Torgsoft implementation: from first launch to a ready accounting system
This is an implementation route for a store owner: from data preparation and the demo version to the first working day, stable accounting, and further development. Each step states what to do, what to check, when to move on, and where to find detailed instructions.
What it means to implement an accounting program
Torgsoft implementation is the sequential transfer of goods, stock balances, and store operating rules into the accounting program. A completed implementation makes it possible to process sales and returns, control the warehouse and cash desk, separate employee access rights, receive reports, and keep backup copies of data.
First, the accounting foundation is configured: goods, stock balances, users, and daily operations. Equipment, online sales, and additional options are connected according to the needs of a specific business. Fiscalization is the generation of a fiscal receipt and the transfer of settlement transaction data to the State Tax Service.
Goods and stock balances match the actual data
Each product has a clear category, name, price, barcode, and correct quantity in stock.
Main operations have been checked
Goods receipt, sale, return, transfer, and inventory correctly change stock balances, the cash desk, and reports.
Employees have the required rights
The salesperson works at the cash desk, the merchandiser works with goods, and the owner sees management data.
Data is protected
Backups are created regularly and stored separately from the working computer.
What to prepare before automating a store
A short business description will help you choose the right program version, equipment, and setup sequence. Appoint one responsible person who will collect the initial data, agree on the work rules, and accept the result of each stage.
Trade format
Retail, wholesale, online sales, warehouse, production, or a combination of several processes.
Stores and workplaces
The number of outlets, cash desks, computers, employees, and places from which the owner will work with data. Define the work scheme: one computer, a local network, a remote server, or Torgsoft-Online.
Product data
Where names, item numbers, barcodes, prices, characteristics, and stock balances are currently stored.
Payment and fiscalization
Cash, cards, and transfers at each cash desk. If fiscal receipts are required, define the software RRO or fiscal register and prepare the registration data in advance.
Employee roles
Who receives goods, changes prices, sells, processes returns, and views finances.
External services
Online store, marketplaces, delivery services, bank terminal, and other integrations.
Work during outages
Determine whether backup power for the computer and router, backup internet, and a separate sales procedure during interruptions are needed.
How to implement Torgsoft step by step
Complete the steps sequentially. If a certain result has already been achieved, check the control criterion and move on.
Describe the current accounting and the future work scheme
Goal: to understand which processes need to be transferred to Torgsoft and how exactly the program will work in your store.
- appoint a person responsible for implementation and checking results;
- count stores, cash desks, warehouses, and workplaces;
- define the source of goods, prices, stock balances, and the customer database;
- list typical operations: receipt, sale, return, transfer, wholesale, production;
- record the required payment methods, fiscalization, and external services;
- define how the store will work during power or internet interruptions.
Compare Torgsoft versions · Choose a work scheme: one computer, local network, or server
Install and activate the demo version
Goal: to test Torgsoft on your own goods and scenarios before choosing a commercial version.
- install the program on a Windows computer;
- activate the demo version for 30 days;
- register the demo version for the future license owner and specify current contact details;
- for the first login, use the login sa and password 2009;
- specify the program language, store name, and main accounting currency;
- after starting work with your own data, change the owner password;
- activate for 30 days only those additional options that need to be checked in your scenario; the exception is «Deleting statistics of closed periods»;
- if necessary, use up to 2 hours of free support during the first 30 days.
How to download, install, and activate the demo version · How to activate additional options for 30 days
Prepare the product catalog
Goal: to create a structure in which goods are easy to find, receive, reprice, and analyze.
- create a product type tree — categories and subcategories;
- define the mandatory product card fields for your niche;
- define how to account for sizes, colors, serial numbers, weighed or metric goods, if needed;
- remove duplicates of names, item numbers, and barcodes from the source data;
- enter several products manually or prepare an Excel file for import;
- check units of measure, purchase prices, and retail prices.
