How to Prepare a Store for Black Friday: A Plan from Purchasing to the Final Review

Start preparing for Black Friday 30 days in advance: choose a limited product range, calculate the maximum discount you can afford, agree on supplies, and determine how many customers and orders your team can handle. Before launching ads, check actual stock levels, verify prices across all sales channels, and make a test purchase from product selection through receipt of the transaction document.

During the promotion, monitor available stock, the order queue, and advertising costs. When stock runs out, stop advertising that offer and accepting new orders for it. Fulfill contracts already concluded on the agreed terms, handle customer inquiries regardless of the discount, and calculate the financial result after accounting for returns and order fulfillment costs.

30–21 days before: determine the sales volume the store can handle

The owner should begin by assessing the capacity of the store, website, and team. Hold a short practice session: a salesperson processes a purchase, a warehouse employee finds the item, a packer prepares the shipment, and a manager answers a customer inquiry. Measure the time each step takes and identify where unfinished tasks accumulate.

Based on the results, set operational limits: how many orders the team can accept per day, what time shipments must be ready, and when parcels are handed over to the carrier. Allow time for consultations, mistakes, breaks, and inquiries about products already sold. If one employee works at the checkout and packs parcels at the same time, do not plan for that person to carry a full workload in both areas.

In a small store, one person may be responsible for several areas. Record who will cover for them and which tasks take priority during peak hours.

21–14 days before: choose the product range and agree on supplies

Make a short list of products the team can prepare for sale in time. For each item, record the SKU, product variant, cost, regular and promotional prices, available quantity, storage location, and expected selling costs. Assess sizes, colors, and configurations separately: having one version in stock does not mean all variants shown in an ad are available.

You can include products with steady demand and some slow-moving stock in the promotion. For each product, identify a specific reason for including it: attracting customers, selling remaining stock, or increasing the purchase amount. If a bundle requires additional assembly, check that all components are available and confirm how long preparation will take.

The purchasing employee should agree in writing with the supplier on:

• product names, quantities, purchase prices, and payment terms;
• the final order date that will allow the goods to arrive before the promotion;
• the shipment date and expected arrival date;
• what to do in the event of an incomplete delivery, defective goods, or a delay;
• whether additional supplies are possible and the terms for returning unsold goods, if the supplier agrees.

Set an internal final receiving date: after that date, do not include a new delivery in advertising until employees have received, inspected, and counted the goods. Keep the supplier’s promise separate from stock the store can already hand over to a customer.

Calculate the promotion’s contribution and cash flow separately

Promotion contribution is revenue after returns, minus the cost of goods sold and the costs you assign to the promotion. It shows how much remains to cover the store’s other expenses. To calculate full profit, you must also account for relevant taxes, fixed costs, and other business expenses.

Cash flow shows actual receipts and payments. Payment to the supplier may be made before a sale, while customer payments may arrive after dispatch. So before the promotion, prepare a payment calendar covering purchasing, advertising, delivery, additional labor, and a reserve for refunds.

Illustrative calculation

Suppose the store purchased and paid in full for 100 units of a product at UAH 600 each, spending UAH 60,000. During the promotion, it sold all 100 units at UAH 900 each and received UAH 90,000. Customers then returned 10 units, the store refunded UAH 9,000, and the goods fit for resale were returned to stock. The store’s advertising costs were UAH 5,000, packaging UAH 1,000, delivery UAH 3,000, and return delivery UAH 500. All amounts are illustrative; there are no other costs in this example.

The difference between the promotion contribution and net cash flow is UAH 6,000—the cost of the goods left in stock. Before approving discounts, the owner should determine the minimum promotional price: add to the unit cost the expected promotion costs per unit ultimately sold and the desired contribution toward the store’s other expenses. Account for advertising, packaging, delivery, commissions, additional labor, and expected return costs.

Calculate the maximum discount percentage as follows: (regular price − minimum promotional price) ÷ regular price × 100. If the minimum price exceeds the regular price, the planned costs and desired contribution do not allow a discount. Repeat the calculation for your own plan using more returns and fewer sales. If that scenario leaves too little money for mandatory payments, reduce the purchase quantity, advertising budget, or discount depth.

