How to sell without internet, check stock and track store profit

The internet or power goes out

First, check what exactly has stopped working. If the internet is unavailable, checkouts on the local network can continue processing sales. If the power goes out, the computers and network equipment need backup power.

When there is no internet

The Torgsoft Ultra database is stored on a computer in the store. Other checkouts connect to it through the local network. Sales, returns, and goods receiving remain available as long as this computer, the checkouts, and the network are working.

The website, marketplaces, delivery services, and other external services require an internet connection. When the connection is restored, check the orders and stock levels on the platforms.

When there is no power

Connect the computer containing the database, the checkout, the router or switch, and the receipt printer to backup power. If the computer containing the database shuts down, the other checkouts will lose access to it.

If a sale was interrupted, open the software after restarting and check «File — Sales drafts». You can find the unfinished sale there and continue it. If a different stock write-off setting is used, look for the sale under «Payment — Unpaid sales to regular customers».

How to protect your data

In the «Settings — Scheduled tasks» menu, configure daily database backups. Then click «Create an archive now» and check that the file has been created. Ask the support team to show you how to restore the database from a backup.

Keep a copy outside the computer containing the database as well. The Cloud data archive option can transfer the archive to Google Drive on a schedule.

What to do with fiscal receipts

Software-based cash register issues fiscal receipts. It can work without a connection to the tax authority if it has been configured in advance and receipt numbers have been obtained from the tax authority. When the internet connection is restored, the receipts must be sent to the server.

The Torgsoft help documentation specifies limits of 36 consecutive hours and 168 hours per month. The tax authority allows these limits to be exceeded during martial law or a state of emergency. Ask the support team to check how your software-based cash register version works in this situation. Check separately with your bank whether the payment terminal can work without a connection.

The product is in stock according to the records, but not on the shelf

A customer asks for a product. The software shows one item in stock, but the salesperson cannot find it. The reason may be an error during goods receiving, a sale, a return, or a write-off.

Carry out an inventory count: count or scan the products and compare the result with the quantity recorded in the software. You can use a barcode scanner, a specialised stocktaking device, or the Torgsoft Mobile App option for scanning.

After counting, check the documents. The «File — User activity log» menu shows who worked in the software. The document change log helps you review changes to goods receipts, sales, and returns if logging is enabled in the settings.

Individual log entries are protected from manual editing. An administrator can delete entries for a selected period. Make database backups to preserve the history for a long time. Assign someone to compare the goods with the delivery note during receiving. An Excel delivery note can be imported into the goods receipt document to reduce manual data entry.

Too much was purchased, while the required product ran out

One product has been sitting in the warehouse for a long time. Customers ask for another one every day, but it is already out of stock. Before placing an order with the supplier, check stock levels and sales for the previous few weeks.

In the «Document — Create supplier order» menu, select the «Product that needs to be ordered» filter. The software will show products that are out of stock or have reached the specified minimum stock level. Sales for the selected period and the latest purchase price are displayed alongside them. The employee determines the order quantity, taking into account the available funds and delivery time.

The minimum quantity can be specified in the product card. If each warehouse requires a different quantity, use the Minimum and maximum stock levels by warehouse option. The Automatic stock level calculation option helps calculate it based on sales and delivery times.

Check the products already in stock

• «Slow-moving inventory analysis» shows products that have not been sold for a long time and their cost. After checking them, you can change the price or arrange a return to the supplier.
• «Stock analysis by storage period» shows how long a product has been stored in the warehouse and which supplier delivered it.
• «ABC and XYZ analysis» shows which products generate more sales and how regularly they are purchased.

Review these reports before placing a large order. «Create supplier order» is available in Torgsoft Ultra; Torgsoft Start does not include this mode.

There are sales, but the profit is unclear

The store makes sales every day, but purchase prices have increased. The owner needs to know how much the store has earned after the cost of goods, rent, salaries, and other payments.

Torgsoft takes the cost from the goods receipt document. Delivery expenses can be added to it. Gross profit is the sales amount after discounts and returns, minus the cost of sold and written-off goods. To see the profit after rent, salaries, and fees, enter these expenses into the software.

Create clear categories for expenses: rent, salaries, bank fees, and delivery. In the «Payment — Balance by financial analysis category» report, you can check payments for each category. «Balance with partners» shows amounts owed to suppliers and amounts owed by the store’s customers.

