Torgsoft features for trade accounting

Torgsoft — is a Ukrainian program for accounting and trade automation. It keeps records of goods, sales, stock, money, customers, and employee operations. The program is used in retail and wholesale trade, warehouses, service centers, online stores, small manufacturing businesses, and retail chains.

For a new entrepreneur, it is convenient to understand Torgsoft through the daily work of a business. Goods need to be added to the database, received, labeled if necessary, sold, paid for, returned, or transferred. At the same time, the owner controls stock balances, cash desk, settlements with suppliers, employee actions, and trade results. Additional options and integrations are connected to the program for specialized processes.

Accounting starts with the product

For each product, Torgsoft stores an accounting card. The entrepreneur defines the assortment structure, and the merchandiser uses it when receiving goods. The program allows you to maintain product types, manufacturers, seasons, size ranges, units of measurement, SKUs, and other characteristics required for a specific assortment.

If the nomenclature already exists electronically, goods can be imported from Excel. This scenario is used when switching from another program, transferring initial balances, or loading an electronic supplier invoice.

Torgsoft works with factory barcodes. If a product has no barcode, the program can generate its own code. The employee prints labels on a label printer and later uses a barcode scanner during receiving, sales, and inventory.

The product card remains the basis for further accounting. Through it, Torgsoft links the product with the purchase and sale price, characteristics, photos, deliveries, and warehouse operations.

Goods receipt and initial balances

When the supplier delivers goods, the merchandiser creates the document «Goods Receipt». In it, they specify the supplier, warehouse or store, invoice number, payment method, currency, and other parameters of the specific delivery.

If the entrepreneur is just starting accounting in Torgsoft, the goods in the receipt can be marked as initial balances. This is how the actual assortment already located in the store or warehouse at the time of accounting launch is entered into the program.

After an active goods receipt invoice is created, the goods appear in the stock status. The manager sees how many units were received, at what purchase price, and from which supplier they came.

For large deliveries, a barcode scanner or data collection terminal can be used. The working method depends on the equipment and the organization of goods acceptance.

Stock balances and goods movement between warehouses

Torgsoft stores the warehouse movement of goods. The manager can view stock status, availability of a specific item, goods in transit, the list of receipts, internal transfers, write-offs, and other warehouse documents.

If the business has several stores or warehouses, the responsible employee creates an internal transfer. The document records where the goods left from and where they were transferred. The owner receives the transfer history and can check balances separately for each accounting object.

For large warehouses, there is an additional option «Product Storage Location». It allows address-based product placement and stores information about the product’s location in the warehouse.

For retail chains, «Minimum and maximum balances by warehouses» can also be used. The entrepreneur sets stock norms separately for different stores. The option «Automatic calculation of warehouse stock» is designed to calculate product demand according to configured rules.

Selling goods at the cash desk

The cashier opens the sales form, finds the product by name, SKU, or scans the barcode. Torgsoft adds the item to the sale and uses the price set for it. After the sale is completed, the document affects warehouse accounting.

The program supports customer discounts, product discounts, and promotions. The availability of specific rules depends on settings and connected additional options.

For stores where a consultant sells the product and a separate cashier processes payment, there is the option «Linking each product sale to a salesperson». It stores information about the employee who sold a specific item.

Torgsoft also supports a more complex sales scenario through documents. In the «Trade with invoice issuing» mode, the manager can create a commercial offer, invoice, and delivery note, record the customer’s payment and product reservation. This mode is used in wholesale trade and sales where an order goes through several stages before shipment.

Cash and card payments

Torgsoft keeps records of cash operations and allows the analysis of money movement. The manager can view cash desk totals, expenses, and other financial documents.

For card payments, there is an additional option «Bank terminal integration». After setup, the cashier starts payment or refund in Torgsoft, and the program sends the operation to the connected bank terminal. Compatibility depends on the connection protocol, drivers, bank, and specific equipment, so it is checked before setting up the workplace.

A separate option «Bank statements» is provided for processing information from bank accounts.

Returns, write-offs, and other stock balance changes

The cashier processes a customer return as a separate document. Goods and money are reflected in accounting according to the completed operation.

The merchandiser can process a return to the supplier if the goods need to be sent back. For damaged, lost, or other goods that need to be removed from the accounting balance, a write-off document is used.

This allows the owner to see the reason for a quantity change through specific documents. The accuracy of stock balances depends on whether employees record actual operations in the program.

