Trade Automation: Product, Cash Desk and Stock Accounting

Trade automation is the organization of accounting so that goods, sales, money, customers and employee actions are recorded in one system according to defined rules. Employees process actual operations, Torgsoft stores documents, performs calculations and shows data, while the owner checks the results and makes management decisions.

Automation covers the entire store workflow: creating the product database, receiving and marking goods, sales, payment, returns, write-offs, transfers, inventory, purchasing, cash desk, employee permissions, analytics, fiscalization, online sales and backups. The structure of a specific system depends on the business format, the number of retail outlets, sales channels and equipment.

What automation gives the store owner

The main result of automation is connected data about actual business operations. The owner can check how many goods are in stock, what was sold, which goods were returned or written off, how much money passed through the cash desk, who changed documents and which items need to be ordered.

The quality of this data depends on work rules. If an employee physically moved goods and did not create an internal transfer, the system will not receive information about the movement. If the cashier processes the sale correctly, product and financial accounting receive data about this operation. Therefore, automation begins with defining a single work procedure for all employees.

Where to start trade automation

Before installing the program, describe the main store operations. For most trading businesses, you need to define:

• who accepts goods from the supplier;
• who creates and edits product cards;
• how goods are marked;
• who sets and changes prices;
• how the cashier processes sales and payments;
• how returns, write-offs and transfers are processed;
• who conducts inventory;
• who creates purchase orders for suppliers;
• who has the right to change warehouse and financial documents;
• which indicators the owner checks regularly.

After that, you can define the structure of the product database, the number of workplaces, required equipment, fiscalization method, online channels and the Torgsoft version.

How to organize the product database

The product card is the basis of further accounting. It stores data that employees use to find goods, sell them, print labels, analyze stock balances and generate reports.

Before mass product entry, it is worth defining the structure of product types and the characteristics that are truly needed for your business. For different assortments, these may include manufacturer, season, size, color, material, unit of measure, weight and other characteristics.

SKU, name and barcode should be used consistently. If one product is created in the database several times under different names, stock balances and sales history will be split between different cards.

How to transfer goods from another system

Torgsoft allows you to import goods from Excel. This scenario is used when initial stock balances were exported from a previous system or when a supplier provides invoices electronically.

Before mass import, check a small part of the file: column matching, product names, barcodes, prices, units of measure and other important fields. An error in the source file structure can transfer incorrect data to a large number of items at once.

How to enter initial stock balances

For goods that are physically in the store at the moment of switching to Torgsoft, the initial stock balance mode is provided in the “Goods Receipt” document. The employee puts the goods into accounting with the actual quantity.

Before the work launch, it is advisable to reconcile these balances with actual availability. If the initial data is incorrect, further sales and transfers will be based on an incorrect balance.

How to process goods receipt

The product manager processes goods receipt through the “Goods Receipt” document. The document specifies the store or warehouse, supplier and goods received. For items with an existing barcode, the employee can use a scanner: Torgsoft finds the product by code or opens a card for a new item.

The warehouse balance depends on the status of the goods receipt note. If the invoice is active, the received goods are displayed in “Warehouse Status” and are available for further operations. Therefore, the responsible employee must check the document before completing the receipt.

Purchase price, quantity and supplier should be checked separately. These data are later used when analyzing purchases, cost and settlements with suppliers.

Barcodes and product marking

If the manufacturer has already applied a barcode, it can be stored in the product card and used during receipt, sale and search. For goods without a suitable barcode, Torgsoft supports internal marking.

The label printer prints a template prepared in the program. The label can use data from the product card and print settings. Torgsoft also allows you to define conditions under which a label is sent to print, including after a product is created or a price is changed.

Before buying a label printer or scanner, you need to check compatibility of the specific model and its connection method. Having the right type of device does not by itself guarantee operation with a specific configuration.

How sales happen

The cashier processes the sale in the “Sale” mode. They add goods to the sale by barcode or through search, select the customer if needed and proceed to payment.