How to create product types · Data migration from Excel, 1C/BAS, or another system
Check data transfer on a test copy
Goal: to check the catalog structure and the data transfer method before the final transition to Torgsoft.
- import a small test part of the catalog or a copy of current data;
- check names, categories, barcodes, units of measure, and prices;
- enter test initial stock balances and reconcile the quantity and value by main categories;
- define which data needs to be transferred additionally: customers, discount cards, bonuses, reservations, debts, certificates, or open orders;
- record the final transfer procedure and the date after which new operations will be carried out only in Torgsoft.
How to enter initial stock balances without debt to the supplier
Configure stores, cash desks, users, and rights
Goal: to reproduce the organizational structure of the business and restrict data access by roles.
- create or rename accounting centers — separate stores and warehouses in the program;
- configure cash desks and available payment methods;
- create a separate user for each employee;
- grant salespeople, merchandisers, administrators, and the owner the required rights;
- check restrictions on changing prices, deleting documents, and viewing finances.
Configuring roles, users, and employees
Connect the required equipment, payment, and fiscalization
Goal: to prepare the workplace for real customer service.
- connect a barcode scanner if goods are sold by barcode;
- configure a label or receipt printer if it is needed in your process;
- for weighed goods, check the compatibility of the scales with the program;
- if fiscalization is needed, choose a software RRO (PRRO) or fiscal register;
- for PRRO, prepare a valid qualified electronic signature, registration data of the business unit, cashiers, tax rates, and receipt details;
- check PRRO in test mode before generating the first real fiscal receipt;
- if necessary, connect a bank terminal for automatic amount transfer;
- check backup power, backup internet, and the cash desk procedure during outages.
Retail equipment for Torgsoft · Software RRO · Integration with a fiscal register · Integration with a bank terminal · Integration with scales at the cash desk
Check the full cycle and remove test operations
Goal: to find setup errors before the start of daily work.
- process receipt of goods from a supplier;
- make a sale with each payment method;
- check full and partial returns;
- for several warehouses, process an internal transfer;
- perform a test inventory;
- review reports on sales, stock balances, the cash desk, and financial results;
- ask the salesperson to make a sale, return, and day closing under their own account;
- after checking, cancel or delete test documents and reconcile the cash desk and stock balances again.
First test sale: what to check before launch
Choose the Torgsoft version and the set of additional options
Goal: to choose the way the program works that matches the actual business structure.
- Torgsoft-Start — one small store, one cash desk, and basic operations;
- Torgsoft-Ultra — one store with several cash desks and expanded features;
- Terminal Version — remote stores working with a single database via the internet;
- Torgsoft-Online — rental of the program and server for remote work without your own server equipment;
- choose additional options for a specific task: fiscalization, website, delivery, backup, or another integration;
- keep in mind that additional options are paid separately; almost all required options can be checked in advance for 30 days;
- after purchase, activate the commercial license and selected options on the required workplaces.
Start, Ultra, Terminal, and Online: version comparison · How to activate the license and additional options
Move to real accounting
Goal: to switch from the old system or test database to verified data without double accounting.
- record the date and time after which all new operations are carried out only in Torgsoft;
- stop entering new operations in the old system and make a final inventory or control export;
- transfer current goods, prices, and stock balances as of the launch date;
- if necessary, transfer customers, bonuses, reservations, debts, certificates, open orders, and opening amounts in cash desks;
- create a database backup before the first working day;
- make the first real sale and check the receipt, payment, and product write-off;
- at the end of the day, reconcile the cash desk, sales, returns, and actual quantity of several selected products.
Fix the work procedure and protect the database
Goal: to make accounting stable after launch.
- appoint people responsible for goods, prices, the cash desk, inventory, and backups;
- record short instructions for the salesperson, merchandiser, and administrator;
- configure regular database archiving;
- store an external copy separately from the working computer;
- check the archiving log and the possibility of recovery;
- teach a new employee to perform their operations without access to owner functions;
- transfer complex settings to technical support; after using up 2 hours or after the first 30 days end, support is provided under the current paid terms.
