Store Automation in Torgsoft: Setting Up Accounting from Scratch

Torgsoft maintains product, warehouse, financial, and management accounting for retail businesses. Employees process receipts, sales, returns, transfers, write-offs, inventory checks, and payments in the program. Torgsoft saves these operations, recalculates balances, and generates data that the owner uses to check the store's performance. The accuracy of accounting depends on initial balances, the correct product structure, access rights, and the discipline of processing operations.

What should be automated in a store

It is advisable to start implementation with operations that directly affect products and money. When employees process them in Torgsoft, the owner receives data for daily control.

• Product accounting. Torgsoft stores product cards, barcodes, purchase and retail prices, characteristics, and warehouse balances.
• Product movement. A merchandiser or another responsible employee processes receipts, returns to the supplier, transfers, and write-offs. A cashier processes sales and customer returns.
• Inventory check. Employees enter the actual quantity of goods, Torgsoft compares it with the accounting quantity and shows discrepancies. After closing the inventory sheet, the program generates adjusting warehouse documents.
• Cash register and payments. The program stores sales, returns, payment methods, and cash register operations.
• Staff work. The administrator sets roles and rights. The owner checks the user action log and, if configured appropriately, the document change log.
• Fiscalization. For the appropriate workflow, a software RRO (cash register) or integration with a hardware fiscal registrar is connected.
• Online sales. For an online store and specific marketplaces, corresponding additional integrations are used. They work with product data, balances, and orders according to the configured exchange channel.
• Analysis. The owner views sales, balances, cost price, product profit, product movement, results by product types, and other indicators available in the selected Torgsoft version.

How to install Torgsoft and log into the program for the first time

The Torgsoft demo version is installed on a Windows computer and works for 30 days. For simple local testing during installation, the program and the database can be placed on a single computer. Data entered during the demo period remains in the database after activating a commercial license.

For the first login via the «Torgsoft Owner» shortcut, standard data is used: login sa, password 2009. After logging in, the program prompts you to specify the main initial parameters, in particular the interface language, store name, and accounting currency. The standard owner password must be changed immediately in the Settings → Users menu.

How to start keeping records in Torgsoft

To launch a store, it is enough to sequentially prepare the product directory, enter actual balances, test basic operations, and configure employee access. Additional functions should be connected after the basic accounting is already working.

1. Configure the product structure

In Torgsoft, products are distributed by types. When creating a product type, you can define the characteristics needed for a specific assortment, rules for generating names, and other parameters. The tree of types is used for product search, warehouse operations, and some analytical reports.

It is better to think through the structure before bulk entry of products. For example, for a clothing store, separate types could be t-shirts, jeans, jackets, and shoes. For a product, you can use size, manufacturer, material, season, and other characteristics supported by the relevant directory.

For a retail network, it is advisable to restrict the right to change the product types tree and entrust this operation to a designated employee. This reduces the risk of different names appearing for the same categories in the shared accounting.

2. Post products and enter initial balances

New deliveries are processed with the «Product Receipt» document. An employee selects a supplier, adds products, quantity, and purchasing data. After posting the document, Torgsoft accounts for the product in the corresponding warehouse.

If a supplier provides an invoice in Excel, the data can be uploaded via the import function during receipt creation. Before a bulk import, you should check the correspondence of the file columns to the Torgsoft fields on a few products.

For a store that was already operating before installing Torgsoft, you need to enter the actual products located at the retail outlet and in warehouses. The initial balances must match the real quantity on the date of transition to the new accounting.

3. Conduct an inventory check

After entering the products, generate an inventory sheet and count the actual balances. Torgsoft supports counting near the computer using a scanner or manually, working with a printed sheet, and taking inventory using a data collection terminal.

After closing the sheet, Torgsoft aligns the accounting quantity with the actual one: a surplus is processed as a receipt, a shortage — as a write-off. Before closing the sheet, the manager should check significant discrepancies and product movement documents.

4. Test sales, returns, and other standard operations

Before launching the cash register, conduct several test operations on real types of products. The cashier adds a product to the sale by scanning the barcode or searching by card data, specifies the quantity, and processes the payment. For products with sizes, the program has a separate search by size.

