Where order in the store begins: a step-by-step start of inventory accounting from scratch

If the store still keeps product records in a notebook or Excel, setting up inventory accounting involves three main steps: creating a clear catalog, adding products, and recording the actual opening stock. For a store that is already operating, the entire process can be organized gradually. Closing the store for a full day is only necessary if the owner deliberately chooses to conduct a complete inventory count before switching to the new system.

In Torgsoft, opening stock is recorded through a goods receipt with the corresponding attribute. An inventory statement serves a different purpose: it compares the actual quantity with the stock already recorded in the computer system. This distinction is important when getting started.

Before adding hundreds or thousands of items, you need to determine how they will be organized in the catalog.

In Torgsoft, each product belongs to a specific product category. The category describes a group of products, while a specific product with its SKU, barcode, price, and other characteristics is stored in a separate product card.

In this example, «Washing machines» is a product category. Bosch WAN2426KPL is a specific product item.

You do not need to create a classification system from scratch

For a new store, it is convenient to use the structure of a large marketplace or a supplier’s website as a basis. They have already addressed the basic issue of how customers are accustomed to searching for this range of products.

After that, the structure should be simplified to suit your own store. If an entrepreneur sells only ten washing machine models, a tree with dozens of subcategories is unlikely to be necessary. If the product range is large, the classification can be more detailed.

A good structure answers three practical questions:

In the product category settings, Torgsoft allows you to specify, among other things, the markup. Settings of a parent category can be applied to its subordinate branches. Therefore, the product tree affects subsequent repricing and price management.

A well-planned catalog also simplifies the subsequent creation of product groups and synchronization with an online store. If products are initially entered chaotically, the structure will have to be corrected after sales and stock data have already accumulated.

Mistakes to avoid

You should not create different categories for the same type of product: «Washing machines», «Washing machine», «Washers». This creates parallel branches containing the same products.

You also should not include all product characteristics in the category name. Color, size, material, manufacturer, SKU, and other parameters are better stored in the corresponding fields of the product card if they are required for the product range.

After creating the main product categories, you can proceed to the first goods receipt document.

In Torgsoft, open Document → Goods Receipt and create a new receipt. For a regular delivery, specify the document parameters: date, supplier, currency, and supplier invoice number if it is required for subsequent reconciliation.

A product can be added in two ways.

1. If the package has a manufacturer’s barcode, scan it. For a new product, Torgsoft will open a product card where you need to specify the product category, name, manufacturer, SKU, purchase and retail prices, and other required characteristics.
2. If there is no manufacturer’s barcode, Torgsoft can generate its own code. It can then be used for labeling and sales.

It is better to add the first few items manually. This helps the owner understand what data a product card contains and which fields are actually needed for the store. After that, the same rules can be applied to bulk imports.

How to import a supplier price list from Excel

When a supplier provides a file containing hundreds or thousands of items, there is no point in creating each product card manually. Torgsoft allows you to import them into a goods receipt document:

Document → Goods Receipt → Import.

The program allows you to match Excel columns with Torgsoft fields. For example:

The import can also transfer the manufacturer, material, color, size, season, and other characteristics.

Before a bulk import, the file should be prepared. One row should correspond to one product, and each parameter should preferably be placed in a separate column. Barcodes and SKUs should be stored as text: Excel may remove a leading zero or convert a long code into a number in scientific notation.

It is advisable to test the first import on 5–10 items. Check whether Torgsoft correctly identifies existing products, whether it creates duplicates, and whether prices, quantities, and barcodes match. After that, you can import the entire document.

This approach is especially useful if the store previously kept its records in Excel. There is no need to transfer the product range card by card: a prepared file becomes the source for the import.

Opening stock — products physically located in the store or warehouse before you start working in Torgsoft.

For these products, create a goods receipt document and select the «Opening Stock» attribute in the receipt parameters. Then add the actual quantity of products to the document.

At this point, the owner needs to choose one of two scenarios.

Quick start: count products as you enter them

This option is suitable for a small store where the owner wants to start inventory accounting without conducting a separate lengthy stocktake.

An employee takes a product from the shelf, finds or creates its product card, scans the barcode, and enters the actual quantity into the opening stock. The product list and actual stock are created at the same time.

The store does not necessarily need to close for the entire data entry period. You only need to determine a clear transition point. Once a product has been counted and entered into Torgsoft, all subsequent sales and returns of that item must be recorded in the program. Otherwise, the actual quantity will once again differ from the recorded quantity.

For a large store, the product range can be processed gradually by department or product group. The main rule is not to mix the new accounting system with sales that remain recorded only in a notebook or Excel during the same period.

Full inventory count before launch

The second option is suitable for a business that needs a verified actual quantity as of a specific transition point.

