The transition from notebook accounting to a computer program greatly facilitates the sales process, control of turnover, reporting, and storage of data on trade results.
Preparing for trade automation
Trade automation is not only an accounting program, but also trade equipment, employee training, and systematic daily work on organizing business processes.
Needs analysis
Before choosing a program for your store, you should determine the priority tasks that need to be solved:
- start selling with a cash register,
- put things in order in the warehouse,
- control the actions of sellers,
- keep records of customers and their purchases,
- make payments to suppliers transparent and understandable, etc.
Whatever the purpose of automation, you can implement any idea in the Torgsoft accounting program.
To understand which program and basic set of equipment you need to start accounting, contact the Torgsoft team. Automation specialists will provide comprehensive advice: they will advise you on where to start, which version of the Torgsoft program will suit you best, which cash register equipment will be optimal for your business, how many scanners, printers, etc.
Choosing a program
The accounting program should have the necessary functionality for conducting trade, financial, warehouse, management accounting, storage and receipt of goods, synchronization with an online store, other online platforms, etc. It is ideal when the program allows you to trade in a comprehensive manner - so that the user does not need to switch between different programs, covering all areas of activity, with integrations of business services.
Such a program is the Torgsoft program. This is a universal accounting program for online stores, small or large stores with one or more cash registers, for retail chains, warehouses, and manufacturing facilities.
Torgsoft provides not only accounting software, but also commercial equipment, turnkey setup, the ability to test the program - free use of the full functionality for a month, as well as: support in more than 120 types of business, 250+ free video tutorials and podcasts, a management accounting training course, etc.
Data transfer
Gather all the data from the records you kept in notebooks, Excel spreadsheets, including information about products, sales, customers, payments to employees and suppliers to create a single database in the accounting program. If you have a large amount of information, some of which is in tables or files from other programs, and you don't know where to start, Torgsoft technical support will help you transfer the data step by step.
Customize the program according to the nuances of your business
Add to the program:
- types of goods - their categories and subcategories, the average margin per type of goods,
- a sign of fiscality of the product - whether the product is fiscal,
- enterprises and their details - in Torgsoft you can manage many individual entrepreneurs and legal entities,
- outlets and their names, if there are several of them,
- cash desks and current accounts of enterprises to fully maintain financial records,
- suppliers, their contact details and initial debts, if any,
- intermediaries and their percentage of remuneration if you are a dropshipping supplier,
- add customers to make mass mailings, create a range of barcodes and order the production of discount cards to increase your customer base,
- set up cash registers for the necessary cash registers,
- set access restrictions for employees - by default, the program provides only the necessary minimum for sellers, permissions for certain actions can be added or removed in the role settings.
Training of employees
To automate a small store with one cash register, it will take 1 day to set up the program and train sellers.
Training can be ordered - everything happens online, or you can watch a free video course for beginners, start with instructions on the website, podcasts.
The training includes:
- start of accounting: arrival, sale, and return of goods,
- opening and closing a shift,
- adding customers and information about them to product cards,
- entering information about contractors and partners.
Gradual implementation
The success of automation and implementation of the accounting program primarily depends on regularity and methodology. In the process of implementing accounting, it is important that the store owner or a responsible and trusted person is in the context of setting up and using the program - so that no matter what the staff turnover is, you can quickly put a new employee on the business process without losing knowledge and trade efficiency.
Set deadlines for the implementation of the accounting system. It can be from a week to a month, depending on your initial goals and the size of your business. Start with one department of the store, switch it to the program and evaluate the results. Then expand automation to all departments.
Pay attention to the additional features of the program, which may become an unexpected tool for you to solve many business problems: CRM and loyalty system for working with the customer base, mass mailings to increase sales and store recognition, archiving data to Google drive to create backups for databases, distributing access to the program for different employees as an information security tool for the store, etc.
The transition to computerized accounting will take some time and effort, but in the long run, it will greatly facilitate the work of your employees, systematize business operations, and increase the profitability of your store.
Store automation plan
|
|
A small store: 1 cash desk
|
Large store: several departments and cash desks |
Chain store: several outlets, separate warehouse |
| Minimum set of computer and trading equipment |
Computer or laptop,
barcode scanner,
receipt printer.
|
Computers or laptops,
scanner for each cash register,
receipt printers for each cash register,
label printer.
|
Server,
a computer or laptop for each workplace,
a scanner for each cash register,
a receipt printer for each cash register,
a label printer for the warehouse.
|
| Additional recommended equipment |
To the minimum:
+ barcode and label printer for marking goods upon arrival.
|
To the minimum:
+ data collection terminal,
+ bank terminal.
|
To the minimum:
+ data collection terminal,
+ tablet for remote control.
|
| Who will work with the programme: recommendations for staff |
The owner of the store,
salesperson.
|
The owner
salespeople,
commodity expert,
accountant or store administrator.
|
The owner,
sellers,
administrator,
merchandiser,
accountant,
system administrator.
|
| Difficulty level: preparation, setup and training time |
Easy
1 day
without closing the store.
You can learn and set up on your own:
- video tutorials
- online seminars,
- order an accounting course in Torgsoft.
|
It's easy
2 days
You need:
+ set up a local network,
+ connect the Internet,
+ install computers and trade equipment at the cash registers,
+ provide remote access for a technical specialist to configure the software and equipment,
+ Gather all employees for training.
We advise you to order online training by Torgsoft for an administrator or manager
|
Project duration
2-7 days
You need to:
+ order and set up a server,
+ connect the Internet,
+ install computers and trade equipment at the cash registers,
+ provide remote access for a technical specialist to configure the software and equipment,
+ Gather all employees for training.
We recommend ordering online training from Torgsoft for an administrator or manager, senior salesperson, or accountant.
|
| Free hours of Torgsoft technical support implementation |
2 hours |
4 hours |
5 hours |
| The period of full transition to automated accounting, taking into account the entry of goods into the programme |
week |
2 weeks |
month |
| Internet |
Any Internet: optional, but desirable, especially if you plan to use a cash register. |
Ethernet
WiFi
3G/4G |
Ethernet with a static IP address on the server, Ethernet
WiFi
3G/4G
|
| Recommended additional options |
+ Software cash register,
+ Connection of a bank terminal,
+ Mobile application.
|
+ Software cash register,
+ Connection of a bank terminal,
+ Mobile application,
+ Deletion of statistics for closed periods,
+ Calculation of salaries and motivation of sellers,
+ Torgsoft Online Market.
|
+ Software ECR,
+ Connecting a bank terminal,
+ Mobile application,
+ Removal of statistics of closed periods,
+ Calculation of salaries and motivation of sellers,
+ Torgsoft Online Market,
+ Gift certificates,
+ Mass mailing via Viber, SMS and
e-mail.
|
| What to look for when using the program: |
Marketing tools: CRM, loyalty systems, mass mailings.
Backups of the database.
|
Information security: access control, passwords for different users.
Backups of the database.
|
Information security: access control, passwords for different users.
Database backups.
Storage of database archives on an independent medium.
|
| Estimated cost of automation |
from $200* |
from $600* |
from $1200* |
| Payback period |
2 months |
1.5 months |
1.5 months |
*The cost of automation depends on the number of workplaces. The cost calculation does not include laptops and computers that are needed to set up the program and work in stores, as their price range is quite significant.
Consult a specialist and order trade automation:
+38(067) 558 37 84
info@torgsoft.ua
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