Basic accounting functions that start with order in the store

In-store accounting is the process of recording, controlling, and maintaining the range of goods that are in stock and available for sale. Accounting consists of several stages: posting quantities, setting margins and the cost of goods, selling, moving, returning, and accepting new batches of goods from suppliers. These are the basic stages of accounting. 

Receipt of goods — start of accounting 

Receipt of goods is the process of identifying and entering goods into a single accounting system. This is the first step that starts the automation and order in the store. Knowing how many units of products have been received from the supplier, it is easier for the entrepreneur to do business, because everything is counted and organized.

For effective warehouse management, it is important to keep records of goods that allow you to control their movement and costs. This is necessary for accurate inventory accounting. In addition, keeping records helps to analyze customer demand, which ensures reasonable procurement planning and prevents unnecessary spending on goods that are not popular. 

After all, in-store accounting will help you avoid product shortages during the active season or a promotion.

Today, there are many companies in Ukraine that offer trade automation services, including warehouse accounting. Their implementation in the work of a retail network contributes to more efficient management and building a stable and competitive business. 

The program for accounting of goods in the store Torgsoft helps the owner to keep records of the assortment correctly and systematically. With the help of trade equipment, this process is accelerated several times compared to manual entry of goods. 

Why automate the accounting of the range of goods and services?

An accounting program is a kind of center that receives, processes and stores all information about goods, sales, and business profitability. 

Acceptance of goods in a small store, when everything is counted manually, can take from several days to a week. This is so because you need to check each item yourself, verify the quantity and look for errors if they appear.

When a store has a program for accounting for goods, such as Torgsoft, everything becomes much easier and faster — you can quickly scan a barcode, enter information about the goods, and keep track of how much product is left in the warehouse. This allows you to complete the acceptance of goods within 1 business day.

Automation of goods and services accounting is important for several reasons:

• Work efficiency. Torgsoft speeds up the entry of new products and their search during the sale using a barcode scanner; allows you to correctly label the product and enter the necessary data — specific product characteristics, UKTZED codes, etc.

• Accuracy of information. The program provides up-to-date data on the availability of goods, their prices, and cost, including delivery costs.

• Inventory control. The system keeps track of how many goods are left in the warehouse and how many have been sold, as well as the purchase price, margin, and selling price.

• Management of the movement of goods. Accounting software controls the movement of goods — from a supplier or manufacturer to a warehouse, from a warehouse to a store, from a store to a customer.

• Financial flexibility. The automated accounting system allows you to quickly revalue goods, especially when purchasing in foreign currency, automatically converting prices when the exchange rate changes.

• Analysis and planning. The software product helps to analyze sales, generate reports, plan purchases and marketing events.

• Integration with online stores. Torgsoft makes it easy to create price lists and export goods to marketplaces and online stores; process online orders and synchronize with postal services to send goods. With the help of the Online Market solution in Torgsoft, an online store can be created in 1 day.

• Reporting and document management. The software automates the creation of invoices, expense and sales invoices; automatically generates fiscal checks using the software ECR. 

How to keep records of goods in the store? Stages of posting goods

The process of posting goods can be divided into several stages:

1. Creating a sales invoice

New goods received at the warehouse must be added to the incoming invoice. It contains information about the supplier and manufacturer, the terms of delivery of the goods (invoice number, percentage of the discount provided, which is calculated automatically when setting the selling price, method of payment to the supplier for the goods), VAT on the purchase price of the goods, delivery currency, etc.

2. Adding goods to the warehouse

There are several ways to add goods to a created invoice:

• Scan the barcode of the manufacturer's product with a barcode scanner. If the product is not in the database, you need to create a new card.

• Import an Excel file from the supplier into the accounting program.

• By uploading goods using a data collection terminal.

3. Filling out the product card

To create a new product card, you need to:

• determine its type or category by going to the directory with the product type tree;

• give the product name, which should match the catalog in your online store or meet the needs of customers regarding this product;

• select the country, manufacturer, and brand;

• for a certain type of product, specify the collection, color, material, size, gender, season, etc;

• add a description, article, and photo of the goods. 

The number of characteristics depends on the product type settings. For example, for shoes, "Material" is an important characteristic, while for food it is not.

