Start with a list of your store’s tasks: which stock levels you need to see, how to enter products and prices, which sales figures to get, and who may change data. Compare these needs with Torgsoft’s capabilities and note configuration questions separately.
The result of a preliminary assessment should be a list of required features and questions to discuss. Based on it, you can agree on a configuration and an available way to check the required capabilities.
Describe needs through employees’ work
For each task, note who performs it, what data they work with, and what information the owner needs to receive. For example: an employee counts stock, while the owner compares the actual quantity with the quantity in the records. This wording gives you a concrete subject for discussing the software.
Prepare a short description of the store. The following is a suggested list for a preliminary assessment:
- Which products need to be tracked and how employees distinguish between them.
- Which stores and warehouses need inventory tracking.
- How many checkout workstations you plan to use.
- Which payment methods you accept and whether integration with a bank terminal is needed.
- Who enters products, changes prices, and reviews work results.
- Which data the owner wants to see daily and for a selected date.
Match tasks to Torgsoft features
Use the table as a starting point for your own list. In the third column, write down the questions that need discussion or clarification for your store’s operations.
| Owner’s task | Torgsoft feature | What needs clarification |
|---|---|---|
| Start tracking existing stock | Entering opening stock balances in the “Прихід” (“Goods Receipt”) form with “Початкові залишки” (“Opening Balances”) selected | Who prepares the product list and quantities for entry |
| Set retail prices | During goods receipt with a purchase price entered, entering the retail price automatically fills in the markup | Who sets prices and who is allowed to change them |
| Compare records with stock on hand | Stocktaking compares the actual quantity with recorded stock balances | Who counts stock and investigates the reasons for discrepancies |
| Review checkout performance | Cash register report for the current day in sales mode | Which figures the owner needs for a daily review |
| Separate employees’ responsibilities | Role-based access to program information and actions | Which actions and data each role needs |
| Automatically archive the database | An archiving task at a set time or when exiting the program | Who is responsible for backups and checking that they can be restored |
Entering stock balances and retail prices in Torgsoft
To start tracking stock, opening stock balances can be entered in the “Прихід” (“Goods Receipt”) form with “Початкові залишки” (“Opening Balances”) selected. If the store needs this, assign someone to prepare the product list and quantities. Separately decide who will check the prepared data.
During goods receipt with a purchase price entered, the retail price can be entered manually; the markup is filled in automatically. Use this capability to assess your pricing task: note who sets the price and who approves changes. Filling in the markup automatically does not determine which price the owner should choose.
Stocktaking and stock on a selected date
Stocktaking in Torgsoft compares the actual quantity of a product with recorded stock balances. For this task, decide who counts the stock and who investigates discrepancies. Comparing quantities provides a basis for investigating the reasons, but does not establish them by itself.
If you need the quantity of a product on a particular date, Torgsoft Start has the “Стан на дату” (“Status as of date”) filter. It displays the product quantity as of the selected date. Record this need separately and discuss it in the context of the required configuration: this capability applies to Torgsoft Start.
Illustrative example of a preliminary assessment
Suppose the owner needs to compare the actual and recorded quantity of one product. Illustrative figures: 12 units in the records and 10 counted. The difference is 2 units.
In the list of needs, the owner writes: “Compare the product quantity and investigate discrepancies.” The owner notes stocktaking as the corresponding feature. For discussion, they leave questions about who is responsible for counting and how the difference will be investigated. The cause of the shortage cannot be determined from these two numbers.
Sales and daily checkout figures
In sales mode, the product list can be built by scanning barcodes. If this matches the salesperson’s work, add the need to your list. Discuss the equipment and required configuration separately. Integration with a bank terminal is an optional feature; to connect it, you need to request drivers and libraries from the bank.
In sales mode, you can open the cash register report for the current day. The full daily report includes the number of sales and returns, cash and cashless sales amounts, and the total return amount. Choose the figures the owner will review daily. If you need a separate breakdown of returns by payout method, frame it as a question for discussion.
Employee access to data and actions
Role-based access lets you configure different users’ access to program information and actions. To assess this capability in concrete terms, make a list of store roles, such as salesperson, warehouse employee, and owner.
For each role, note the required actions and information. Discuss this list when choosing a configuration. Do not assign the same set of permissions to all employees without considering their tasks.
Database archiving and restore checks
An archiving task automatically archives the database at a set time or when exiting the program. The “Завантажити базу даних” (“Load database”) action lets you load a previously saved database into Torgsoft. For a preliminary assessment, record both needs: creating a copy and being able to restore the data.
Assign someone to be responsible for backups. After creating a copy, you need to know how to restore it and check that all important data is present. Agree on how this check will be carried out; setting up automatic archiving does not replace it.
Prepare questions for discussing the configuration
Review the task list and mark priorities. For each task, keep the corresponding feature and a specific question. If returns are relevant, list them separately for discussion.
Add the suggested questions for the owner: who prepares the data, configures the program, trains employees, and checks the result. Discuss the required configuration and the available way to check the capabilities on your list.
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