How do I choose a warehouse management system? 50 functions for trade

The objective criteria for choosing an accounting program are the number of functions + adaptability to the type of business + price.

At the beginning of accounting, entrepreneurs usually try to artificially downplay their needs. We often hear the phrase "I just need to keep track of the warehouse and sales". But in fact, in order to choose the best accounting program, you need to take into account not only the urgent tasks that need to be completed, but also where this program will be used, under what conditions, who will use it, when and from where.

Choosing the right accounting program for your business may seem like a daunting task, but it is a key step in ensuring effective management and control. One of the options worth considering is the Torgsoft program designed for accounting in trade, manufacturing, and services.

Accounting program capabilities: what do you need to automate trade?

Selecting an accounting program for your business is not just a choice between a beautiful interface and a lot of buttons. It's a choice between sleepless nights and healthy sleep, between chaos and peace of mind, between losing your business and having full control over it.

If you're on a simplified accounting system, you may not need to go into the nuances of debits and credits. But that doesn't mean you can get by with an old notebook or an Excel spreadsheet.

Modern trading requires quick decisions and accurate data. This is where you need an accounting program.

It should be like a Swiss knife: multifunctional, reliable, and always at hand. Your program should be able to do everything from accounting for every penny and every product to analyzing profitability and marketing tools. It should be your personal financial analyst, allowing you not just to keep records, but to manage your business.

Torgsoft is a software for automating trade and accounting. Torgsoft is used by entrepreneurs in retail, wholesale and online trade, in the service sector, in warehouses and manufacturing.

The main functions of Torgsoft include inventory management, order processing, sales and customer accounting, as well as integration with various systems and trading equipment.

In addition to the basic accounting and sales functions, Torgsoft contains tools for data analysis, procurement planning, warehouse management, automation of retail operations, and improving the efficiency of a store or retail chain.

Key features when choosing an accounting program

✔️ Warehouse inventory management, barcoding of goods, including acceptance, storage, reservation and movement of goods.

✔️ Sales and customer service automation: fast and accurate processing of sales, returns, work with customer loyalty systems and discounts.

✔️ Financial accounting and reporting: obtaining detailed sales reports, registering fiscal sales, accounting for gross income, profits and related expenses to optimize business processes.

✔️ Integration with cash registers and bank terminals for fast and convenient payments.

✔️ Human resources management: accounting for working hours, employee productivity, and their contribution to sales. Salary accounting, motivation system: automatic calculation of bonuses and allowances.

✔️ Procurement planning and inventory management: automation of the ordering process based on the analysis of current stocks and sales, which helps to avoid overstocks and shortages.

✔️ Marketing in trade: managing discount programs, organizing promotions and special offers, which helps maintain customer loyalty and attract new customers, increases sales and popularity of goods

✔️ Analytics and decision-making: collecting and analyzing data to support strategic decisions, such as product mix, pricing, and marketing campaigns.

✔️ Integration with business systems - marketplaces, email services, client banking, mass mailing services, accounting applications, etc.

✔️ Mobility and accessibility: remote access to the system for business management anywhere and anytime.

All these functions are available in Torgsoft

Trade specifics: how to choose a program for your business?

In addition to the classic accounting functions, the program you choose should take into account the needs of specific business processes - production, accounting for cuts, rolls, kits, unpackaged and weighted goods, etc.

Specific functions when choosing an accounting program

• Production: accounting for materials and finished products to automate technological processes, production costs, and employee time.
• Accounting for warranty goods by serial numbers to keep records not only by barcodes but also by serial numbers, track warranty periods.
• Wholesale price policy for automatic calculation of wholesale prices depending on the quantity of purchased goods, individual discounts for wholesale customers.
• Accounting of measures and scales for jewelry to account for and create a measurement system with conversion factors for jewelry.
• Metric characteristics of the product: tile calculator for entrepreneurs selling goods measured in square and running meters.
• Rental of goods, including accounting for the lease of inventory and equipment, rental agreements.
• Repair and warranty service of goods, work with suppliers to automate the repair shop.

All these functions are available in Torgsoft

Torgsoft is a universal accounting program that can be implemented in 1 day and mastered even by an unprepared user. Given that Torgsoft was created according to the wishes of users, it is suitable for more than 120 types of business.

E-commerce: which accounting program to choose for an online store?

Managing an online store without a reliable accounting program is like trying to put together a puzzle in the dark. You don't know where the next step will lead.

The first and most important thing is inventory. You need to know what's in stock, what's currently trending, and what remains unsold. The right accounting program gives you a clear picture of your inventory, allows you to optimize purchases, and avoids overloading your warehouse with unpopular goods.

The second is up-to-date data on prices and product characteristics on the website. The task of the program for an online store is to minimize manual routine work, i.e. the exchange of information with the site should be automatic, scheduled, and without human intervention.

The third is orders. Your customers expect fast and accurate fulfillment of their orders. The accounting program monitors every stage of the process, from the moment of purchase to delivery, provides control over the entire process.