14–7 days before: set clear and fair discount terms

For sales to consumers in Ukraine—people who buy for personal needs unrelated to business activity or employment—take into account Article 15 of the Law of Ukraine “On Consumer Protection”. The discount must apply to a product sold directly by the store, last for a specified limited period, and offer a price below the regular price. A sale must cover all goods at a particular location or a clearly defined group, be limited in time, and offer prices below the regular prices. After a public announcement that discounts or a sale have begun, customers must be shown both the previous and the new price. These rules also apply to food products.

The owner approves a single set of rules for sales staff, the website, and advertising. Specify the products and exceptions, sales locations, dates and hours, prices, quantity limits, and how discounts combine with other discounts. For a bundle, show its contents, total price, and the prices of its components separately. Consumer prices must include all taxes and mandatory payments the customer pays at purchase. Keep the price history and the approved version of the terms so the team can explain the calculation to customers.

Parts 4 and 8 of Article 8 of the Law of Ukraine “On Advertising” require discount advertising to state the location, start and end dates, and the ratio of the new price to the previous price or the discount amount. Advertising prices for goods sold in Ukraine must be stated in hryvnias. Audio media advertising has a separate rule: it must say where customers can learn about the terms of the discount or sale.

Before publication, the marketer should match every ad to specific products and their prices. If the largest discount applies only to part of the product range, explain that clearly. Do not use a timer that restarts when it expires, or claim that an item is scarce without factual grounds: false limits on time or quantity are prohibited by Article 19 of the Law “On Consumer Protection”.

How to select products for Black Friday in Torgsoft and check discounts

The merchandise specialist can start from the menu “Аналіз → Аналіз товару, що залежався” (“Analysis → Analysis of slow-moving goods”). Select a period and an accounting center—a store or warehouse in Torgsoft—apply the selection, and click “Оновити” (“Refresh”). The report selects goods with a number of units sold strictly below the set threshold: for an item sold by the piece, a threshold of 1 shows zero units sold. Enable the filter for goods that were in stock at the beginning of the period to assess older stock separately.

In “Склад → Стан складу” (“Warehouse → Warehouse status”), review the quantity, cost, and discounted price. “Стан на дату” (“Status as of date”) shows the quantity on the selected date, while “Історія змін ціни та знижки” (“Price and discount change history”) helps reconstruct previous prices. The warehouse keeper should compare the recorded stock with the actual goods, and the owner should approve the quantity for the promotion.

In the slow-moving goods report, select the required items, click “Задати товарну знижку” (“Set product discount”), enter a value, and click “Продовжити” (“Continue”). Check the “Відсоток знижки” (“Discount percentage”) and “Ціна зі знижкою” (“Discounted price”) columns, then use “Друк етикеток” (“Print labels”) and select “Друк етикеток зі знижкою” (“Print discounted labels”). A product discount takes priority over other customer discounts and applies regardless of whether the customer has a discount card.

Before making a bulk change, make a test purchase and compare the total with the label. In the price and discount change window, the discount fields are available when the “На товар не поширюється знижка” (“Discount does not apply to this product”) setting is turned off. Do not use the “Уцінка” (“Markdown”) toggle just to mark a promotion: in the program it also restricts other discounts and the ability to process a return; legal customer requests must be handled regardless of this setting.

7–2 days before: confirm actual stock and test checkout

The warehouse keeper counts the promotional goods, checks their condition and completeness, separates defective items and purchases already reserved. The owner then approves the initial available quantity for each channel. Subsequent sales and transfers should reduce the corresponding available stock. If there is no single real-time inventory system across channels, allocate a separate quantity to each one and appoint an employee to approve its reallocation.

Ask the technical specialist to test the website under the agreed load. The owner or administrator should complete a purchase on a phone and a computer and record the outcome at each step:

1. Open the advertising link and check that it leads to the correct product at the advertised price.
2. Select a product variant, change the quantity, and check the available stock limit.
3. Apply the discount and compare the amount shown on the product page, in the cart, and at checkout.
4. Check the delivery cost, dispatch time, and ability to correct details before confirming the purchase.
5. Complete a successful and an unsuccessful payment, and make sure a retry does not create an extra order.
6. Receive the order confirmation at the contact details used for the test purchase, locate the order with the manager responsible, and check that the transaction document is prepared.

On the website, provide direct, simple, and reliable access to the full legal entity name or the individual entrepreneur’s surname, first name, and patronymic. For a legal entity, state its location and identification code; for an individual entrepreneur, state their registered address, actual residence, and taxpayer registration number. For entrepreneurs who have officially refused this number on religious grounds and have the corresponding mark in their passport, the law provides for stating their passport series and number.

