What warehouse processes does Torgsoft software automate?
Torgsoft software automates the full cycle of warehouse operations — from the moment goods are ordered from a supplier to their shipment to a client or write-off. Below is a detailed description of the business processes that the system handles.
1. Receiving and posting of goods
This is the foundation of warehouse accounting. The program allows you to quickly convert physical goods into a digital record in the system.
Creating incoming invoices: ability to enter goods manually, using a barcode scanner, or import invoices from Excel (if the supplier provided them electronically).
Labeling and barcoding: if the product does not have a factory barcode, the program generates an internal unique barcode. You can immediately print labels (price tags) on a label printer.
SKU generation: the system can automatically create SKUs for new products according to specified rules.
Size range management: for clothing or shoe stores, convenient entry of goods by size grid is implemented.
Packing: for weighted goods or individual items (e.g., bolts) sold in packs, the program allows you to create packing with its own barcode.
2. Inventory and stock control
The process of reconciling actual availability with accounting data is maximally automated to avoid stopping warehouse operations.
Methods of conducting: inventory can be carried out manually (using a printed sheet), using a barcode scanner connected to a laptop, or via a data collection terminal (DCT), allowing free movement around the warehouse.
Detection of re-grading: the program automatically detects re-grading (when there is a surplus of one color/size and a shortage of another) and offers mutual offset of these positions to minimize financial losses.
Stock adjustments: based on the results of the audit, documents for posting surpluses and writing off shortages are automatically created.
Partial inventory: it is possible to conduct a re-count not of the entire warehouse, but of individual groups of goods or shelves, without stopping the store's operation.
3. Internal logistics and transfers
If you have several warehouses or stores, Torgsoft controls the movement of goods between them.
Internal transfers: processing the movement of goods from one accounting center to another. Goods are written off from one warehouse and credited to another.
Goods in transit: this function allows you to monitor goods that have physically left the sending warehouse but have not yet arrived at the receiving warehouse. This prevents situations where goods "disappear" from accounting during transportation.
Assortment management center: a tool for analyzing stocks throughout the network and rapidly redistributing goods from points where they are not selling to where there is demand.
Distribution of arrivals: goods that arrived at the central warehouse can be immediately distributed in the program to retail outlets, automatically creating transfer invoices.
4. Kitting and manufacturing
For warehouses involved in assembling kits or small-scale production.
Kitting: you can create a new product (e.g., "Gift Set") consisting of several other products. When selling the set, its components will be automatically written off from the warehouse.
De-kitting: the reverse process — disassembling a kit into component parts for separate sale.
Manufacturing: if you manufacture products, the program writes off materials according to the bill of materials (BOM), accounts for labor costs, and posts finished products to the warehouse with cost calculation.
5. Inventory management and purchasing
The program helps maintain optimal inventory levels.
Minimum balance: for each product, you can set a limit, upon reaching which the program will signal the need for purchasing.
Generating orders to suppliers: the program analyzes sales and stocks, helping to automatically generate orders to suppliers for goods that are running low.
Stagnant stock analysis: allows identifying items that have not been sold for a long time and take up space in the warehouse, in order to conduct a sale or return them to the supplier.
6. Shipment and work with clients
Trade with invoicing: the manager issues an invoice, reserves the goods in the warehouse (so they are not sold to someone else), and the storekeeper picks and ships the goods based on the invoice.
Shipment from warehouse: a specific mode where the client pays for the goods at the store (office) cash desk but physically picks them up from the warehouse. The storekeeper sees the paid receipt in the program and issues the goods, recording the shipment fact.
Synchronization with Nova Poshta / Ukrposhta: automatic creation of waybills based on the expenditure invoice directly in the program for fast shipment of goods from the warehouse.
7. Address storage (Storage locations)
For large warehouses where it is difficult to find goods.
The program allows assigning a specific location (row, rack, shelf) to each product. When printing an invoice for order picking, the storekeeper sees where each item lies, which significantly speeds up the process.
