How to protect retail store data from strikes and blackouts

russian attacks destroy stores, warehouses, data centres and energy infrastructure. Restoring goods and equipment requires significant money and time. Without a backup, data on stock levels, sales, debts to suppliers, customers and bonuses can be lost forever. We explain how to protect your Torgsoft database and continue working if one of your retail locations is damaged.

After the destruction of a fulfilment centre in the Kyiv region, «Nova Poshta» began distributing customers’ goods across several locations and using branches as local warehouses. A store can follow the same principle: do not keep the entire database, all goods and all sales capabilities in one place.

How to reduce the main risks

What data needs to be protected

The Torgsoft database stores goods and prices, warehouse stock, invoices, sales, returns, cash transactions, debts to suppliers, customer data, discounts and bonuses. Document templates and product photos may be stored separately in the program directory.

If the database exists on only one computer, losing that computer means losing all accounting data. You will not know the exact stock levels, debts to suppliers or customer bonus balances.

Minimum protection for the Torgsoft database: five actions

An automatic backup can be configured on the existing computer. To store a copy outside the store, you need the Cloud Data Backup option or an external storage device. Another computer is required to test recovery.

1. Configure a daily backup

Open Settings → Scheduled Tasks → «Backup Task» and click «Add». Choose to run it daily at a specified time or when exiting the program. Specify the retention period so that old backups do not fill the disk.

After configuring it, click «Create Backup Now», then — «Check for Backups». A file with the creation date and time should appear in the list. If it does not, the backup was not created.

If the computer has a second physical drive, store local backups on it. Open Settings → Parameters → «Service» → «Configure Application Server» and change the «Database Backup Directory» field. Then restart the computer or click «Reinstall Application Server».

2. Keep a daily copy outside the store

The Cloud Data Backup option creates scheduled copies and sends them to Google Drive. After activating the option, the «Backup to Cloud Storage» tab will appear in scheduled tasks. There you can configure:

• database backup;
• program directory backup;
• product photo synchronisation;
• run frequency and backup retention period.

Enable archive compression so that it takes up less space. If you select «Move to trash instead of deleting», old copies can be restored from the Google Drive trash.

Without the option, you can save a copy manually: File → Backup → «Save Database». Select a USB flash drive or external drive and take the storage device out of the store. This method works only if the responsible person actually makes the copy according to schedule.

3. Create an environment image

A regular backup contains the database. An environment image in .tsimg format additionally stores the program directory, document templates and product photos.

Open File → Backup → «Create Environment Image» and select all components. Create a new image after changing settings, receipt templates or labels. Store it on an external drive outside the store.

4. Check whether the database can be restored

Simply having a backup is not enough. Damage to a copy is often discovered only when the database has already been lost. Therefore, recovery must be tested in advance.

Install Torgsoft on a spare computer. At the «Database Setup» step, select «Restore from Image or Cloud». The program accepts .tsimg images and .zip, .mir and .mirz backups. To restore from Google Drive, sign in to the required account and select the backup.

Record how long the recovery took and what else is required to start the checkout and activate the licence. This will show you how much time will actually be needed after an incident.

5. Write down the procedure after losing a computer

In a short instruction, specify:

• where backups and the environment image are stored;
• which Google account receives them;
• who restores the database;
• how to contact technical support;
• how to restore access if the responsible person is unavailable.

Do not keep the instructions only in the store. Enable two-step verification for the Google account.

Backup schedule

The 3-2-1-1-0 backup rule

To avoid losing accounting data due to hardware failure, an attack or a cyberattack, one copy is not enough. The 3-2-1-1-0 rule requires several copies in different locations and mandatory recovery testing.

How to distribute accounting and sales between several locations

The purpose of decentralisation is to ensure that the loss of one premises, computer or communication channel does not stop the entire business. To achieve this, the database, backups, goods and sales channels must not depend on a single location.

Place the database outside the store

The server with the database, work computers and backups should preferably be located in different buildings and, where possible, in different regions. Then damage to one location will not destroy both the working database and all its copies at once.

Torgsoft Online: the program and database on a remote server

Torgsoft Online requires an internet connection. Regardless of where the database is located, create backups regularly. 

Prepare the checkout to work without internet

If the database is located on a remote server, the checkout depends on the internet connection. For Torgsoft Terminal, there is the Torgsoft Hybrid option. It is installed on the checkout computer.

When the connection to the server is lost, the cashier continues making sales in offline mode. Operations are stored on the computer and transferred to the main database after the internet connection is restored. A counter shows how many packages are still waiting to be transferred.

Check the offline mode of the software cash register

The Software Cash Register automatically switches to offline mode if there is no connection to the fiscal server. After the internet connection is restored, receipts are sent to the server. One offline session can last up to 36 hours, and the total limit is up to 168 hours per month. Once the limit is exhausted, sales with fiscal receipts can continue only after the connection is restored.

Distribute goods between several warehouses

If all goods are stored in one place, losing the warehouse stops sales. Distribute stock between several locations and keep separate stock balances for each of them.

