Accounting program for a retail chain

✅ Unified accounting for the entire network. Torgsoft brings all stores, warehouses, and cash registers into a single database → you see the real state of the business, not fragmented pieces of information.

✅ Real-time stock levels. Sales and transfers are recorded instantly → less shortage, less “dead” stock in the warehouse.

✅ Unified pricing policy. Prices are synchronized across all stores → no different prices in different locations and no conflicts with customers.

✅ Control of product movement between locations. Internal transfers and “goods in transit” are tracked automatically → you know exactly where the product is and who is responsible for it.

✅ Accurate cost and profit. The system correctly calculates cost taking transfers into account → you clearly see which stores and products generate profit and which drag the business down.

✅ Fewer errors and staff abuse. Role-based access and user action logging → fewer risks and less human factor.

✅ Remote network management. Reports and key metrics are available online → you control the business even without physical presence in stores.

✅ Scalable without chaos. A new store connects to an existing system → the network grows without Excel, confusion, or loss of control.

✔️ Describe the network structure
Define what the business consists of: central warehouse, stores, office. This is the foundation of all further accounting logic.

✔️ Create accounting centers in the system
Each store and warehouse must be a separate accounting center with its own cash registers, currency, and type of trade.

✔️ Configure price synchronization
Define the main accounting center from which prices are distributed across the entire network to avoid discrepancies between stores.

✔️ Define rules for handling shortages
Choose how the system behaves if goods are physically available but not yet reflected in accounting: allow sales, warn, or block.

✔️ Set up internal product transfers
Establish a unified procedure for moving goods between warehouses and stores, with control of “goods in transit”.

✔️ Select a cost calculation method
For a network with transfers between locations, choose a method that shows the real cost and profit for each store.

✔️ Separate staff roles and access rights
Each employee has access only to their operations — this reduces the risk of errors and abuse.

✔️ Train staff to work with the system
Ensure that cashiers, administrators, and managers perform operations correctly and consistently across all locations.

✔️ Establish regular control and analysis
After launch, regularly review reports and metrics to identify issues in time and make data-driven decisions.

Proper modeling of the business structure in the software is the key to accurate accounting, logistics management, and reliable analytics. In Torgsoft, each individual entity—whether a store or a warehouse—is called an “Accounting Center.” This term is fundamental and is used across many sections of the system.

To organize relationships between these entities, Torgsoft uses a tree-like structure that allows you to build a hierarchy by subordinating some accounting centers to others (for example, stores to a central warehouse).

Below is a step-by-step guide to creating and configuring accounting centers:

1. Create an Accounting Center. Go to the menu Settings -> Retail Network. To add a new entity, click the Add button and choose one of the options:

•    Add current — creates an accounting center at the same hierarchical level as the selected one.

•    Add subordinate — creates an accounting center subordinate to the selected one.

2. Fill in general information. On the General tab, specify the key details:

•    Store name: a required field.

•    Address, phone: this information can be automatically displayed on printed receipts, which is convenient for customers.

3. Key parameters on the Settings tab. This section defines the most important operating parameters for each retail location:

•    Type of trade: selecting one of the options (Retail, Wholesale, Retail and Wholesale, Materials Warehouse) determines which price (retail or wholesale) will be applied by default when selling goods from this accounting center. “Materials Warehouse” restricts direct sales.

•    Price formation during internal transfers: determines how the product price will be set when it is transferred to this store from another one. You must choose one of the following options:

•    use the price from the sending accounting center if missing;

•    prompt the user for a price if missing;

•    always use the price from the sending accounting center.

•    Price synchronization: the “Allow price synchronization with center” option enables automatic price updates in this store according to the prices set in the main accounting center. The main synchronization center itself is assigned in Settings -> Parameters -> Retail Network.

4. Cash register setup. On the Cash Registers tab, you must create one or more cash registers for each accounting center. When creating a cash register, be sure to specify its name and the currency in which financial transactions will be conducted.

After the digital structure of the network is created, you can proceed to configuring key business processes and automating daily operations.