Add an email address and/or online store address and, for activities requiring a license, license details. Show whether taxes are included in the price and state the delivery cost. These requirements are set out in Article 7 of the Law of Ukraine “On Electronic Commerce”. Do not require information to place an order if the contract can be concluded and fulfilled without it.

Under Article 13 of the Law “On Consumer Protection”, before a consumer makes a distance purchase of goods, they must receive information about the seller and how to submit complaints, the product’s characteristics, price including delivery, payment and delivery terms, warranty obligations, related services, and how to terminate the contract. Also state how long the offer is open; for recurring deliveries, the minimum contract term; and, if the electronic communications cost differs from the maximum rate, that cost.

Confirm this information in writing or by electronic message. The seller cannot change terms confirmed in this way unilaterally. A purchase confirmation under Article 11 of the Law “On Electronic Commerce” must also include exchange and return terms, seller information, how to submit complaints, and warranty obligations.

The day before: brief the team and prepare shipments

The administrator holds a short practical session: each salesperson explains the promotion terms, processes a purchase, and shows whom to refer a disputed issue to. Prepare one guide with prices, exceptions, deadlines, and contacts for responsible staff, and make it accessible to the whole team.

• Cashier checks the final price before payment and ensures that the proper settlement document is issued, or created electronically, no later than when the goods are handed over, as required by Part 11 of Article 8 of the Law “On Consumer Protection.” The electronic document is sent to the phone number or email address provided by the customer; the law also allows a code to be displayed on the screen of a software registrar of settlement operations for scanning and identifying the document.
• Order manager checks availability and the agreed dispatch time, records the arrangements, and passes the task to the warehouse.
• Warehouse keeper verifies the SKU, variant, quantity, and completeness before packing.
• Person responsible for delivery checks the packaging and recipient details, and confirms the parcel has actually been handed to the carrier.
• Shift manager resolves price discrepancies, stock shortages, delays, and customer inquiries.

Place packaging and supplies near the work areas. Walk one order through the process from receipt to handover to the carrier. Mark these stages separately so the manager can tell the customer the actual status of the shipment.

During Black Friday: manage stock, the queue, and advertising

The owner sets check-in times throughout the day when responsible staff reconcile available stock, paid orders and orders awaiting picking, missed inquiries, and advertising costs. After each reconciliation, it should be clear who will resolve each issue and by when.

If a product sells out, the marketer stops the relevant ads, and the manager removes the option to place new orders and corrects the information across sales channels. If the team can no longer fulfill new orders within the stated time, reduce advertising load and tell prospective buyers the actual timeframe before accepting further purchases.

Keep the agreed prices and terms for contracts already concluded. The point at which an electronic contract is concluded depends on the seller’s offer and how the buyer accepts it; the process must be clear on the website. Article 11 of the Law “On Electronic Commerce” also requires prompt confirmation that an order has been received.

If it is impossible to fulfill a distance contract because the goods are unavailable, notify the customer immediately. Part 6 of Article 13 of the Law “On Consumer Protection” sets an outer limit of 30 days from receipt of consent to conclude the contract for this notification. It also provides for delivery within a reasonable time, but no later than 30 days after receipt of that consent, unless the contract specifies otherwise.

For day-to-day operations, set a shorter response time: as soon as the shortage is discovered, the manager contacts the customer and agrees on next steps. A replacement without separate approval is possible if the contract contains a term communicated in advance: the alternative product must serve the purpose of the ordered item, be of the same or better quality, and cost no more. If there is no such term, agree on a replacement with the customer.

After the promotion: handle inquiries and complete the accounting

A discount by itself does not remove the customer’s legal rights. Remove the wording “promotional goods cannot be exchanged or returned.” The manager should establish the reason for the inquiry: a product defect, exchange of a non-defective product, or termination of a distance contract. Different rules apply to these situations.

• Defective product. Accept the inquiry and the product, and determine the customer’s request under Article 8 of the Law “On Consumer Protection.” For defects found during the warranty period, the law provides for a price reduction, free repair, or reimbursement of repair costs. Replacement or termination of the contract is provided for under the conditions established by law in cases of substantial defects caused by the manufacturer or seller, or counterfeiting.