4. Pricing and label printing

When adding goods to a sale's invoice, you can set the purchase price, retail price, and margin. 

After entering all the necessary data about the product, the program will automatically generate a unique barcode and generate labels that can be immediately printed and applied to the products.

How to simplify the warehouse management process?

Receiving goods into a warehouse is not as complicated as it may seem at first glance. The procedure varies depending on the size of the business, the type and quantity of goods, and the individual needs of the company.

Scanning barcodes and tracking inventory in the Torgsoft accounting program can significantly simplify the process of accepting goods and reduce the amount of manual work.

To do this, at the initial stage of automation, you need to purchase basic trading equipment — a barcode scanner and a label printer.

Why do you need a barcode scanner?

Using the scanner, the seller scans the barcode on the product label, instantly finds it in the accounting system and adds it to the sale. There is no need to write down the fact of the sale in a notebook or search for the product in the database manually.

The scanner helps in managing the turnover of goods:

• Increased accuracy. The scanner reduces errors when counting goods, eliminates the need for manual data entry, and makes accounting more accurate. 

• Inventory management. Scanning barcodes helps store owners to control the turnover of goods: at receipts, sales, returns, inventory. 

• Write-off of goods. Scanners allow you to accurately write off old or damaged goods in the accounting program, which helps prevent fraud and unexpected shortages.

• Revaluation of goods. Scanners are used to quickly revalue goods: scan the goods → update the price in the accounting program → print a new price tag → mark the goods

• Customer accounting. The scanner is used to read barcodes on customer discount cards and gift certificates, automatically applying discounts during sales.

• Customer service. The scanner speeds up the processing of purchases at the checkout. This leads to a reduction in queues.

Why do you need a label printer? 

Label printers print product information and barcodes on adhesive labels for labeling, packaging, warehousing, and storage. They are responsible for:

• Accuracy of information. With the help of the Torgsoft accounting program, the printer prints all the necessary information about the product, its characteristics, price, barcode, date of manufacture, expiration date, brand logo, and other data necessary to identify the product.

• Create professional labels. The printer allows you to quickly create high-quality, readable labels. The more detailed the information about a product, the more attractive it becomes to the buyer.

• Efficiency of inventory management. Barcode labels simplify product tracking, automate sales analysis, and search for goods in warehouses.

• Speed of posting and revaluation. Label printers quickly print numerous labels, which saves time when reassessing and posting goods, especially when the product does not have a manufacturer's barcode.

What kind of cash register equipment is needed to account for goods?

In Torgsoft, you can purchase commercial equipment for any type, scale of business and application. 

The range includes professional equipment for shops, supermarkets and warehouses: universal and label printers, data collection terminals, barcode scanners, cash drawers, commercial scales, electronic scales and fiscal registrars.

Google Market Finder:

• 40% of customers choose a company's competitor if it is known for excellent service,

• 63% of companies plan to increase spending on customer service, and 70% of the purchase experience is the attitude of the customer, 

• 86% of customers are willing to pay up to 25% more for better service.

In addition, business process automation increases customer flow, reduces business costs, and eliminates errors in accounting and sales. 

To start basic accounting in your store, you just need to purchase the basic kit:

1. barcode scanner, 

2. label printer,

3. receipt printer, 

4. Torgsoft accounting program.

Torgsoft specialists check the equipment's configuration and operation before sending it to the client; they provide free repair of equipment during the warranty period of 12 months. In addition, specialists can customize equipment purchased from the company to work with the Torgsoft program. 

Accounting for sales in the store

After a batch of goods is recorded, the most important stage in accounting begins — sales. To ensure that every transaction is recorded and that the owner does not lose his money due to staff errors and fraud, a reliable control system is needed. 

Sales accounting in the accounting program allows you to:

• sell goods at the checkout and in the online store,

• create invoices and issue expense invoices, 

• import payments from bank statements, 

• keep records in several currencies, 

• accept payment for goods in cash, non-cash and mixed methods,

• check cash balances,

• accept customer payments from an online store or marketplace,

• reserve goods,

• make an advance payment on an invoice, etc. 

Also, thanks to the software accounting, you can make a return of goods by check or manual search for previous sales.