Which reports to open

• «Daily gross profit for a period» — to check sales and gross profit by day.
• «Analysis of the effect of the selling price on profit» — to compare sales at the full price and at a discount. The report shows actual results but does not determine the reason for a change in demand.
• «Revaluation statement» — to prepare new prices and apply them at the selected time.

Before changing the price, check the cost of the latest batch and your expenses. If there are many payments, the Bank statements option helps import data from Privat24 and monobank.

Two customers ordered the last item

The last item was sold in the store. It is still shown as available on the website, so another customer orders it. This happens when stock levels are updated manually or data exchange is delayed.

Determine where the website gets the product quantity from and how often it is updated. For your own website, use the Online store synchronisation option. For sales on platforms, use Integration with Prom.ua and Integration with Rozetka.ua. If you do not have your own website, you can consider Torgsoft Online Market.

A product can be reserved for a specific customer when an order is created. The choice of reservation method depends on whether the product should be removed from the available stock immediately. Check unfulfilled orders to ensure that products are dispatched on time.

For shipments, there are Integration with Nova Poshta and Integration with Ukrposhta. They help create shipping documents and check deliveries.

Regular customers visit less often

A discount on all products reduces the profit from every item. First, check which customers have not visited for a long time and what they purchased previously.

Torgsoft stores contacts, purchases, and discount terms in the customer card. The «Analysis — Customer activity analysis» report helps find people who purchased a particular product and have not returned for a long time. You can then prepare an offer for a specific group of customers.

Torgsoft Ultra already includes discounts, promotions, and a bonus system. You can add options for other tasks:

• Bulk messaging to customers — messages via SMS, Viber, and email.
• Bonuses with a limited validity period — bonuses that are valid for a specified period.
• Discount club — a discount granted when the club’s conditions are met.
• Gift certificates — sales and accounting of certificates.

Before launching a promotion, check the profit from the product after the discount. Before sending messages, check the customers’ contact details and consent to receive messages. After the promotion, open «Discount usage analysis».

The cashier needs to be replaced quickly

An employee did not come to work. Another person has to process sales and returns, but they need their own access to the software.

Create separate user accounts for employees. In the «Access rights setup wizard», specify who can process sales, accept returns, change prices, and view financial reports. When an employee moves to another position, update their access rights.

The software can record sales by shift or by a specific salesperson. If products on a single receipt are sold by different sales consultants, use the Linking the sale of each product to a salesperson option. For calculating bonuses, use Staff payroll and motivation.

The Staff notifications option lets you send instructions to employees and check who has read them.

The owner works outside the store

The owner wants to know how much was sold during the day, whether there is money in the checkout, who needs to be paid, and which products are running out. This information can be checked in reports.

«Report — Summary daily report» shows sales, returns, payments, expenses, cash collection, and the cash balance in the checkout. «Payment — Checkout totals» shows the balance at the beginning and end of the day. «Balance with partners» shows amounts owed to suppliers.

In the Torgsoft Mobile App, you can view some of this information outside the store. The computer containing the database must be running and connected to the internet with a static IP address, meaning a permanent connection address. Access must also be configured on the router. If the internet or the computer containing the database is unavailable, the data cannot be accessed in the app.

If there are several stores

Separate accounting centres for stores and warehouses can be created in a shared local database. Each centre will have its own stock levels and checkouts. If locations use separate databases, documents are transferred between them according to the configured procedure. The data is updated after the exchange.

If remote stores need a single database containing real-time sales data, consider the Terminal version. Before choosing, explain to the specialist where the locations are situated and how quickly stock levels should be updated between them.

When to choose Torgsoft Ultra

Torgsoft Start is suitable for simpler accounting in one store. Torgsoft Ultra is required, in particular, for the following tasks:

• transferring products between warehouses;
• preparing supplier orders;
• assembling products and selling wholesale;
• issuing invoices and maintaining currency-based and regional price lists;
• working with VIP customers, bonuses, and intermediaries.

A licence is required for each workstation on the local network. Additional options have their own terms: some are enabled for each workstation, while others cover the entire network. Before purchasing, check the Torgsoft Ultra terms and the pages of the required options.

Summary

How to get started

1. Add products and enter the quantities from which you will begin accounting.
2. Count the products in the warehouse and correct any discrepancies.
3. Create stores, warehouses, checkouts, and employee user accounts.
4. Configure daily database backups and test the restoration process.
5. Perform test sales, returns, and checkout day closing.
6. After that, connect the website, delivery services, and other options required by the store.

Frequently asked questions