First, employees physically count all products. After the count is complete, the owner obtains recorded stock quantities, checks disputed items, and only then transfers the data to Torgsoft as opening stock.

This scenario is appropriate if the old records contain many discrepancies, the store has not conducted a stocktake for a long time, several people work with the products, or the product range includes expensive items.

A full stocktake reduces the risk of transferring old errors to the new database. It does not guarantee that discrepancies will not occur later: accuracy also depends on how employees record receipts, sales, returns, and write-offs after launch.

Inventory count and opening stock — are different operations

A common methodological mistake at this stage is attempting to load opening stock into an inventory statement.

In Torgsoft, opening stock is entered through a goods receipt with the «Opening Stock» attribute.

An inventory statement is used after recorded stock already exists. An employee counts the actual quantity, while Torgsoft compares it with the database records and shows discrepancies.

Therefore, an arbitrary Excel file containing opening stock should be imported into a goods receipt document. A separate mechanism is used for the results of subsequent inventory counts.

How much equipment is needed at the start

For a small retail outlet, the initial setup can be compact.

The basis is Torgsoft Start. This version is designed for one store and includes basic inventory accounting, sales, stock management, and cashier operations.

As of August 2026, a perpetual license costs UAH 8,850. It is purchased once. Software updates for a perpetual license are provided free of charge. A new customer also receives 2 hours of technical support, which can be used during the first 30 days for installation, initial setup, and consultations.

A Windows computer or laptop is required. At the initial stage, inventory accounting can also be managed without retail equipment. A handheld barcode scanner significantly speeds up goods receipt and sales of products with barcodes. A receipt printer can be added when documents need to be printed for customers without using a regular office printer.

Therefore, there is no need to equip the store with a complex set of hardware immediately. First, you can build the catalog, add products, and test the workflow. Equipment can then be connected according to the store’s actual operations.

How to check whether the database is ready for operation

Before fully switching to the system, it is worth testing it on a small number of products. Select several items from different categories: a product with a manufacturer’s barcode, a product without a barcode, an item with several characteristics, and a regular unit-based product.

After the test, the owner should understand the entire workflow: how the product enters the database, where its quantity is stored, which price is used during a sale, and how the stock changes after the operation.

Practical minimum before launch:

• check the product category tree using the actual product range;

• add several products manually;

• test importing a small section of an Excel file;

• check barcodes and prices;

• choose how to enter opening stock;

• perform a test sale and return;

• configure database backups.

What to do if Torgsoft cannot access the database

Torgsoft uses Microsoft SQL Server to work with the database. If the program does not start because of a database connection problem, one of the first things to check is the status of the SQL Server services.

Open SQL Server Configuration Manager → SQL Server Services and check whether the services required for your configuration are running. For operation on a local network, the Torgsoft instructions specifically recommend checking SQL Server Browser and setting its startup mode to Automatic.

The fact that a service is stopped does not by itself explain the cause of the problem. If SQL Server does not start, the program displays a connection error, or the database is in a damaged state, you should not reinstall SQL Server or delete database files at random. Record the error message and send it to technical support.

This is much safer than attempting system recovery without an up-to-date backup.

How to avoid losing records after a computer failure

A Torgsoft license can be transferred to another computer. Restoring the license itself does not restore products, sales, or stock. A database backup is required for that.

In Torgsoft, automatic archiving can be configured through Settings → Scheduled Tasks → Archiving Task. The program can create an archive every day at a specified time or when exiting the program.

The database should also be regularly copied to an external storage device. For manual backups, Torgsoft provides File → Database → Save Database. The file can then be saved to an external drive or another storage device.

A copy that is permanently stored only on the same drive as the working database provides poor protection against failure of the drive itself. For automatic storage of backups outside the working computer, you can enable the additional option Cloud Data Backup | 1-Year License.

Common mistakes during the initial setup

Most problems arise from the data structure rather than from the software installation process itself.

An overly detailed product category tree makes searching difficult. A structure that is too general makes it difficult to properly analyze the product range and work with group settings.

Duplicates are the greatest risk when importing from Excel. If the same product is added to the catalog twice under different product cards, its sales and stock will also be split between them. Before a large import, you need to check which fields Torgsoft uses to identify existing products.

Another common problem — damaged barcodes in Excel. Long numeric codes should be stored as text.

Opening stock should not be recorded as a regular inventory adjustment. It is entered through a goods receipt with the corresponding attribute.

Finally, setting up inventory accounting does not end with adding products. From the very first day, you need to determine who records goods receipts, who processes sales and returns, who changes prices, and who is responsible for backups. Accurate stock levels can only be maintained when every actual product movement is recorded in the program.