Separately test customer returns, write-offs, transfers between warehouses, returns to the supplier, and the typical payment methods of your business. These documents change the accounting status, so employees must use the correct operation for each event.

5. Configure employee rights

Each employee must work under their own user or role with the necessary set of rights. A cashier usually needs sales, payments, and permitted returns. A merchandiser works with receipts, prices, and the warehouse. The manager gets access to reports, financial data, and control modes.

Individual actions can be restricted in the access parameters. The user action log automatically records events in the program. The document change log, if enabled by the administrator in the settings, registers changes to warehouse and financial documents.

6. Configure backups

A database archive must be created regularly. Torgsoft has a scheduled task for backups. For additional storage of backup copies in a cloud storage, the corresponding additional function is used. After configuring archives, periodically check that copies are actually being created.

How to organize daily work after the launch

Merchandiser

The merchandiser processes deliveries, returns to the supplier, price changes, and warehouse documents. Torgsoft stores the quantity of goods, purchasing data, supplier, warehouse, and product movement. Based on this data, the owner checks balances, purchases, products running out of stock, and price changes.

Cashier or seller

The cashier processes sales, payments, and permitted returns. Torgsoft stores the receipt contents, quantity, price, discount, payment method, user, and transaction time. The owner checks revenue, returns, manual discounts, canceled items, and cash register totals.

Warehouse worker

The warehouse worker receives, transfers, writes off, and counts goods during inventory. Torgsoft stores movement documents, actual quantities, and inventory discrepancies. The manager checks shortages, surpluses, transfers, and the movement history of a specific product.

Manager

The manager checks reports, the warehouse, finances, and user actions. Torgsoft generates reports and analytical selections from the operations that employees entered into the database. Based on this data, the owner analyzes sales, cost price, product profit, balances, cash register, documents, and deviations.

How to use barcodes and commercial equipment

Torgsoft requires a Windows computer to work. A barcode scanner speeds up product search during sales, receiving, transfers, and inventory. If the store keeps records by article numbers, a scanner is not mandatory for basic operations.

For regular linear barcodes, you can use a wired Zebra LI2208 scanner. If the business works with QR codes, DataMatrix, or other 2D codes, a scanner of the appropriate type is needed. Before purchasing equipment, check its connection interface and your workflow scenario.

If the supplier does not apply a usable barcode, Torgsoft can create its own code and print a label. For regular product labeling, a specialized label printer is used. The label format and data set are configured in Torgsoft.

A receipt printer, scales, bank terminal, fiscal registrar, and data collection terminal are selected based on the operations of a specific store. Before purchasing, you need to check the model, connection method, and the need for an additional Torgsoft option.

How to configure fiscalization

If a business uses a software RRO (sRRO) for settlement operations, the additional «Software RRO» option is connected in Torgsoft. It generates fiscal receipts in the program and transmits them to the State Tax Service. To register and use a software RRO, the relevant data of the business unit, cash register, and a qualified electronic signature are required.

If the store uses a hardware fiscal registrar, connection is performed via a separate integration. The specific configuration must be determined before launching the cash register and checked on a test sale.

Fiscal settings depend on the entrepreneur's activities, products, and payment methods. The owner or the person responsible for tax accounting determines the requirements for fiscalization, and a Torgsoft specialist configures the program according to the chosen scenario.

How to integrate the store with online sales

For your own online store, Torgsoft has a separate synchronization function. It transmits configured product data to the website and receives information about online orders. The exchange of balances and other data depends on the integration configuration.

For Prom.ua, Rozetka, Nova Poshta, and other channels, Torgsoft uses separate integrations. They are connected when the business has already determined what data should be transmitted, where the products are written off from, and who processes the orders.

Before launching an online channel, test one full cycle: the product in Torgsoft, transmission to the marketplace, customer order, reservation or write-off, payment, shipping, and return. Such testing helps establish workflows for the manager and maintain correct balances across sales channels.

What data the owner should check

The set of reports depends on the version and connected functions. For basic management control, it is useful for the owner to regularly review several groups of data.

