Finance in Torgsoft: where to view money, debts and expenses

The pressing question for every entrepreneur: “How much did I earn?”

As experts, we see every day that for a business owner this is not just a number, but a constant source of anxiety. Money continuously moves through the cycle “goods–money–goods”, is used for settlements, and cannot simply be laid out in piles and counted. This uncertainty creates two risks: a sudden cash gap when there is not enough money for purchases or salaries, or, conversely, excessive cash reserves that could have been invested in growth.

The Torgsoft management accounting software is a tool that allows you at any moment to know how much money you have, understand how much you have earned, and control financial flows. Spending no more than 15 minutes a day, you gain full control over your business finances and can make informed decisions.

1. Money: where is it and how does it move?

For full financial control, it is important to know all “money storage locations”: cash in store cash registers, funds in bank accounts and cards, money in a safe, or even the owner’s personal funds. Torgsoft helps not only see balances in each of these places, but also track the movement of funds between them, creating a single transparent financial picture.

1.1. Cash in registers: daily control

The main tool for daily cash control is the mode Payments → Cash register totals.

This report shows key indicators for each register over the selected period. You will always know:

• Opening balance: how much cash was in the register at the start of the day.

• Receipts: the total amount of money received during the day.

• Expenses: the amount of money spent from the register.

• Closing balance: the total amount of money in the register at the end of the working day.

When you take revenue from the register, you choose between two accounting approaches: simplified and full. This choice is defined by two key operations:

• Cash collection. This is a simple withdrawal of money from the register and from the system records. The money effectively disappears from system control. This method suits simplified accounting, but it breaks the financial chain.

• Deposit revenue. This moves money from the store register to another storage location (for example, a safe, a bank account, or the “owner’s cash”). This operation is the basis of full financial accounting, because the money remains inside the tracked business ecosystem. It creates a “closed loop” that helps identify errors and see an accurate final picture.

1.2. Money in accounts: bank integration

The paid feature Bank statements by accounts allows you to integrate the system with Privat24, Monobank, and UkrSibbank.

The key advantage of this feature is a seamless financial ecosystem. Instead of manually reconciling bank statements with your records—a process prone to errors and delays—Torgsoft automatically links each bank transaction to the corresponding document. This gives you an accurate real-time view of your cash flow.

After integration is set up, all bank transactions (incoming and outgoing) are loaded into Payments → Bank account statements. From there, by clicking “Transfer financial transaction”, you can create the corresponding financial documents in Torgsoft with a single click.

1.3. All financial flows in one place: “Financial document”

The mode Payments → Financial document is the central hub for managing all financial operations in the system.

The window has two main tabs: Cash for cash operations and Settlement account for non-cash operations. The Journal tab shows a single list of absolutely all payments for the selected period, regardless of payment method.

This is where all money transfer operations between different storage locations are recorded. The most common are:

• Transfer to settlement account: depositing cash from the register to a bank card or account.

• Transfer money to another register: moving cash, for example, from a safe to a store register to provide change.

• Currency exchange: recording the purchase or sale of currency with movement of funds between currency and local-currency registers.

2. Debts: who owes whom?

Controlling receivables (money owed to you) and payables (your debts) is critical for business financial stability. Torgsoft provides convenient tools for managing settlements.

2.1. Settlements with suppliers and customers: “Partner balance”

The main tool for debt analysis is the report Payments → Partner balance. The system automatically maintains a goods-and-money balance for each counterparty, recording how much goods were received and how much money was paid.

To view debts:

1. In the Partnership type filter select Supplier or Customer.

2. Pay attention to the columns: My debt shows how much you owe, while the adjacent column shows how much the counterparty owes you. For suppliers, accounting is kept in the supply currency, which helps avoid exchange rate differences.

For deeper analysis, use additional tools:

• Settlement card: shows a detailed history of all operations (goods receipts, payments, returns) with a specific partner.

• Partner balance breakdown: allows you to view all invoices, related payments, and even the goods composition of each invoice.

This is not just knowing who owes whom; it is managing your cash flow. If you see a large amount in the My debt column, it may be time to review payment terms with the supplier. A high debt owed to you signals that you should strengthen your credit policy for that customer.

2.2. Controlling customer debts: unpaid sales

Situations often arise where customers (especially VIPs) take goods on credit. Unpaid receipts can also appear due to technical issues, for example during power outages. Such “stuck” debts must be controlled.

For this, Torgsoft provides specialized modes:

• Payments → Unpaid sales of regular customers: helps identify and close unpaid receipts caused by failures.

• Payments → Unpaid sales of VIP customers: contains all sales where regular customers took goods on credit. In this window, you can conveniently accept payment or process a return.

3. Expenses: where does the money go?

Understanding the expense structure is the key to calculating net profit and assessing business profitability. Without accurate expense accounting, it is impossible to answer the main question: “How much did I earn?”.

3.1. Expense accounting via “Financial document”

All expenses are recorded in the familiar mode Payments → Financial document. To record an expense, click Add, specify the amount, choose the Outgoing direction, and indicate from which register or account the funds are written off.

The most important field when recording expenses is the Financial analysis category. This is the most critical step in moving from simple money tracking to real financial analysis. An error or omission here makes the final profit calculation meaningless. Proper classification of each operation (for example, Rent, Salary, Operating needs, Marketing) allows precise analysis of where the money goes. Categories related to business expenses are marked in red and are automatically included in profit calculation.

In addition, for an accurate profitability calculation, it is essential to distinguish business expenses from the owner’s personal expenses. Withdrawing money “for yourself” is not a company expense but your dividends. Clear separation of these operations using appropriate analysis categories ensures a correct understanding of the real financial situation.

3.2. Expense and profit analysis

To analyze the expense structure, use Payments → Balance by financial analysis categories. This report shows totals for each category over the selected period, making it easy to see which expenses are the most significant.

The final answer to the profitability question is provided by the report Analysis → Period. Here the system automatically calculates all key performance indicators, including Total expenses for the period. The final result is Profit, calculated as the difference between gross profit and all recorded expenses.

This report is the monthly scorecard of your business. Use it to compare profitability month to month. Did a new marketing campaign recorded in the category balance lead to profit growth? This is how you measure return on investment and stop wasting money.

• Money: Cash register totals, Financial document, and Bank account statements provide a complete picture of where your funds are and how they move.

• Debts: Partner balance and Unpaid sales allow you to keep all settlements with suppliers and customers under control.

• Expenses and profit: Financial document, Balance by financial analysis categories, and Analysis → Period help accurately record expenses and see the real financial result of your activity.

With these tools, you get an objective picture of profitability, see the real value of your business, and can make informed management decisions with full control over your finances.