The administrator can configure the program’s behavior when stock is insufficient. Torgsoft supports scenarios in which the program allows selling into negative stock, warns about shortage or forbids adding an item that is not available in sufficient quantity in stock. This rule can be used according to the accounting organization of a specific enterprise.

It is important for the owner to set a rule that employees do not complete an actual sale outside the system. Otherwise, money and goods will physically change state, while the database will remain without the corresponding document.

Cash and cashless payment

During payment, the cashier specifies the payment method. For cashless payment in Torgsoft, the corresponding bank accounts and settings are used.

The option “Integration with a bank terminal | 1-year license” transfers the purchase amount from Torgsoft to the connected POS terminal. After a positive response from the terminal, the program credits the payment to the selected bank account. The cashier does not need to enter the purchase amount separately on the terminal.

Without this integration, the cashier can also process cashless payment in the program, but the operation on the bank terminal is performed separately. The correct scenario depends on the equipment, bank and payment method.

Fiscalization of sales

Sales accounting in Torgsoft and its fiscalization are related operations if the business is required to use an RRO or PRRO. The specific fiscalization method is selected based on the company’s requirements.

Software RRO

The option “Software RRO | 1-year license” is used to generate fiscal receipts and transfer data to the fiscal server. To work, you need to configure the business unit, PRRO, keys and cashier access.

The ability of PRRO to work without connection to the fiscal server depends on its registration and offline mode settings. Before launching the cash desk, this scenario must be checked separately.

Hardware RRO

For enterprises that use a hardware fiscal register, the option “Integration with a fiscal register | 1-year license” is provided. Torgsoft transfers sales data to the connected register to print a fiscal receipt.

Compatibility depends on the specific register model and connection method. It must be checked before purchasing or connecting the equipment.

How to process returns

The cashier processes a return through the corresponding document. Torgsoft stores this operation in accounting and changes related data according to the document parameters and payment method.

If the original purchase was paid through an integrated bank terminal, refunding money must take into account the specific payment transaction and limitations of the payment scenario. Employees should receive a separate instruction in advance for cash and cashless returns.

Write-offs and internal transfers

Goods that physically leave the warehouse due to damage, use for business needs or another confirmed reason are processed by the responsible employee through a write-off document.

If goods are moved between stores or warehouses, the employee creates an internal transfer. The program changes the accounting quantity in the corresponding accounting centers according to the document.

This procedure is especially important in a retail chain. Physically moving a box between stores without a document creates a shortage at one point and an unrecorded surplus at another.

How to conduct inventory

The employee creates an “Inventory Statement” and enters the actual quantity of goods. Torgsoft compares it with the accounting quantity and shows discrepancies.

The results can show shortages, surpluses and mismatches. The inventory log stores actions with goods and the author of changes.

Before closing the statement, the manager must check significant discrepancies: product movement, receipts, sales, returns, write-offs and transfers. This allows finding an incorrectly processed document before adjusting the balance.

After the statement is closed, Torgsoft automatically creates a receipt document for surplus and a write-off document for shortage. The quantity of goods in stock is brought into line with the actual quantity specified in the statement.

Inventory with a data collection terminal

For large stores and warehouses, the actual quantity can be collected using a data collection terminal. The employee scans goods directly on the sales floor or in the warehouse, after which the results are used in the inventory statement.

Before purchasing a data collection terminal, you need to check the model, operating system and supported method of data exchange with Torgsoft.

How to plan purchases

Minimum stock can be used for goods. In the “Warehouse Status” form, the employee sees the actual quantity and the replenishment reference point.

In the “Create Supplier Order” mode, Torgsoft uses data about the balance and set norms to calculate the quantity that needs to be ordered. The product manager checks the result, takes current purchases, seasonality and other factors into account and creates the order.

For a chain where separate norms are needed for different warehouses, the option “Minimum and maximum stock by warehouses” is provided. It allows setting stock norms separately for each point.

How to work with prices

The product price must be stored in the system together with its card. During receipt and further work, Torgsoft stores data about purchase and retail prices, while available modes allow analyzing their changes.