8. Warranty accounting
For appliances and electronics, accounting is maintained by serial numbers. This allows tracking the history of a specific unit of goods: when it arrived, to whom it was sold, warranty period.
What is needed for warehouse accounting at an enterprise
To automate warehouse accounting at an enterprise using Torgsoft software, you will need a complex solution consisting of software, appropriate equipment, and configuration of key business processes. Below is a detailed list of what is needed for full warehouse automation, based on the capabilities of the Torgsoft system.
1. Software (License and Server)
The foundation of automation is the accounting software itself. The choice of version depends on the scale of your warehouse and the need for remote access.
Torgsoft License: for a single warehouse/store, the "Start" or "Ultra" version is suitable. The "Start" version includes basic warehouse accounting (receipt, write-off, inventory, warehouse state). For a network of warehouses or remote employees (e.g., an accountant or owner working from home), a Terminal License is required. It allows working in a single database via the Internet.
Server: if you plan to work remotely or combine several warehouses, a server is needed. It can be your own powerful PC with a static IP address or a rented cloud server (Torgsoft provides server rental and ready-made "Torgsoft-Online" licenses).
Database: the program uses Microsoft SQL Server (the free Express version is suitable for small and medium businesses), which ensures reliable storage of data on goods movement.
2. Trading equipment for the warehouse
Equipment speeds up the work of storekeepers and minimizes errors during data entry.
Barcode scanner: necessary for identifying goods during receiving, shipping, and inventory. For a warehouse, a wireless radio scanner is recommended (e.g., Netum C750 or Asianwell AW-E7), which allows moving freely between racks without being tethered to a computer.
Label printer (barcode): needed for marking goods that do not have a factory barcode, or for printing internal SKUs, rack cards. The program generates unique barcodes that can be printed on labels.
Data Collection Terminal (DCT): this is a mobile computer with a built-in scanner. It is indispensable for large warehouses when conducting inventory, receiving large batches of goods, and checking stocks directly at the shelves. Torgsoft integrates with DCTs (e.g., CipherLab, Casio, or Android terminals) via a special module or mobile app.
Receipt printer or standard printer: for printing internal invoices, expenditure orders, or receipts for the storekeeper during order picking.
3. Configuring warehouse accounting processes
For correct automation in Torgsoft, it is necessary to configure and use the following functions:
Warehouse structure (Merchandising): creating a tree of product types (categories) to systematize the assortment.
Import: loading the existing product database from Excel to avoid entering the nomenclature manually.
Goods receipt: entering invoices from suppliers. The program allows automatically creating product cards when scanning new barcodes.
Labeling: if the product does not have a barcode, the program generates an internal code. You print the label and stick it on the product for further scanning.
Inventory: the process of reconciling actual stocks with accounting records. Can be conducted using a scanner, DCT, or manually via a printed sheet. The program automatically creates documents for posting surpluses and writing off shortages based on audit results.
Warehouse operations: internal transfer (if you have several warehouses or stores, you process the movement of goods between them), write-off (recording damage, defects, or use of goods for own needs), kitting (if you assemble sets from individual items or disassemble kits).
4. Useful additional options (if needed)
Depending on the specifics of your enterprise, functionality can be expanded:
Storage location: allows specifying a specific shelf, row, or rack for each product, which significantly speeds up searching in a large warehouse.
Torgsoft mobile app: allows using a smartphone as a data collection terminal for conducting inventory, checking product availability, and creating incoming invoices directly in the warehouse.
Manufacturing: if your warehouse is linked to production, this option allows writing off materials and posting finished products according to technological cards.
Synchronization with Nova Poshta / Ukrposhta: for automatic creation of waybills when shipping goods from the warehouse.
Summary: To start warehouse automation, you need a PC/laptop, Torgsoft software (minimum "Start" version), a barcode scanner, and a label printer. This will allow you to receive goods, label them, quickly conduct audits, and see real stocks at any moment. You can download a demo version of the program for 30 days for free to test the warehouse accounting functionality on your equipment.
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