Cloud Data Archive · Technical support contacts
Develop automation according to business needs
Goal: to connect new features after stabilizing basic accounting.
- for working with customers — customer profile and Binotel calls, mass mailings to customers, and gift certificates;
- for online trade — Torgsoft Online Market, synchronization with an online store, Prom.ua, Rozetka.ua, Nova Poshta, and Ukrposhta;
- for owner control and mobile work — Torgsoft Mobile App and the required management reports;
- for the warehouse — minimum and maximum stock balances by warehouse, automatic calculation of warehouse stock, and product storage location;
- for personnel — payroll and personnel motivation, personnel notifications, and linking each product sale to a salesperson;
- for a retail chain — Terminal Version and Torgsoft-Hybrid when the connection is unstable.
View all additional Torgsoft options
How implementation changes for different businesses
New store without previous accounting
- create categories and product naming rules;
- label goods during the first receipt;
- configure the cash desk and rights before opening;
- enter stock balances based on the actual goods acceptance.
Transition from Excel or another program
- clean duplicates and outdated records;
- agree on fields for import;
- transfer a test part of the catalog;
- reconcile the quantity, value, and total amount of stock balances;
- define the moment of stopping the old system and the final transfer.
Sales in a store, on a website, and on marketplaces
- define the main source of product data;
- agree on categories, characteristics, photos, and prices;
- check reservation and order processing;
- test payment, delivery, and returns separately.
Several stores or a complex chain
- first design accounting centers and the server;
- define central pricing and assortment rules;
- check connection quality at each outlet;
- plan data transfer and launch in stages.
What is needed for launch and what is connected as needed
Mandatory foundation
A Windows computer or Torgsoft-Online, the Torgsoft program, product catalog, checked stock balances, users, backups, and daily work rules.
Equipment according to the process
A scanner, label printer, receipt printer, scales, cash drawer, or data collection terminal are not needed by every business.
Fiscalization and card payments
PRRO, a fiscal register, and integration with a bank terminal are connected according to payment methods and legal requirements for a specific business. The need for fiscalization and tax settings must be checked with an accountant or tax consultant.
Expansion after launch
Online store, marketplaces, delivery, customer tools, mobile work, and chain automation are added to stable accounting.
Which Torgsoft version suits your work scheme
Torgsoft-Start
For one small store with one cash desk and basic product accounting operations.
Torgsoft-Ultra
For one store with several cash desks, employees, and expanded program features.
Terminal Version
For remote stores that work via the internet with a single database.
Torgsoft-Online
For remote work with a rented program and server without purchasing and maintaining your own server equipment.
Which tasks can be automated next
Torgsoft accounting foundation
Goods, stock balances, sales, returns, warehouse, cash desk, finances, employees, and management reports.
Card payments
Automatic transfer of the amount to the bank terminal.
Integration with a bank terminalOwn online store
A website with synchronization of goods, prices, and stock balances.
Torgsoft Online MarketExisting website
Exchange of goods, stock balances, and orders.
Synchronization with an online storeMobile work
Sales, warehouse, inventory, finances, and reports from a smartphone.
Torgsoft Mobile AppCustomers and communication
Customer profiles, calls, and messages with recipients’ consent.
Customer profile and Binotel calls · Mass mailings to customersStock and address storage
Calculation of product demand and recording of the warehouse location.
Automatic calculation of warehouse stock · Product storage locationPersonnel
Payroll calculation, motivation, and control of personal sales.
Payroll and personnel motivation · Linking each product sale to a salespersonDelivery
Creating shipments and working with delivery service data.
Integration with Nova Poshta · Integration with UkrposhtaMarketplaces
Exchange of goods and orders with trading platforms.
Integration with Prom.ua · Integration with Rozetka.uaWork without stable internet
Offline sales from a remote cash desk with subsequent synchronization.