Inventory and warehouse adjustment

For stocktaking, an employee creates an inventory statement and enters the actual quantity of goods. During inventory, a computer, barcode scanner, or data collection terminal can be used.

Torgsoft allows goods to be blocked for sale during counting or to use a mode in which blocking occurs after the first scan. The company chooses the mode depending on whether the store continues selling during the stocktake.

After checking the results, the responsible employee closes the statement. Torgsoft creates adjustment warehouse documents: receipt for detected surplus and write-off for shortage. The warehouse balance is brought into line with the actual quantity.

The manager can separately analyze the amount of surplus, shortage, and mismatches. If an error is found after the statement is closed, the correction procedure depends on whether there was new goods movement after the inventory.

Suppliers, debts, and purchases

Torgsoft stores suppliers and links them to goods receipt invoices. After a delivery is recorded, the responsible employee can enter payment to the supplier and view the debt by invoice.

Supplier orders are available in the program for purchase planning. The merchandiser defines the goods and quantities to be ordered. When working with a chain, demand can be analyzed by separate warehouses.

The owner receives a history of deliveries, payments, and goods movement. This data allows them to check debts, purchase prices, and the sales results of received batches.

Financial and management accounting

Operations with goods in Torgsoft are linked to financial documents. The program includes cash desks, payments, expenses, exchange rates, partner balances, and other financial accounting tools.

The manager can check cash flow for a period, cash desk totals, and expenses. For working with foreign currencies in specific business scenarios, there is an additional option «Multi-currency sales».

Torgsoft generates data based on documents entered by users. Management decisions based on this data are made by the owner or manager.

Customer base, discounts, and repeat sales

Torgsoft allows maintaining a customer base. The card stores customer data and information used when working with purchases, discounts, and communications.

The program supports discount policies and promotions. For more complex loyalty programs, there are separate additional options: «Discount club», «Gift certificates», «Bonuses with limited validity period», «Bring a Friend promotion», and «Referral program».

For wholesale customers, the option «Wholesale price policy» can be used. It applies to scenarios where the price depends on configured sales conditions.

For communication with customers, the option «Mass customer mailings» is provided. A separate option «Customer profile and Binotel calls» expands work with customer history and phone requests.

Employees, access rights, and action history

The administrator creates users and assigns access rights. An employee can be given only the forms and operations needed for their work. This allows separate configuration of the cashier’s, merchandiser’s, administrator’s, and other users’ workplaces.

In the «User action log», Torgsoft stores events related to users’ work. A separate log is used to analyze changes in editing forms.

The administrator can enable the «Document change log». After that, the program records changes to warehouse and financial documents, including receipts, sales, and returns. The manager uses this information when it is necessary to determine which document was changed and who worked with the data.

For calculating employee remuneration, there is an additional option «Payroll and staff motivation». For internal messages, «Staff notifications» can be connected.

Reports and analysis for the owner

Torgsoft generates reports based on sales, warehouse, cash desk, and other operation documents. The owner can analyze the product report for a period, sold goods, product profit, balances, goods movement, and cash desk data.

The analysis section includes tools for examining sales, balances, stock turnover, profitability, and customer activity. ABC analysis helps distribute the assortment by a selected indicator, while XYZ analysis shows the stability of product sales over a period. The owner uses the results of these calculations together with other data about assortment and purchases.

Reports allow moving from the total sales amount to specific products, suppliers, stores, and periods. The set of available reports depends on the program configuration and connected functions.

Software RRO and sales fiscalization

For working with a software RRO, the additional option «Software RRO» is used. The administrator configures the cashier’s private key, business unit, and specific software RRO. After setup, the cashier works with fiscal operations directly from Torgsoft.

For companies that use a hardware RRO, there is a separate option «Fiscal registrar integration». Before purchasing or connecting equipment, support for a specific model and its connection method with the program must be checked.

For entrepreneurs who need to maintain documents required for inventory accounting, there is a separate option «Inventory accounting».

Trade equipment

The equipment set depends on the store’s processes. Entrepreneurs use barcode scanners, label printers, and data collection terminals for working with goods. Special options add integration with electronic scales, bank terminals, fiscal registrars, and customer displays.

The option «Cash desk scales integration» is used to obtain the product weight during sale. For pre-packing weighted goods, there is «Packing and labeling weighted goods».

For a separate screen with information for the customer, «Customer display integration» is provided. Specific equipment is checked for compatibility with the required scenario before purchase.

Online store and online orders

For an own website, there is an additional option «Online store synchronization». The settings define goods, characteristics, prices, photos, accounting centers, and exchange schedule.

