Automation plan: how to organize accounting for different stores

Torgsoft is suitable for most small and medium-sized retail businesses that sell goods or services, manage inventory, cash desk operations, supplier settlements, customer relations, and hired employees. The program is used to automate more than 120 types of business: from a small store to a retail chain, warehouse, online store, service center, or small production facility.

One accounting system is used for different types of trade. The specifics of a business are defined by the product structure, characteristics, sales rules, employee permissions, additional options, and retail equipment. Therefore, a clothing store, grocery store, auto parts store, or building materials store needs different Torgsoft settings, although the core accounting logic remains the same.

Before purchasing, the program can be tested with real products and typical operations in a 30-day demo version. This is the most accurate way to understand whether Torgsoft covers your processes.

Which businesses Torgsoft is suitable for

The type of store itself has little impact on the choice of software. It is important to understand how goods move in the business, how they are sold, which characteristics need to be stored, and what the owner wants to control.

• Retail stores. Clothing, footwear, cosmetics, children’s goods, stationery, books, pet products, household chemicals, household goods, electronics, auto parts, building materials, and other goods. Torgsoft manages receipts, sales, returns, write-offs, inventory, prices, stock balances, cash desk operations, and settlements.
• Grocery and other stores with weighed goods. The program works with scales, weight barcodes, packaging, and product labeling. The cashier can receive the weight without manual entry if the appropriate equipment and option are connected.
• Clothing and footwear stores. Products can be managed by models, sizes, manufacturers, seasons, and other characteristics. The seller sees the availability of the required variant, while the owner analyzes sales and stock balances.
• Goods with serial numbers and warranty. For equipment, tools, bicycles, and other warranty goods, accounting by serial numbers and warranty service can be connected.
• Jewelry, fabrics, and measured materials. Additional Torgsoft capabilities allow goods to be managed in pieces together with weight, length, area, or another measurement.
• Construction and finishing materials. For tiles, laminate, linoleum, and similar goods, calculations by metric characteristics are available.
• Wholesale trade and warehouses. Torgsoft manages purchases, supplier orders, wholesale prices, stock balances in warehouses, internal transfers, mutual settlements, and shipments.
• Online stores and marketplaces. Torgsoft can be the main accounting database for offline and online sales. For this, synchronization with an online store and separate integrations with trading platforms and delivery services are used.
• Service centers and workshops. An additional option allows repair requests, materials, work stages, and customer settlements to be managed.
• Rental. Torgsoft can manage goods issued to customers for a certain period, control returns, payment, deposit, and reservation.
• Small production. The program supports accounting for materials, technological cards, production of finished products, cost price, and use of raw materials.

Why Torgsoft can work with very different goods

Torgsoft stores a product as a structured card. For an item, you can specify the product type, name, article number, barcode, manufacturer, prices, and required characteristics. For separate categories, a size range, season, units of measurement, serial numbers, and other parameters are used.

Therefore, the program does not need to know what a “footwear store” is as a separate system type. The owner describes the structure of the assortment: model, manufacturer, size, color, season, and other necessary attributes. After that, Torgsoft works with this data during receipt, sale, search, inventory, and stock balance analysis.

The same principle applies to other goods. For coffee, weight and packaging are important. For a smartphone, the serial number may be important. For tiles, area calculation is needed. For clothing, sizes are needed. For auto parts, the article number, manufacturer, and characteristics are important.

Specialized industry tasks must be considered separately. For example, automatic selection of an auto part by VIN code is a separate cataloging task. In such a business, Torgsoft can manage the product nomenclature, stock balances, purchases, sales, cash desk operations, and finances, while the specific scenario for selecting parts must be checked before implementation.

Torgsoft organizes business processes

Computerized accounting works when employees process the same operations in the same way. A store must define who accepts goods, who records the receipt, when an item appears for sale, who may change the price, and how returns, write-offs, defects, and transfers are processed.

Torgsoft fixes this order in documents, roles, and access rights. A sale changes the stock balance and cash desk status. A return is processed as a separate operation. A transfer between warehouses has its own document. Changes made by a user can be recorded in logs and protocols.

If before automation sellers worked from memory, agreed verbally, changed prices without a single rule, or corrected stock balances without documents, contradictions arise during implementation. The program shows which operations in the business still have no defined procedure.

In this situation, it is useful to describe an operation with three questions:

1. Who performs the action.
2. What must change in goods, money, or documents.
3. What the owner must see and check after that.

After that, it is possible to determine which Torgsoft document, setting, or function is used to process the operation. Some situations that initially seem incompatible with the program arise because there is no single work rule in the store itself.

What Torgsoft gives the business owner

The seller needs a tool for daily work. The owner needs data to control the business. Torgsoft stores operations in one database and allows them to be viewed in relation to each other.

