How to Automate a Store in Torgsoft: A Plan from Product Preparation to Launch

To start keeping store records in Torgsoft, the owner needs to assign responsibility for products, sales, money, and technical work, prepare opening stock, and train employees to carry out daily operations. Set the transition date after trial sales, cash reconciliation, and a successful backup restore.

Start with one workstation and a small group of products that can be used to practise normal store situations. For training, the technical specialist should prepare a separate environment isolated from live accounting, fiscalization, and website data exchange. Before launch, the inventory specialist and accountant should reconcile live stock and funds and make sure that training operations have not affected them. Then apply the agreed workflow to the full assortment. Below is a sequence of steps for the owner, inventory specialist, sales assistant, accountant, and information technology specialist.

1. Decide who is responsible for each operation

The owner prepares a short list of processes and assigns people responsible for them. In a small store, one person may handle several tasks, but it must be clear for each task who makes decisions and who checks the result.

Set one procedure for handling errors: the employee records the time, product, document number, and circumstances, then contacts the person responsible. This makes it easier to identify the cause without arbitrarily editing stock or payment records.

2. Choose a Torgsoft license that fits the store

First, determine the number of cash registers and storage locations. An accounting center is a store or warehouse in Torgsoft for which product records are maintained. For example, the sales floor and a back room can be set up as separate centers if you need to document transfers between them. The Start license does not support this scenario: it is limited to one accounting center and does not provide for transfers between warehouses. Ultra is designed for work on a local network, while the terminal version supports remote work with a single server database. Before paying, compare your list of processes with the license features and current commercial terms.

Make a separate list of paid add-on options. The software registrar of settlement operations (PRRO), bank terminal integration, and bank statements are offered as annual licenses. Before purchasing, the owner should confirm with Torgsoft that each option is compatible with the chosen license, establish the required number of activations, and agree on the setup procedure. Confirm hardware compatibility separately for terminal integration. For bank statement imports, Privat24 and monobank are listed; before purchasing, check your payment scenario, bank, and terminal model against the list of options and their terms of use.

If the store has a website, plan a separate data exchange setup. The paid, perpetual “Синхронізація з інтернет-магазином” (“Online store synchronization”) option works with Ultra and the terminal version, requires internet access, and involves a website developer or administrator. Before paying, confirm the number of licenses: depending on the version, the option is licensed per workstation, local network, or terminal server. Setup by a Torgsoft specialist and website modifications are not included in the purchase.

During a trial exchange, check the product, price, and stock level on the website, as well as whether orders from the website appear in the program. If the exchange is started by a user with restricted access, only products available to that user may be sent to the website. The interval should preferably be no more frequent than once every ten minutes, taking other synchronization objects into account; factor in this delay when processing orders.

3. Install the program and prepare the product catalog

The technical specialist installs Torgsoft on a Windows computer. During initial setup, the owner enters the store name and selects the accounting currency. Before purchasing a license, you can activate a 30-day demo version and try the required add-on options. Before transferring the assortment, check that the program launches on the prepared workstation.

The inventory specialist prepares an assortment spreadsheet, and the owner approves the naming rules. A SKU is a separate product record in the accounting system. In a clothing store, one model in different sizes or colors must be distinguished in the records so the sales assistant deducts the exact variant sold from stock.

• Enter names that let employees distinguish a product from similar ones. Keep color, size, and material in separate fields.
• Agree on a unit of measure: piece, kilogram, or meter. If the supplier ships goods in packs, decide in advance how employees will convert them into quantities for sale.
• Match barcodes to physical products. Scan similar variants and make sure each barcode identifies the correct record.
• Flag possible duplicates for manual review. The same name does not necessarily mean that products can be merged.
• Keep the purchase price separate from the retail price so the stock value is not confused with the price charged to the customer during transfer.

To transfer data through Excel, prepare a file that meets the product import requirements: text-formatted cells and an .xls file. Text formatting is especially important for barcodes that start with zeros. First, transfer a small sample, open the product records, and compare them with the spreadsheet. Upload the full assortment after correcting any field-mapping errors.

4. Set the accounting start date and enter opening stock

The owner determines the point in time at which the store will record its opening stock. The inventory specialist counts the products, while the accountant or person responsible for documents compares them with delivery notes and other receipt documents. Keep the original documents and links between them and the records in the program so you can later explain where the quantities and purchase costs came from.