The fourth is analytics. E-commerce is not only about selling, it is also about collecting data. Every click, every product view is information that can be used to improve your business. The accounting program analyzes this data, helps to understand customer behavior and optimize your assortment.

The fifth is marketing, customer service, and upselling. The program should record, systematize, and store information about customers and their purchases. After that, also with the help of the accounting program, you can group the customer base by interests, make mass mailings, and record every contact with the customer.

Functions of the accounting program for an online store

• Synchronization with an online store allows you to combine the accounting system with an online store; provides real-time data updates, accounting for orders, sales, and shipments in a single system.
• The CRM system allows you to maintain a customer database - a detailed record of information about customers, their orders and interaction with the store, analysis of purchase history and customer behavior, which helps to plan marketing campaigns and increase loyalty.
• Integration with Prom and Rozetka automatically synchronizes product and order information, ensuring efficient inventory and pricing management.
• Bulk Viber, SMS, and e-mail campaigns allow you to send mass advertising or personalized informative mailings to your customer base, notify you of the delivery status of messages, and record every contact with a customer
• Synchronization with Nova Poshta and Ukrposhta generates a bill of lading for shipment, adds customer information. And all this without leaving your store or office.
• Bank statements for Privat24 and Monobank accounts allows you to transfer checking business accounts and importing bank statements directly into the accounting program. No unnecessary calls, confirmations or transfer of access to client banking

All these functions are available in Torgsoft

In addition, Torgsoft has the option "Online Market" - the ability to create an online store in 1 day, with full integration with the accounting system.

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.

Legislative compliance: cash registers, fiscal sales and Ukrainian licensed product

In trade, where every order and every sale is under the gun, an accounting program with the functions of cash registers and fiscal sales is not only your duty to the law, it is your safety.

The first thing you need to understand is that non-compliance with legal requirements can cost you not only fines but also your reputation. The e-commerce world values transparency. Thus, an accounting program that guarantees compliance with the ECR and fiscal regulations acts as a means to build trust between you and your customers.

The second thing to consider is that such a program should not only be effective, but also intuitive. It should help, not create new obstacles. Your accounting should be easy so that you can focus on growing your business, not on endlessly trying to understand complex fiscal procedures.

Finally, it is important to remember that an accounting program is not a one-time investment. It should evolve with your business and legislation. Make sure that the program you choose is a licensed product that is regularly updated to comply with all changes in legislation.

What should the accounting program have to comply with the law?

• Software-based cash register that allows you to sell fiscal goods with and without the Internet, print and send electronic receipts, analyze sales of fiscal goods, sell fiscal goods from a smartphone and at points of sale with unstable Internet.
• Integration with a bank terminal allows you to connect bank terminals for convenient payments, automatically transfer amounts to be paid from the accounting program to the terminal, and terminal details to the fiscal receipt of the ECR.

The program will have the advantage of working with excisable goods, VAT, UKTVED, etc.

• The Excise Tax Declaration, which automates the process of creating and submitting reports on excisable goods, simplifies the procedure for accounting for excisable goods by automatically generating declarations based on sales.
• Work with VAT to create and print tax invoices when selling goods, select a responsible person when drawing up an invoice; export tax invoices for integration with accounting programs, such as M.E.Doc; accounting for all issued tax invoices for further printing or sending. VAT accounting should automatically add VAT to the purchase price of goods. When entering a purchase order, the user enters the purchase price without VAT, and the program adds VAT and shows the new purchase price including VAT. The retail price of the goods is calculated taking into account the margin from the purchase price already including VAT.
• UKTZED for accounting and linking the codes of the Ukrainian Classifier of Goods for Foreign Economic Activity. Entrepreneurs engaged in international trade, especially importing or exporting goods, need to display the UKTZED code in the receipt to ensure the accuracy of customs and tax accounting. This allows you to determine the exact customs rates and tax liabilities associated with each item. Displaying UKTZED codes on receipts also simplifies the audit process and allows buyers to use this information for accounting purposes.
• Inventory accounting is required for sole proprietors on the general taxation system, entrepreneurs of the 3rd group on the single VAT tax, as well as those who sell complex household appliances, medicines, and jewelry. It generates a report on all primary documents for the purchase of goods, including details, the total cost of goods, and other necessary information.

All these functions are available in Torgsoft

Working with commercial equipment

It is important that the program is compatible with retail equipment, which speeds up the work in the store.

What trading equipment to choose for the accounting program?

• Barcode scanners: wired - for work at the checkout, wireless - for scanning at a distance of up to 70 meters.
• Label printer for printing barcodes and information on labels.
• Receipt printer for printing non-fiscal and fiscal (if you have a cash register) receipts at the checkout.
• A fiscal registrar for recording fiscal sales and printing fiscal receipts.
• Electronic scales for quick weighing of weighted goods during sales, printing labels on the scales - packaging of weighted goods and their labeling with barcodes.
• A data collection terminal for accounting for goods in the warehouse and during field sales. Mobile application as an alternative to the data collection terminal for accounting via smartphone.
• Visitor counter to track the number of visitors to the store and analyze conversion.