• Goods and stock balances. The owner sees what is in stock, where the goods are located, how they moved, and which items need replenishment.
• Sales. The program stores sales, returns, discounts, prices, and data on sold goods.
• Money. Cash desks, expenses, payments, mutual settlements, and bank operations can be managed.
• Suppliers. Torgsoft stores receipts, purchase prices, debts, and settlement history.
• Employees. The administrator sets roles and permitted actions. The manager can check user operations.
• Customers. The program stores customer cards, purchase history, discounts, and bonuses.
• Inventory. The employee enters the actual quantity of goods, and Torgsoft compares it with the accounting balance.
• Analytics. The manager analyzes sales, stock balances, turnover, profitability, assortment, and other indicators.
• Online sales. With additional integrations, the main database can be connected to an online store, marketplaces, and delivery services.

Is Torgsoft suitable for working according to Ukrainian trade rules

Torgsoft is developed for Ukrainian retail businesses. The program supports software RRO, work with hardware fiscal registrars, UKTZED, VAT, excisable goods, and the form for accounting of commodity stocks.

A fiscal sale can be linked to a regular sales operation in Torgsoft. For card payment, the program can transmit the amount to a compatible bank terminal. A regular receipt printer can be used for a paper PRRO receipt.

Specific requirements depend on the business form, taxation system, assortment, and payment methods. The owner or accountant determines which rules apply to a specific business, and in Torgsoft the corresponding enterprises, cash desks, PRRO, rates, and product details are configured.

Which retail equipment Torgsoft works with

For basic accounting, a computer with Windows is enough. The specific set of equipment depends on which operations need to be performed at the cash desk and warehouse.

• Barcode scanners read goods during sale, acceptance, and inventory.
• Receipt printers print sales receipts and paper PRRO receipts.
• Label printers are needed for goods without a ready-made barcode or for the store’s own labeling.
• Electronic scales transmit product weight to the cash desk or are used for packaging and printing weight labels.
• Bank POS terminals can be integrated with Torgsoft so that the program transmits the payment amount without repeated entry by the cashier.
• Fiscal registrars are used by entrepreneurs who work with hardware RRO.
• Data collection terminals are used in the warehouse for inventory, acceptance, and work with a large assortment.
• Customer displays show the customer information about the current purchase.
• Self-checkout equipment can be used in stores where independent customer payment is provided.

For equipment that exchanges data with Torgsoft through a driver or special protocol, compatibility must be checked for the specific model. This is especially important for scales, bank terminals, fiscal registrars, and specialized devices.

Which Torgsoft configuration is needed for your scale

The software version is determined by the number of sales points, workplaces, the method of database access, and required functions. The type of goods is of secondary importance here.

The final cost of automation depends on the Torgsoft version, number of workplaces, additional options, equipment, and scope of configuration work. Therefore, a universal amount for a “small,” “medium,” or “large” store gives an inaccurate idea of the budget.

What to check before buying the program

To determine the compatibility of Torgsoft with your business, it is enough to describe the real work of the store.

1. Which goods you sell. Define the characteristics by which employees search for, receive, and sell goods.
2. How many stores, warehouses, and cash desks you have. The version and method of working with the database depend on this.
3. Who works with accounting. The seller, commodity expert, administrator, and owner need different rights.
4. How you sell. Take into account retail, wholesale, website, marketplaces, delivery, prepayment, and other channels.
5. How you fiscalize sales. Check PRRO, fiscal registrar, and bank terminal.
6. What equipment you already have. Write down the exact models of scales, printers, terminals, and other equipment to check compatibility.
7. Which operations are non-standard for you. For example, serial numbers, rental, production, measured goods, repair, consignment goods, or specialized industry selection.

When compatibility must be checked separately

Torgsoft is a mass-market accounting system. The company develops a shared core of the program and adds functions needed by a wide range of entrepreneurs. Therefore, before purchase, it is worth separately checking the scenario if the business depends on a narrow specialized function.

Such situations include industry catalogs for product selection, special equipment with its own protocol, a non-standard calculation algorithm, or a process that is not among Torgsoft functions and additional options.

This can be clarified before purchasing a license. To check, it is enough to reproduce a typical working day in the demo version: receive several real products, process a sale, return, payment, inventory, and generate the report needed by the owner.

How to switch to Torgsoft

Implementation begins with preparing data and work rules. The more accurately the store defines initial stock balances and the order of operations, the faster employees will switch to systematic accounting.

1. Define the business structure. Stores, warehouses, enterprises, cash desks, users, and their roles.
2. Prepare the product directory. Categories, names, article numbers, barcodes, characteristics, prices, and suppliers.
3. Conduct inventory. The initial balance in the program must correspond to the actual goods.
4. Transfer the necessary data. Part of the information can be imported from spreadsheets or a previous accounting system.
5. Connect the equipment. Check scanners, printers, scales, PRRO, bank terminal, and other devices.
6. Configure employee rights. Each role receives access only to the required operations.
7. Run test operations. Receipt, sale, return, payment, inventory, and closing the working day.
8. Start recording all operations in the system. In the first days, the owner regularly checks stock balances, cash desk, returns, discounts, and employee actions.