While counting a selected group, restrict its movement or separately record every sale and receipt that occurs after the count. Otherwise, the quantity may change before opening data is entered. The inventory specialist records available goods through “Документ — Прихід товару” (“Document — Goods receipt”), entering the actual quantity as opening stock. The owner and accountant should agree on how to record this receipt without creating a new debt for goods that have already been paid for, and enter any existing supplier debts separately. After entry, check both product stock and accounts payable.

After entering the data, open “Склад — Стан складу” (“Warehouse — Stock status”). Select the required accounting center and compare the quantities, units of measure, and prices with the prepared statement. Use “Стан на дату” (“Status as of date”) to view quantities at a specified time. Resolve negative stock before full operations begin: find the document that caused the discrepancy and agree on a correction.

5. Run a trial cash register session under a sales assistant account

The owner sets access rights according to job duties, and the sales assistant carries out trial operations with their own permissions. This shows whether the daily processes are available and whether changes that require a manager's approval are restricted. Torgsoft allows you to configure roles; whether the deletion of a product from a sale is recorded depends on the enabled parameter and selected mode.

1. Print trial labels through the print menu in “Стан складу” (“Stock status”). Compare the name, product variant, and price with the product record and shelf label.
2. Scan the label at the working cash register. Check that it opens the correct product and that the printed information is easy to read.
3. Add several products, change the quantity in an allowed way, and check the total.
4. Practise cash and card payments separately. For a connected terminal, check both a successful payment and a declined payment so the employee knows how to avoid duplicate charges.
5. Compare the printed document with the sale: the products, quantities, prices, discounts, and payment method must match the transaction.

In the “Реалізація” (“Sale”) form, scanning adds one unit of a product by default; whether the program asks for a quantity depends on the settings. So separately check the sale of several identical units. If one code finds several product records, the sales assistant will have to select the right one; refer that case to the inventory specialist to update the catalog.

Before operations begin, the accountant must determine the procedure for documenting payments for your store in Ukraine, and the person responsible for setup must implement it at the cash register. Agree in advance on how fiscalization will be tested during training operations. The “Не фіскальний чек” (“Non-fiscal receipt”) action in the print menu creates a non-fiscal document and does not mark the sale as having a printed receipt. For a new sale, this document shows a cash payment; for a sale open for editing, it shows the payment method used previously. Explain this behavior to the sales assistant before reconciling training receipts.

6. Train employees on sales, returns, transfers, and stock counts

Sales: from scanning to checking stock

To practise both payment methods, the person responsible first checks that “Автоматична оплата на розрахунковий рахунок” (“Automatic payment to a bank account”) is turned off in the “Додатково” (“Additional”) menu of the “Реалізація” (“Sale”) form; otherwise, the program may process payment without showing the selection window. The sales assistant opens “Документ — Реалізація” (“Document — Sale”), scans the product, checks the name and quantity, and clicks “Оплатити” (“Pay”).

For cash, they enter the amount in the “Отримано” (“Received”) field, complete the payment with the “ОПЛАТИТИ” (“PAY”) button, and give the change. For a card, they select “Безготівковий розрахунок” (“Cashless payment”) and the required account. If the terminal is integrated with the program, they check the “Використовувати зв’язок з банківським термінал” (“Use connection to bank terminal”) toggle and wait for a successful terminal response after clicking “ОПЛАТИТИ” (“PAY”).

When the connection is turned off, recording a payment in Torgsoft does not process a payment at the terminal: the sales assistant must process it separately and check the result. After completion, the person responsible checks the stock movement and balance.

Returns: reconcile the goods and money

During training, the sales assistant finds the original sale, checks the product, quantity, and amount, then processes the return according to the procedure agreed on by the store. The manager checks whether the returned product and money are recorded correctly. Practise a partial return separately: the employee must distinguish a product return from correcting an error in a sale that has not yet been completed.

Internal transfer: move goods between accounting centers

If the license supports transfers, the person responsible for dispatch records the products, quantities, dispatching center, and receiving center. The employee receiving the goods checks the physical transfer. After the operation, check both balances: the dispatching center's quantity should decrease, and the receiving center's should increase by the same amount.