Torgsoft enables automation of core business processes by providing tools for effective management of goods turnover, finances, and staff across the entire network. This ensures operational transparency and allows for quick responses to changes.

Logistics and warehouse accounting optimization

Managing product flows between different locations is one of the most challenging tasks for a retail network. Torgsoft offers several mechanisms to address this:

1. Internal transfers. This is the primary tool for moving goods between stores or from a warehouse to a store. The process is recorded by creating the document Document -> Internal transfer. Of particular importance is the ability to use the “Goods in transit” status. When this status is active, the goods are written off from the sending warehouse but have not yet appeared on the balance of the receiving warehouse. They are stored in a virtual “in-transit” warehouse, which allows control over goods that have not physically arrived yet and helps prevent losses.

2. Distribution of new arrivals. The Document -> Product distribution functionality allows centralized distribution of large batches of goods received at the main warehouse to all retail locations. The system can automatically calculate the required quantity for each store using formulas that may take into account sales volumes for a certain period and current stock levels. Please note: goods under Strict warranty tracking (for example, electronics with serial numbers) cannot be distributed using this mode, as they are transferred by unique identifiers rather than by quantity.

3. Shortage control. The policy for selling “into negative stock” (when goods are physically available but not reflected in the system) is flexibly configured in Settings -> Parameters -> Accounting. This helps avoid sales stoppages due to delays in posting goods. Available options include:

•    Allow — sales are processed without restrictions.

•    Warn — the system notifies the cashier about the lack of stock but allows the transaction to be completed.

•    Block — the system blocks the sale of goods that are not available in stock.

•    Configure per accounting center — allows setting individual rules for each store.

•    Configure per product type — provides maximum flexibility by allowing rules to be set at the product category level.

Pricing and financial management

Torgsoft provides powerful tools for financial control and pricing policy management across the entire network.

1. Price synchronization. As noted above, the system allows assigning a main accounting center whose prices become the reference for the entire network. This ensures a unified pricing policy and eliminates price discrepancies between stores.

2. Multi-currency accounting. The software allows goods to be received in any currency (for example, USD or EUR) and automatically converts their value into the national currency at the specified exchange rate, significantly simplifying work with foreign suppliers.

3. Cost calculation methods. Choosing the correct cost calculation method is critical for accurate profitability analysis. Torgsoft offers several methods:

•    By last purchase price. The cost of all units in stock equals the price of the most recent purchase.

•    By delivery batches (FIFO). The “first in — first out” method, where goods from the oldest batch are written off first during sales.

•    By delivery batches with internal transfers considered. This is the most accurate method for retail networks. It allows the same product to have different costs at different warehouses. When goods are transferred from one store to another, their FIFO-based cost is transferred along with them.

Access and loyalty system

Effective network management is impossible without staff control and customer database management.

1. Role-based access. Individual access rights can be configured for each employee. For example, a cashier may only have access to sales operations, while an administrator can view financial reports and edit documents. This not only protects financial data but also minimizes the risk of human error by limiting access to only the functions required for the job.

2. Unified loyalty system. Discount cards, bonuses, and customer discounts are valid across all stores in the network. This creates a consistent customer experience and increases loyalty, as customers can use their benefits regardless of which store they shop at.

To systematize the setup of all the mechanisms described above, it is important to follow a clear implementation plan.

The main goal of automation is not only to configure processes, but also to obtain powerful tools for continuous control and making informed management decisions based on real data. Torgsoft provides a wide range of capabilities for this purpose.

• Remote monitoring. Thanks to the Torgsoft mobile app, a business owner can check key indicators at any time and from anywhere in the world: daily sales results, current warehouse stock levels, and staff performance efficiency. This allows you to keep your finger on the pulse of the business even while on a business trip or on vacation.

• Comprehensive reporting. The system allows you to generate detailed reports covering all aspects of the network’s operations. Among the most important are: product movement, settlements with suppliers, and business value analysis. A key advantage is analytical flexibility: you can view data for a single retail location or for the entire network. Moreover, using filters, you can select several specific accounting centers to compare their performance with each other.

Using these tools transforms accumulated data into a valuable asset for strategic planning and the development of your retail network.