If goods need to be sold from another location, enable «Allow sales from all retail locations» for the «Sale» and «Sales with invoice issuance» forms. Before completing the transaction, check which warehouse the program will deduct the goods from.

If one order is shipped in several parts, use «Partial shipment». Several delivery notes can be created for one invoice.

Receive goods into the warehouse where they are actually stored and regularly compare accounting balances with actual stock. Otherwise, the program will show goods that are no longer available.

Monitor store operations remotely

The Torgsoft mobile application shows sales, stock balances and reports on a smartphone or tablet. The application can also be used for inventory and product photos. Permissions are configured separately for each user. The server needs an internet connection and a static IP address.

Prepare several sales channels

Do not rely only on the physical store. Your own website, marketplaces and phone orders will allow you to accept orders if the retail location has to be temporarily closed.

Prepare these channels in advance. For each one, determine:

• who accepts and confirms orders;
• which warehouse ships the goods;
• who checks availability;
• who informs the customer about the delivery time.

Online Store Synchronisation, Torgsoft Online Market, integration with Prom.ua and integration with Rozetka.ua send product data from Torgsoft to the website and marketplaces.

If a warehouse becomes unavailable, deselect it in the synchronisation object and update the data in each sales channel. Orders received by phone should also be entered into Torgsoft and reserved. This prevents the same item from being sold twice.

Warn about delays before payment

If disruptions may extend delivery to two weeks, tell the customer before payment. State the delivery time on the product page, in the cart and on the marketplace. Repeat it when confirming the order.

Explain from which date the delivery period is counted: order placement, confirmation or payment. If the order has already been accepted, tell the customer the new estimated date and offer to wait, modify the order or cancel it. After shipment, send the tracking number.

To notify the entire customer database, use the Bulk Messaging to Customers option. It sends SMS, Viber and e-mail messages to selected customers via Marketing → «Bulk Messaging». Prepare message templates in advance.

Call or write personally to customers whose orders are already delayed. Also prepare a backup contact list that is available without Torgsoft in case access to the database is lost.

What to do after a sudden power outage

After starting Torgsoft, check whether there are any unfinished sales.

If Settings → Parameters → «Document» has «Deduct goods from warehouse when adding them to the „Sale“ form» disabled, open File → «Sales Drafts» and click «Restore Sale».

If this switch is enabled, look for the operation under Payment → «Unpaid sales to regular customers».

If the database was restored from yesterday’s backup while today’s documents remained in another copy, transfer them via File → «Warehouse Document Exchange». Then open File → «Warehouse Reconciliation» and check whether all documents are present.

Select backup power based on the consumption of the computer with the database, the checkout and the router. Check not only the operating time but also whether the cashier has enough time to complete the sale correctly and close the program.

Restrict access to the database

The database stores important information about goods, money, suppliers and customers. Give employees only the access they need for their work.

In Torgsoft, permissions are configured by role. For example, a salesperson can be prevented from viewing the cash balance, stock levels or sales history. Employee actions can be checked under File → «User Action Log».

CERT-UA also recommends updating the operating system and programs, storing copies in a separate repository, keeping event logs and reviewing the list of employees with remote access. For Torgsoft Terminal, restrict server connections by IP addresses, permitted protocols and operating hours.

What else needs to be prepared

Backup power and internet

First of all, provide power for the computer with the database, the router, the checkout and the payment terminal. Calculate refrigerators and other critical equipment separately: they have different power requirements and operating times.

Prepare a second internet connection from another provider or mobile internet. It is required for working with a remote server, cloud backups, the software cash register and online orders.

War-risk insurance

In September 2026, the government expanded programmes for compensation for damaged property and partial reimbursement of insurance premiums against war risks. Kyiv and Kyiv region were added to the list of higher-risk territories, and the programme was extended to rented property. Check the current terms on the Ministry of Economy website.

Keep invoices, stock reports and other documents confirming the existence and value of property. They will be needed to document losses.

Financial reserve

Calculate in advance the cost of renting another premises, transporting goods, purchasing new equipment and delivering from a backup warehouse. A database kept outside the damaged location will preserve your accounting records, but the premises, goods and logistics will have to be restored separately.

Frequently asked questions

Is an automatic backup on drive C enough?

No. It will help if the database is damaged. But if the computer is destroyed or stolen, the backup will disappear with it. At least one copy outside the store is required.

The computer is lost, but a copy exists in Google Drive. What should I do?

Install Torgsoft on another computer. At the «Database Setup» step, select «Restore from Image or Cloud», sign in to the required Google account and select the backup. Contact technical support to transfer the licence.

Will the checkout work without internet?

If the database is stored on a computer in the store, internet access is not required for accounting. For a checkout working with a remote server, configure Torgsoft Hybrid. Torgsoft Online requires an internet connection. The software cash register can work offline within the limits established by law.

How often should an environment image be created?

Create a new image after changing settings, receipt templates, labels or documents. Store current sales and other daily changes using regular database backups.