in the situation of rolling blackouts is a more reliable solution than a classic fiscal register.
Additional devices for keeping records without power
Universal mobile batteries—power banks
Regular power banks are suitable for charging smartphones and keeping records using the Torgsoft mobile app.
Specialized portable batteries, like the Dell Hybrid Adapter + Power Bank, will charge both a Dell laptop and a phone.
UPS—uninterruptible power supplies
Allows you to work without power for up to 3-4 hours.
Portable charging stations
Quite expensive, but during permanent disruptions, productivity and nerves are probably worth more.
Generators
Work long, a lot, and reliably with fuel. But they are suitable if you have space near the store to place the generator.
“Since October 10, the demand for generators has increased 5-7 times. Overall, in October, generators are being bought 15 times more often than last year. Primarily, customers are interested in gasoline generators with a capacity of 2.5/3 kW at 220V. If larger volumes of consumption are needed, more powerful generators—from 5 kW—are purchased,”—Epicenter.
If there is no power and no internet. At all
In this case, labeling goods with barcodes will save the day: during the sale, the seller sees the current price and position on the label.
The seller can:
- remove the label and save it in a notebook,
- photograph the label with the sold goods,
- write down the barcode number.
In any case, the fact of sale must be recorded—the seller must record the quantity of goods sold, the price per unit, and the total amount to make it easier to reconcile the data later.
For convenience, print a price list for the seller—a list of available goods and retail prices in Torgsoft → Warehouse → Stock status → Print → Print retail price list.
Most importantly, if there is no power, do not allow sellers to sell goods without control and recording, or stop trading altogether with the words "The database is not working—I cannot sell goods."
So, for autonomous work in the store, it is worth:
- Transferring the accounting system to a remote server. If you have one sales point, then install Torgsoft-Ultra on a laptop—so you can work without the internet.
- Using a laptop with a good battery in the store.
- Always have a charged power bank and phone with the Torgsoft mobile app.
We will stand! Death to the invaders. Glory to Ukraine!
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