Torgsoft Hybrid — is an additional option that allows retail locations to operate without internet access and electricity without stopping sales. The cash register continues to sell, print receipts, and store all transactions locally on the cashier’s computer.

When the connection is restored, the system automatically synchronizes all sales with the central database. There is no need to transfer anything manually, nothing is lost, and accounting remains consistent.
As a result, the store continues to operate even during outages, the network does not «fall apart» into notebooks and Excel files, and the business does not lose revenue due to technical failures.

Proper preparation of the technical infrastructure is a critically important first step for the successful implementation of the system. Ensuring that hardware and software meet Torgsoft requirements guarantees stable operation and prevents technical failures in the future. Below are the key components required to launch the network.

• Torgsoft licenses. The core is the Torgsoft-Terminal license, which includes three client connections. To increase the number of workplaces (for example, for new cash registers or office staff), additional Client licenses for remote connection to the server must be purchased.

• Server. The central element of the system where the unified database is stored. You have flexibility in your choice: it can be either your own powerful computer in your office, providing full physical control, or a rented virtual server, which frees you from maintenance concerns. It must run the Windows Server operating system (versions 2008 R2, 2012, 2016, 2019, 2022).

     Minimum technical specifications:

•    Processor: Intel Core i3, i5, i7 or an equivalent AMD processor.

•    RAM: from 8 GB (calculated at 150–300 MB per user plus 4 GB for the server OS itself).

•    Disk: for maximum database performance, choose an SSD drive. This is not a recommendation but a requirement for stable network operation.

•    Internet connection. A static IP address is mandatory for the server to ensure constant access from any location. All stores and offices require a stable internet connection (both wired internet and 3G/4G are suitable).

Recommended additional options

To extend functionality and improve network management efficiency, consider the following additional options:

• Mobile app: enables remote monitoring of sales results, warehouse stock levels, and staff performance directly from a smartphone.

• Data security: cloud archive: automates the creation of database backups and their storage on Google Drive. This is critically important for protecting information against unforeseen situations.

• Software ECR: required for selling fiscal goods and complying with legal requirements.

• Bank terminal integration: automates cashless payments by transferring the purchase amount to the terminal and recording transaction details on the receipt, minimizing cashier errors.

When your technical infrastructure is ready, it is time to move on to the most important step — digital modeling of your business in Torgsoft.

For stable operation of a retail network, not only software is important, but also properly selected hardware. It ensures fast customer service, accurate accounting, and centralized control across all retail locations.

Equipment for checkout areas (for each retail location)

• Barcode scanners — mandatory for every checkout. They ensure fast and error-free product identification during sales.

• Receipt printers — used to print non-fiscal or fiscal receipts (when working with software ECR) at each cashier workstation.

• Bank terminals — required for cashless payments; they allow transferring the purchase amount directly from the accounting software to the terminal, minimizing errors.

• Fiscal equipment / software ECR — required for selling excisable and other goods subject to fiscalization in accordance with legislation.

Warehouse equipment and labeling

• Label (barcode) printers — usually installed in the warehouse or receiving area for prompt product labeling.

• Data collection terminals (DCT) — recommended for large stores and chains: they speed up inventory counts, stock checks, and creation of internal transfer documents.

Mobile devices for control

• Smartphones and tablets — used by owners or administrators for remote monitoring of sales, viewing stock balances, and conducting stocktakes via the mobile app.

Consumables

• Receipt paper, labels, ribbons (for thermal transfer printers) — it is necessary to maintain a constant supply to avoid downtime at checkouts and in the warehouse.

Important: for successful operation of a retail network, all equipment must be compatible with the accounting software. For example, Torgsoft supports more than 200 models of retail equipment, allowing flexible selection of solutions according to the format and scale of your business.

Torgsoft helps manage a retail network systematically, not “manually”.

All stores, warehouses, and checkouts operate under unified rules, and the owner sees real figures: products, money, profit, and problem areas — without delays or guesswork.

Clear implementation and consistent work within the system eliminate chaos, reduce dependence on people, and allow business scaling without loss of control.

Torgsoft is accounting software for successful business scaling.