Torgsoft-HybridCustomer loyalty
Certificates, bonuses, discount programs, and customer referrals.
Gift certificates · Bonuses with a limited validity period · Discount ClubGoods with special accounting
Weighed, metric, or warranty goods with serial numbers.
Packaging and labeling of weighed goods · Accounting for warranty goods by serial numbers · Metric Goods CalculatorProduction, repair, and rental
Separate processes for materials, finished products, service, and temporary issue of goods.
Production: accounting for materials and finished products · Repair and warranty service · Goods rentalWhich control procedure supports accurate accounting
Daily
- control the opening and closing of cash desks;
- check returns and cancellations;
- reconcile payment and the sales total;
- control backup creation.
Weekly
- analyze goods without movement and shortages;
- check integration errors;
- review employee action history and access rights;
- investigate discrepancies for several selected products.
Monthly
- check compliance with the established inventory schedule;
- analyze profit, expenses, and turnover;
- check the assortment and purchasing rules;
- review roles of dismissed and new employees.
What most often complicates automation
Duplicates, outdated cards, and different naming rules move into the new system. First clean the test part of the catalog and agree on a single standard.
Device compatibility does not mean that it is needed by a specific store. Define the goods, label format, receipt type, cash desk load, and payment method.
Each role must receive the minimum necessary access. Separate accounts also make it possible to determine who created or changed an operation.
A sale checks only part of the process. Before launch, process a return, change the payment method, cancel an erroneous action, and close the cash desk day.
Test sales, receipts, and returns change stock balances, the cash desk, and reports. Before launch, cancel or delete test operations, then reconcile the data again.
Define the exact date and time of the transition. After the final transfer, all new sales, receipts, returns, and transfers must be carried out in one working system.
A disk failure or encryption will destroy the working database together with the copy. Store external archives separately and check recovery.
First stabilize goods, stock balances, the cash desk, and daily operations. Add the next function after defining the task, responsible person, and control result.
Frequently asked questions about Torgsoft implementation
The duration depends on the number of goods, the quality of source data, retail outlets, equipment, and integrations. The basic setup of a small store can be started on the installation day, while transferring a large database or chain requires a separate plan.
Yes. Goods, stock balances, customers, settings, and created documents remain in the database on the computer. After activating a commercial license, you can continue working without re-entering information. Before launch, check that test operations do not affect real stock balances, the cash desk, or reports.
Yes, Torgsoft provides data import from Excel. Before transfer, you need to agree on the column structure, remove duplicates, check a test part of the file, and separately define the date of the final transfer of current stock balances.
The main program runs on a Windows computer. A scanner, printers, scales, cash drawer, and other devices are chosen according to the goods and sales process. Before buying, check the compatibility of the specific model.
First check with an accountant or tax consultant whether fiscalization is required for your activity. For Software RRO, you need a valid qualified electronic signature, a registered business unit, PRRO and cashiers, correct tax rates, and receipt details.
The main Torgsoft program runs on Windows. For Android and iOS, there is a separate option «Torgsoft Mobile App», which connects a smartphone or tablet to the main accounting system.
A locally installed program can perform main accounting operations without internet access. The Terminal Version cash desk works with a remote server; for sales during a connection loss, a separate option «Torgsoft-Hybrid» is provided. A power outage requires separate backup power for the computer, cash desk equipment, and router.
No. Each option must have a specific task. First configure basic accounting, then connect fiscalization, a website, delivery, customer tools, or other integrations. Additional options are mostly paid separately, but almost all required features can be activated in advance for 30 days for testing. The exception is «Deleting statistics of closed periods».
Use lessons for beginners, the user manual, and technical support. During the first activation of the demo version, up to 2 hours of free support are available within 30 days. After this time is used up or the 30-day period ends, support is provided under the current paid terms.
Start with the demo version and your own implementation plan
Test Torgsoft on your goods, create a list of required workplaces, and go through the route from data preparation to the first control day.
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