Illustrative example: There were 12 units in the warehouse and 3 on the sales floor. After transferring 4 units, the expected balances are 8 and 7 respectively, leaving 15 units in total.

Stock count: find the cause of discrepancies

A stock count compares the physical quantity of goods with the records. In “Стан складу” (“Stock status”), you can select products and choose “Додати товар в відомість інвентаризації” (“Add product to stock count statement”). For the first count, select a small group, record when the count took place, and ask another employee to recount disputed items.

Before approving corrections, review “Рух товару” (“Product movement”) or “Картка складського обліку” (“Stock accounting card”). These help trace quantities after a receipt, sale, return, or transfer. First, check whether a document is missing or the wrong product variant was selected.

7. Reconcile cash and bank payments daily

At the end of the shift, the sales assistant counts the actual cash, and the person responsible compares it with the cash balance and movements. Before the first check, the owner fills in the list of denominations for the cash currency under “Налаштування — Валюта” (“Settings — Currency”), in the “Банкноти” (“Banknotes”) table. In the “Реалізація” (“Sale”) form, “Закрити касу” (“Close cash register”) opens a denomination-by-denomination check where the sales assistant enters the quantity of each denomination.

The “Зберегти” (“Save”) button saves the check result, while “Закрити касу” (“Close cash register”) in this window closes the cash day. For the sales assistant to see the total and the discrepancy, the owner enables “Продавець може бачити залишки в касі при здачі виручки та інкасації” (“Sales assistant can see cash balances when handing over proceeds and during cash collection”) under “Налаштування — Параметри — Доступ” (“Settings — Parameters — Access”).

For a manual reconciliation, use this calculation: opening cash plus cash sales and other cash deposits, minus cash refunds to customers and cash withdrawals. Illustrative example: 1,000 + 4,200 + 300 − 400 − 3,000 = 2,100 hryvnias. If there were no other movements, compare this amount with the actual cash.

The accountant or owner reconciles card sales separately against terminal transactions and the bank statement. For each discrepancy, check returns, fees, settlement time, and possible duplicate entries. Assign tax return filing to the accountant separately from closing the cash register in the program.

8. Set up backups and test restoration

The owner assigns a technical specialist to set a backup schedule based on the amount of data loss the store can tolerate. For example, if the store is prepared to re-enter only one shift's transactions, the schedule should account for that limit. Store the backup separately from the working computer and restrict access to it.

Torgsoft offers a paid annual “Хмарний архів даних” (“Cloud data archive”) option for automatic saving to Google Drive. It must be activated and configured. Regardless of the backup method, the technical specialist must check the date of the last successful backup and notify the owner of any failures.

Before launch, the specialist restores a backup in a separate environment isolated from the live database, cash register equipment, and website data exchange. They check that the database opens, recent documents are present, and selected stock balances match. Record where backups are stored, how to get access, and how long restoration takes.

9. Decide whether to launch based on specific results

The owner approves the transition after the people responsible have completed these actions:

• The inventory specialist reconciled opening stock and corrected errors in units, variants, and barcodes.
• Sales assistants independently completed a training sale and return under their own accounts.
• Those responsible for stock completed a count and, if the store uses multiple accounting centers and the license supports transfers, a transfer between them.
• The accountant or owner reconciled cash and bank payments and agreed on the procedure for documenting payments.
• The technical specialist confirmed that the equipment works, a backup has been created, and restoration is possible.

For the first shifts, assign someone who can quickly make decisions about errors. If a cashier cannot identify a product or determine the payment result, they should know whom to contact and what information to record.

10. Compare store operations before and after the transition

Before launch, record the time taken to complete a sale, the number of errors, and the time required to close a shift. After employees learn the program, repeat the measurements over a period of the same length, using the same days of the week and opening hours. Record promotions, assortment changes, and staffing changes separately so their impact can be taken into account.

Illustrative example: For two samples of 40 purchases each, the average service times were 90 and 72 seconds. The difference is 18 seconds, or 20% of the initial figure: 18 ÷ 90 × 100. This is the result of a specific measurement; for their own store, the owner should assess their own figures together with the number of errors and the time spent on accounting.

Based on the comparison, choose the next task: correct labeling, repeat training for a particular operation, or configure the required data exchange. Assign a person responsible and a date for a new measurement so you can assess the result of that specific change.