  Claims are not upheld if the seller or manufacturer proves that the defect arose because the customer failed to follow the rules for use or storage. For used non-food goods sold through retail consignment shops, satisfying these claims during the unexpired warranty period depends on the seller’s consent. A separate rule applies to an unfit food product: the seller replaces it with a suitable one or refunds the money.

• Non-defective non-food product. Article 9 provides for the right to exchange within 14 days, excluding the day of purchase, unless the seller has announced a longer period, if the product did not suit the customer in shape, dimensions, style, color, size, or for another reason cannot be used for its intended purpose. The product must be unused, its appearance, properties, seals, and labels must be preserved, and the settlement document, including an electronic one, must be retained.

  Check the product against the list of exceptions in Annex No. 3 to Cabinet of Ministers of Ukraine Resolution No. 172: it applies to the exchange and return of non-defective goods on the grounds in Article 9. If a comparable product is unavailable, the customer may choose another product with a price adjustment, wait for the product to arrive, or terminate the contract and receive a refund.

  If the customer waits, notify them on the day the product arrives. On this ground, the refund is made at the purchase price on the date the contract is terminated, or, if that is impossible, within an agreed period of no more than seven days.

• Distance purchase of goods. Article 13 establishes a separate right to notify the seller of contract termination within 14 days after confirmation of the information or receipt of the goods or first delivery. Returning a physical item also indicates contract termination. If the information was not properly confirmed, the period is 90 days from receipt of the goods or first delivery; if the customer receives a corrected confirmation within that period, the period is 14 days from its receipt.

  Also account for the exceptions in Part 5 of Article 13, unless the contract provides otherwise. These include, in particular, goods made or modified to order that cannot be sold to another person or can be sold only at a substantial financial loss, as well as unsealed audio or video cassettes or computer software media, and delivery of periodicals. Do not use the list for exchanges under Article 9 as an automatic ground for refusing to terminate a distance contract.

To terminate a distance contract, the customer must keep the goods in an unchanged condition. Opening the package, inspecting or checking the goods, and any resulting decrease in value do not by themselves remove this right; nor does damage not caused by the customer. Under Part 7 of Article 13 and Parts 5–9 of Article 12, the seller bears the return costs on this ground. The manager should determine the legal basis of the inquiry, the required documents, and the applicable deadline separately, so as not to promise all customers the same returns process.

In the inquiry log, record the date, purchase, request, documents received, person responsible, and deadline for the next action. Inspect returned goods before listing them for sale again. Separately record refunds, return delivery, and any potential loss in the value of the goods.

Immediately after the promotion ends, turn off the ads and check that regular prices have been restored on the website, at the checkout, and on price tags. Continue to honor terms for contracts already concluded. The person responsible for accounting should reconcile:

1. Orders, dispatches, cancellations, and actual movement of goods.
2. Sales and returns against settlement documents.
3. Cash, account deposits, commissions, and payments still pending.
4. Purchases, advertising, packaging, delivery, and additional labor costs.
5. Unresolved returns, complaints, and other obligations to customers.

Mark the initial financial result as preliminary in the internal accounts. After delayed payments arrive and returns have been accounted for, recalculate the promotion contribution and cash flow. For the next sale, record specific decisions: which products to keep, how many orders the team can handle, and which costs to reduce.

Official legal sources

• Law of Ukraine “On Consumer Protection” dated 12 May 1991 No. 1023-XII — Articles 1, 8, 9, Parts 5–9 of Article 12, and Articles 13, 15, and 19: definition of a consumer, settlement documents, quality claims, exchanges, distance contracts, price information, and the prohibition on unfair practices.
• Law of Ukraine “On Advertising” dated 3 July 1996 No. 270/96-ВР — Articles 7, 8, and 10: advertising accuracy, discount and sale announcements, and stating prices.
• Law of Ukraine “On Electronic Commerce” dated 3 September 2015 No. 675-VIII — Articles 7 and 11: seller information, placing an order, conclusion of a contract, and purchase confirmation.
• Resolution of the Cabinet of Ministers of Ukraine “On the Implementation of Certain Provisions of the Law of Ukraine ‘On Consumer Protection’” dated 19 March 1994 No. 172 — Paragraph 1, Annex No. 3: list of goods of proper quality that are not subject to exchange or return on the grounds in Article 9 of the Law.