The trading equipment is compatible with Torgsoft.

The current list of models of cash register equipment suitable for working with Torgsoft is available in the online store store.torgsoft.ua

Technical requirements: where and from where do you need the program?

The choice of an accounting program for your business largely depends on the technical requirements and conditions in which it will be used.

Technical nuances that you should pay attention to when choosing an accounting program

• Place of use: for stationary outlets, you need a program that will run on a computer, laptop or POS terminal and integrate with equipment such as receipt printers, barcode scanners, scales, etc. If you are selling on the road, in a market where you can't put a computer, the program should work on a tablet or smartphone.
• Online and offline modes: it is important that the program can work both with and without the Internet, with subsequent data synchronization when an Internet connection is available.
• Compatibility with operating systems: the selected program must run at least on Windows, as this operating system is the most common, intuitive for users and supports work with a large number of models of commercial equipment.
• Scalability: the program should meet the growing needs of your business. This applies to both the number of products in the database, the volume of transactions, and the number of cash desks, stores, etc.
• Integration with other systems: if the program works with Rozetka, Prom.ua, Nova Poshta, Viber, Monobank, Software ECR, Privat24, Google Drive, MEDoc, Ukrposhta, Art-Report, Binotel, Goodtop, Turbosms, AlfaSMS, Google Analytics, Google Ads, Google Search Console, and Google Shopping, it will be an absolute advantage for expanding your business opportunities.

All these features are available in Torgsoft

For any type of business: shops, services, warehouses, manufacturing, e-commerce. For ∞ workplaces.

✅For shops and outdoor trade.

✅For Windows, with an app for Android and iOS.

✅Integration with business services.

✅Work via the Internet and without it, with unstable connection at the point of sale with the help of Torgsoft-Hybrid.

✅Security tools for business: automatic archiving to the cloud and deletion of information on previous trading results.

Price: how does the cost affect the choice of an accounting program?

Price is often an indicator of the quality of a program. The more money an entrepreneur invests in a program, the more actively they implement and use it. Low-cost or free programs may seem attractive, but they often have limited functionality.

Ask yourself the question: "Does this program cover all the needs of my business?"

What to look for before buying an accounting program

• Openness and transparency: the presence of prices and terms on the website indicates that the company offers you cooperation based on honesty and trust. This is a sign that the goal is not to get your phone number and persuade you to buy. You make a decision based on public information in advance and without pressure.
• Demo version: the ability to install the accounting program yourself, familiarize yourself with it, test it, and enter data is a guarantee that you will make an informed choice and not purchase an untested product.
• Various payment options: buyout, lease, installments, recurring payments - when a company can offer you a choice, it shows flexibility and customer loyalty.
• Consultation and implementation: pay attention to whether it is possible to seek help from automation specialists, whether they provide comprehensive information before purchasing, whether they help in choosing the system configuration and whether they advise on how to keep records. In fact, such services are an invaluable part of the accounting program.
• The database is your property. Cloud systems provide a tool for storing and processing data, but if you stop using the cloud service for a while, your data may be either disabled or deleted. It is important that the accumulated accounting experience and information in the database is your property.

All this is available in Torgsoft

✅All prices on the website

✅Consultations and assistance with implementation: selection of a set of programs and equipment, assistance with installation and start of accounting.

✅Free demo for 30 days.

The database belongs to the license holder.

✅The ability to purchase the program in installments, rent it as a service, or buy the license in full.

Support: implementation, training and updates

The program should be clear. If it takes longer to master it than to learn Chinese, then something is wrong. It should be understandable to each of your employees from the first day of work.

Factors of technical support and updates when choosing an accounting program

Support for the accounting program is a significant nuance that can determine whether you integrate the accounting program into your business.

• Implementation. Does the manufacturer offer assistance in setting up the program? It is important that the implementation is quick and painless so that you can start working right away.
• Training. Are training resources available? An easy-to-use program with effective training materials can significantly reduce the time to adoption.
• Updates. Regular updates ensure that the program meets modern requirements and is constantly being improved.
• Technical support.Is it easy to get help when you need it? Effective technical support can be crucial in critical situations.

All this is available in Torgsoft

✅Over 250 video tutorials and about 100 podcasts

✅Complete user manual for each mode

✅Management accounting course with 4 modules

✅Torgsoft is a turnkey solution: you can start keeping records immediately after installing the program.

✅Improvements according to your wishes

✅Regular updates of the accounting system

✅Daily technical support by phone, Viber and Telegram

In conclusion, remember: a good accounting program is not a luxury, but a necessity. When you choose it, you are not just buying a program. You are investing in peace of mind and confidence in the future of your business. So decide wisely.

+38 (067) 558 37 84

info@torgsoft.ua

@torgsoft_sale

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