• Warehouse status: accounting balances, products with zero or negative quantity, items running out of stock.
• Sales: quantity and amount of sales, returns, cost price, product profit, and results by product types.
• Cash register: daily totals, payment methods, cash flow, and financial documents.
• Prices and discounts: changes in retail prices, manual discounts, and applied discount rules.
• Product movement: receipts, write-offs, returns to suppliers, and transfers.
• Employee actions: user log and document change log in those processes where it is enabled.

Torgsoft also contains specialized analytical modes, in particular, sales analysis by product types, analysis of balances, sales intensity, and ABC/XYZ analysis. They should be used after correctly processed sales and product movements have accumulated in the database.

How to learn Torgsoft on your own

The program has a built-in help section, which is opened via Help → Help. For initial training, Torgsoft also has video tutorials and educational materials on basic operations.

To start, it is enough to master the sequence with which an employee will work daily:

1. creation and search of a product;
2. product receipt;
3. printing labels and working with barcodes;
4. sale and payment;
5. return;
6. transfer and write-off;
7. inventory check;
8. viewing warehouse status;
9. cash register totals;
10. main owner reports.

After that, you can connect the tools required by the business: software RRO, bank terminal, online store, marketplaces, mobile application, advanced customer relationship management, warehouse, and other additional functions.

What happens after the demo version expires

The demo version works for 30 days. All products, documents, settings, and other data entered into the local database during this time are saved on the computer. After purchasing and activating the license, the user continues to work with the same database.

If you created dummy products and documents during testing, the database can be cleared before starting operational accounting, and real initial data can be entered.

Along with the demo version, a new user gets up to two hours of free technical support, which can be used within 30 days. This time is best spent on configuring critical processes: initial balances, cash register, user rights, equipment, software RRO, and backups.

Which Torgsoft version to choose

The version determines the work architecture, the number of simultaneous users, and the available feature set. Paid options and commercial equipment are selected separately.

Torgsoft-Start

Torgsoft-Start is suitable for a small store with one workplace and basic product accounting operations. The version can be used to start accounting and operate a small retail outlet within the available functionality.

Torgsoft-Ultra

Torgsoft-Ultra is suitable for a store with multiple cash registers or workplaces, a merchandiser, an administrator, and advanced processes. Employees can work with a shared database on a local network. The version supports an extended set of functions and additional options in accordance with the licensing terms.

Torgsoft-Terminal

Torgsoft-Terminal is used for a retail network, remote workplaces, and centralized database operations. Workplaces connect to a server environment. A connection to the server is required for remote work.

Torgsoft-Online

Torgsoft-Online is designed for remote work with Torgsoft in a server environment. The program and the database are hosted on a server. The available features depend on the selected configuration.

When to contact technical support

Technical support helps with program installation, configuration, equipment, updates, and using Torgsoft features. After the free period ends, support is provided according to the current terms of service maintenance.

It is advisable to contact a specialist before the operational launch if you need to configure a network of multiple computers, a server, a software RRO, a fiscal registrar, scales, a bank terminal, migrate a significant amount of data, or organize complex access rights.

What to check before the store's operational launch

1. A clear product types structure is created in the database.
2. Product cards contain the necessary characteristics, article numbers, and barcodes.
3. An employee has entered the real initial balances.
4. A responsible person has conducted a control inventory check.
5. The cashier has tested a sale, payment, and return.
6. Employees have tested a transfer, write-off, and return to the supplier, if these operations are used.
7. The administrator has created users and configured access rights.
8. The manager has reviewed the action log and the necessary reports.
9. Fiscalization and payment equipment have passed a test in an operational scenario.
10. The online store and marketplaces have passed a full order test if the business uses online sales.
11. Backups are configured and verified.
12. Employees know the sequence of actions for the main operations of their role.

Torgsoft is used for accounting for products, sales, warehouse, money, clients, and the operations of a retail business. A specific configuration consists of the corresponding program version, necessary additional options, and equipment. Implementation should start with basic product and cash register operations, and extensions should be connected according to the store's real processes.