Preparation of the product database in Torgsoft for synchronization with the online store and marketplaces: step-by-step instructions

For the successful operation of an online store and integration with marketplaces (such as Rozetka), it is crucial to properly prepare the product database in Torgsoft. This ensures the correct functioning of filters, accurate synchronization of products and characteristics, and facilitates future integration with other trading platforms.

Here are the main steps for preparing the product database.

1. Planning for the Future

Before you start preparing the product database, it’s essential to consider your future needs, especially if you plan to integrate with marketplaces (Rozetka, Prom, Hotline, etc.). Preparing the database according to their requirements will simplify the work and avoid potential problems in the future.

Marketplaces have their own requirements for product categories, characteristics, and descriptions. If you prepare the product database according to their standards from the start, it will allow for seamless integration with them in the future, avoiding manual corrections of product data.

Adhering to marketplace standards not only enables quick integration with their platforms but also improves the overall structure of the database. This makes the program more user-friendly, facilitates data analysis, and simplifies reporting. Ultimately, you make significant contributions to several key areas at once.

2. Creating the Structure of the Product Catalog

In Torgsoft, the product catalog is built using product types and subcategories. A correct category hierarchy simplifies site navigation and makes it easier to find products. The correct category hierarchy is the foundation of your database, on which all subsequent steps depend.

• Clear structure. Create a logical category hierarchy (for example, Clothing → Men's Clothing → Jackets), based on the structure of marketplaces. These will be the main product categories, whose names will not appear in the product names.

• Category names. Start adding future products to categories, using only product types. (for example, Clothing → Men's Clothing → Jackets -> Jacket Torgsoft -> Easy Accounting)

• Root category names. Avoid duplication, for example, “Women's jackets” and “Jackets women’s”. Each category should have a unique name and, if necessary, a description and image.

A clear catalog structure makes it easier for customers to find products in the online store and marketplaces, and it also simplifies synchronization between platforms.

3. Creating Product Cards

A product card is the primary information unit on the site and in the Torgsoft accounting system. Each product must have its own unique card with complete information.

• Product name. Formulate the product name using recognizable characteristics such as color, size, article number, etc. Creating clear product names is a dual contribution. Now you can easily integrate your products into marketplaces, print labels with appealing names, and other employees can easily search for products in the warehouse.

• Characteristics in the name. If the product name contains a characteristic that does not have a corresponding field (for example, resolution), use the product description field for this.

• Special characters. While most marketplaces support special characters, it is better to avoid using $'':;* etc. in product names.

• Description field. Do not use the product description field for large text descriptions. This field is suitable for forming a readable product name.

• Specific characteristics. If you have variations in colors, such as Blue Hairband and Blue Shoes, use the color field in the product card. But in this case, these products need an additional dynamic characteristic “Color,” where you can use the simple value "Blue" and synchronize it as a characteristic with marketplaces or other systems.

• Photos. Add high-quality images of the product from different angles. Images should be well-lit and have an optimal size for quick site loading.

• Characteristics. Using dynamic characteristics, specify all the product characteristics such as color, size, material, etc. To fill in specific product characteristics, use documentation or marketplaces since they may have their own requirements for characteristic formats and values. Properly filled-in characteristics will help create convenient filters and characteristic tables on your site.

• Product models. If you have followed the previous steps, Torgsoft can automatically create product models, where each variant will receive its own characteristics.

Comprehensive product cards with all the necessary information and photos allow users to get the maximum information about the product, increasing the likelihood of a purchase. In addition, it facilitates the work of filters and simplifies product searches on the site and marketplaces.

4. Configuring Dynamic Characteristics and Filters

Dynamic characteristics in Torgsoft automatically create filters on the site and are used for synchronization with marketplaces.

• Standardized characteristics. Create and fill in all the necessary product characteristics according to marketplace requirements (for example, color, material, size).

• Eliminating duplicates. Avoid logical duplication (for example, "red" and "red"). Characteristics should be unified across the entire product database. At the same time, you can use Red and Red in the Color field of the product card.

Dynamic characteristics ensure the correct operation of filters on the site and make synchronization with marketplaces seamless. Proper filter settings will help users quickly find the desired product by parameters such as color or size.

5. Product Synchronization with the Online Store

Once the catalog structure and product cards are ready, set up product synchronization with your online store.

• Automatic updates. Synchronization automatically transmits all changes to products (prices, stock, photos) to the website.

• Product groups. Determine which product groups will be synchronized with the online store.

• Manual control. If necessary, you can manually exclude certain products from synchronization.

This automates the process of updating product information in the online store and avoids data duplication. Any changes in the Torgsoft accounting system, such as price or quantity changes, are immediately reflected on the website, minimizing the chance of errors and customer disappointment.

6. Updating and Managing Products

The Torgsoft program automatically updates product data, prices, and stock.

• Data relevance. Ensure that all product information is up-to-date — it is especially important to regularly update product stock.

• Exclusion from synchronization. If certain products should not be presented in the online store, you can easily exclude them from synchronization manually.

Automation of updates reduces the risk of errors, such as selling a product that is no longer in stock. Customers receive only up-to-date information, which improves the shopping experience and reduces the number of rejections due to unavailable products.

Torgsoft Online Market (TOM) — is a modern platform for creating an online store that fully integrates with the Torgsoft accounting software and allows entrepreneurs to sell products online immediately after launching the website. If you already have a product database in Torgsoft, connecting TOM takes one day and requires no extra effort: the catalog automatically synchronizes with your online store, and all data updates synchronously. 

Unlike standalone sites on builders, TOM is part of the unified Torgsoft ecosystem, created specifically for retail automation, making the launch of online sales fast, convenient, and profitable.