When working with online store orders, Torgsoft can create related documents for their further processing. Separate synchronization objects with several websites can be configured for one business.

A separate product area Torgsoft Online Market gives the entrepreneur a ready-made online store linked to the Torgsoft accounting system.

Marketplaces and delivery services

For sales through external platforms, separate integrations are provided, including «Prom.ua integration» and «Rozetka.ua integration». Their mechanics and requirements depend on the specific platform.

For shipping orders, «Nova Poshta integration» can be connected. Torgsoft allows creating a waybill, printing it, and receiving the shipment status. This integration requires an internet connection and a valid delivery service API key.

The program also provides a separate «Ukrposhta integration».

One store, several cash desks, or a retail chain

The Torgsoft configuration depends on how the business is organized.

Torgsoft-Start

A basic version for one store. It is suitable for a scenario where the entrepreneur keeps records for one retail outlet and uses the set of functions and additional options available for this version.

Torgsoft-Ultra

A full version of the program for a wider set of business processes. It is used, in particular, when several cash desks or workplaces operate in the store within a local network.

Torgsoft-Terminal

This configuration is intended for work through a single server. It is used in chains and other scenarios where users need shared access to a centralized database.

Torgsoft-Online

A format with a remote server. Employees connect to Torgsoft via the internet and work with a database hosted on a remote server.

The specific version is chosen according to the structure of stores, number of workplaces, method of access to the database, and required functions.

Work with unstable internet and from a smartphone

For a remote server, there is an additional option «Torgsoft Hybrid: sales without internet for a remote server». It is intended for cash desk scenarios where the connection to the remote server may temporarily disappear.

The additional option «Torgsoft mobile app» gives access to separate program features from an Android or iOS smartphone or tablet. The mobile format is used for operations supported by the app and for viewing data away from a stationary workplace.

Backups and database preservation

Torgsoft has tools for creating and restoring a database archive copy. Backups should be created regularly and stored separately from the working computer.

The additional option «Cloud data archive» allows setting up a scheduled task. At the defined time, the system creates a database archive and sends it to the configured cloud storage. A task execution log is kept, where sending and possible errors can be checked.

Specialized processes for different types of business

Basic trade operations are supplemented with options for specific industries. The entrepreneur connects them according to the actual processes of their business.

For manufacturing, there is the option «Manufacturing: accounting for materials and finished products». It adds technological cards, production documents, and materials accounting in the production process.

For service centers and workshops, «Repair and warranty service» is provided. The program maintains repair requests and related operations.

For renting items and equipment, there is «Goods rental». The option is used to account for issuing goods for rental, terms, payments, and returns.

For equipment and other goods with individual numbers, «Warranty goods accounting by serial numbers» is used.

For jewelry and other piece goods whose price depends on a physical value, there is «Accounting and sale of piece goods with a measure».

For tiles, laminate, linoleum, and other metric goods, «Metric goods calculator» is provided.

For a large warehouse, «Product storage location», minimum and maximum balances, automatic stock calculation, and data collection terminals can be used.

For consignment trade, there is the option «Consignor notification», which supplements the relevant accounting scenario.

For goods that need to be set aside for long-term storage, «Seasonal packing and storage of goods» is provided.

For expanded work with customers, a discount club, gift certificates, bonuses with limited validity period, referral mechanics, mass mailings, discount card verification via SMS, and visitor accounting can be connected.

Program functions can be expanded with additional options.

How the Torgsoft system is formed for a specific business

The entrepreneur does not need to connect all capabilities at once. The configuration is formed according to the actual business processes.

First, the number of stores, warehouses, cash desks, and employees is determined. After that, Torgsoft-Start, Torgsoft-Ultra, Torgsoft-Terminal, or Torgsoft-Online is chosen according to the required work architecture.

The next level — business processes. For a store with a software RRO, the relevant fiscal option is needed. For sales through a website or marketplace, the required integration is connected. For manufacturing, repair, rental, weighted goods, address-based warehouse, or a complex loyalty system, specialized options are added.

Trade equipment is determined separately: barcode scanners, label printers, data collection terminals, scales, bank terminals, fiscal registrars, and other devices. Before purchasing equipment, compatibility of the specific model with the required Torgsoft scenario must be checked.

The accuracy of management data depends on accounting discipline. Employees record actual receipts, sales, returns, transfers, write-offs, and payments. Torgsoft stores these operations, calculates indicators, and shows them in warehouse, financial, and analytical forms. The owner uses this data to check business operations and make decisions.