How to open a new store in Torgsoft: balances, prices, access rights and PECR

If the new store will operate in a single Torgsoft database, there is no need to transfer the product catalog between databases. In the program, create a new accounting center, configure users and prices, and transfer the actual stock balances using the «Internal Transfer» document or distribute them from the goods receipt invoice.

This approach keeps a shared product catalog and provides the owner with up-to-date data on stock balances, sales, and finances across all retail locations. At the same time, each store can have its own cash desk, employees, access rights, and, if necessary, separate prices.

This guide applies to a new store that will operate in a single database. If a separate empty Torgsoft database is being created, a different procedure is required: transferring the main data or importing initial stock balances from Excel.

Which Torgsoft version is required for a new store

The program version is determined not only by the number of computers, but also by where they are located and how employees will connect to the database.

Before opening a new location, it is advisable to agree on the configuration with a Torgsoft specialist. You may need to switch to another version or add an additional workstation. An up-to-date comparison is available on the Torgsoft licenses page.

Step 1. Create a new accounting center

Open «Settings → Retail Network» and add a new accounting center. Enter the store name, address, phone number, trade type, and other details that will be used in documents.

To process sales, create a cash desk for the new store. A separate bank account is required only if the location will actually use it for banking transactions. It is not necessary to create a separate account for each accounting center.

Before starting sales, check the name and address of the accounting center. They must correspond to the actual retail location. This is important for internal documents, workstation setup, and fiscal receipts.

Step 2. Create users and configure access rights

Create a separate user for the salesperson or administrator of the new store. Specify their current accounting center, cash desk, and role.

An employee should only be able to view and change the data required for their work. For a salesperson, it is advisable to:

• disable switching between accounting centers if it is not required;

• enable «Restrict access to accounting centers» and leave access only to their store;

• restrict access to cash desks and bank accounts of other locations;

• prevent changing the price from the price list and the sale price if this is outside the employee’s authority;

• hide purchase prices and summary financial data if they are not required;

• restrict the accounting centers that can be selected as recipients of an internal transfer.

How to show stock in other stores without granting sales rights

A salesperson can see product availability at other locations without having access to their operations.

1. Enable «Restrict access to accounting centers» for the user.

2. Leave access only to the store where the employee works.

3. In the warehouse status viewing parameter, select «Allowed for selected».

4. Using «Allowed to view warehouse status», select the stores whose stock balances can be viewed.

5. Do not grant the user permission to switch to these accounting centers.

As a result, the salesperson will be able to tell the customer where the required product is available but will only be able to process the sale from their own location.

Step 3. Define pricing rules

Price settings should be completed before the first bulk transfer of goods. First, determine whether the network will use a single price list or whether the new store will have its own prices.

The same prices in all stores

Open «Settings → Parameters → Retail Network» and:

1. Select the central accounting center whose prices will be used as the main prices.

2. Enable «Maintain the same prices at all retail locations».

3. In the new accounting center card, enable «Allow price synchronization with the center».

After that, a price change at the central accounting center will be applied to the accounting centers for which synchronization is enabled.

It is better to specify the central accounting center explicitly. If it is not defined, another accounting center may become the source of the price change.

Separate prices for the new store

If the new location should have its own price list, disable «Allow price synchronization with the center» only in its card. There is no need to change the general rule of identical prices for the rest of the network.

If different groups of stores permanently use different price lists, regional prices can be configured.

Which price to use during an internal transfer

The accounting center card contains the «Price formation when internally transferring goods to this accounting center» parameter. It determines what happens to the product price at the receiving location.

Before a bulk transfer, test the selected rule on several products: a product that is new to the store, one that is already available, and a product with a separate wholesale price.

Step 4. Transfer the initial stock balances

In a single database, product cards are already available to the new accounting center. You only need to record the actual movement of quantities.

Internal transfer from a warehouse or another store

Create an «Internal Transfer» document, select the new store as the recipient, and add the products.

If the goods are not physically delivered immediately, enable the «Goods in transit» mode. After the goods arrive, the store employee checks the invoice, records any discrepancies, and accepts the goods.

First, create a test transfer with 5–10 different items. Check:

• the quantity deducted from the sender;

• the quantity received at the new store;

• retail and wholesale prices;

• how the price behaves for a new product and one that is already available;

• whether the employee has permission to check and accept the invoice.

Distributing goods directly from a receipt

If goods from the supplier are first received at the central warehouse, you can use the «Distribute goods among locations» action in the goods receipt invoice and specify the quantity for each store.

The type of documents created is specified in the form settings. By default, the program creates internal transfers. You can also configure the creation of separate goods receipt invoices, but this is a different inventory management scheme.

For standard movement of goods within one company, it is advisable to use internal transfers.

Step 5. Set up PECR and equipment

If settlement transactions will be carried out at the new store, the business unit must be registered with the tax authority using Form No. 20-OPP, and an ECR or PECR must be registered for it.

The name and address of the business unit are mandatory details of a fiscal receipt. The information in the PECR registration application must correspond to the information provided in Form No. 20-OPP.

A PECR registered for another retail location should not be used at a new address without proper registration or re-registration.

After the registration procedures, Torgsoft technical support helps add the PECR to the program and configure the workstation. A barcode scanner, receipt printer, payment terminal, scales, and other equipment are connected and tested separately.

What to check before opening the store

Before starting work, make sure that:

• the accounting center has the correct name, address, and trade type;

• the cash desk belongs to the new store;

• each employee logs in using their own user account;

• the salesperson cannot process a sale from another accounting center;

• viewing stock balances at other locations does not provide access to their operations;

• the central accounting center and the price change rule have been defined;

• the correct price rule for internal transfers has been selected;

• the test transfer correctly changed quantities and prices;

• the PECR generates a receipt with the correct business unit details;

• the scanner, printer, terminal, and scales have been tested at the workstation;

• an up-to-date database backup has been created.

Frequently asked questions