The right to change prices should be left to employees for whom this is part of their duties. A cashier usually needs rights to sell according to established rules, while changing base prices belongs to the work of a responsible employee or manager.

Discounts and customer database

During a sale, the cashier can select a customer. Torgsoft links the purchase to the customer card and uses customer data in scenarios provided by the program.

Discount policies can be configured for customers. For example, a cumulative discount can depend on the total purchase amount. The specific rule is set by the enterprise.

The manager should separately determine who has the right to manually change a discount during a sale. Such rights must correspond to the employee’s job duties.

For extended customer scenarios, additional options are available: bonus mechanics, gift certificates, mass mailings, discount card verification and other tools. They should be connected after defining the specific task of the loyalty program.

How to separate employee permissions

The administrator creates users and configures roles. The role determines access to forms, documents and individual operations.

The cashier can be left with operations needed for sales. The product manager can be given access to receipts, the product database and purchasing. The manager can retain reports, analytics and operations needed to check the company’s work.

It is not worth giving all users the same full permissions. If an employee does not need to change the purchase price, delete documents or edit system settings, the corresponding access can be restricted.

User action log

The “User Action Log” shows program-recorded events by users and action types. The manager can use it when checking a specific situation.

Document change log

After enabling the corresponding parameter, the “Document Change Log” records changes to warehouse and financial documents, including receipts, sales and returns.

These tools help restore the sequence of operations. They do not establish an employee’s motive and do not replace management review.

Cash desk and money control

In “Cash Desk Totals”, the manager can view cash movement by cash desk: balance, income and expenses for the selected period.

Financial documents are used for operations that need to be reflected in management financial accounting. The owner can compare these data with sales, payments and the actual cash desk status.

Cash discipline remains the responsibility of employees and the manager. The program records entered operations and generates data for review.

How to analyze sales and assortment

Reports are needed after primary operations regularly enter the system. If product documents are maintained incompletely, analytics will reflect an incomplete picture.

Various reports and analysis modes are available in Torgsoft. The owner can use them to check sales, stock balances, product movement, cash desk and period results.

Inventory turnover

Turnover helps assess how product stock moves. The owner compares sales and balances and identifies items with excessive stock accumulation or a risk of shortage.

Slow-moving goods

Analysis of slow-moving goods helps find items with long storage and weak movement. The manager then decides whether to change purchasing, price, display or other sales conditions.

ABC and XYZ analysis

“ABC and XYZ analysis” evaluates the assortment by sales indicators and demand regularity. Before drawing conclusions, you need to choose the correct period and take into account goods that were unavailable or recently appeared in the assortment.

The result of the analysis is input data for purchasing and assortment decisions. The final decision is made by the manager with the business context in mind.

How to automate several stores and warehouses

For a chain, it is important to determine where the main database will be stored and how users from different points will work with it.

Torgsoft supports a retail chain structure with accounting centers. Warehouse operations can be maintained for each point, and the manager receives data about balances and product movement within the configuration available to them.

Internal transfers record the movement of goods between accounting centers. For a chain, it is also important to define pricing, access, purchasing and cash desk work rules for each point.

Which Torgsoft version to choose

The version should be chosen based on business processes, the number of workplaces and the method of access to the database.

Torgsoft-Start

Torgsoft-Start is intended for basic accounting tasks: goods, receipts, sales, returns, inventory, balances and basic analytics. This is an option for a business with a relatively simple accounting structure.

Torgsoft-Ultra

Torgsoft-Ultra is suitable for a store that needs extended functionality within local infrastructure: several workplaces, deeper analytics, work with customers, discounts, online sales and additional options.

Torgsoft-Terminal

Torgsoft-Terminal is used for a retail chain, remote stores and users working with a single database through a terminal server. The number of connections is determined according to the number of employees and workplaces.

Torgsoft-Online

Torgsoft-Online is a cloud-based subscription format. The program and database are hosted on a Torgsoft server, and users connect via the internet. This format suits businesses that need remote access without hosting their own server.

The program version, architecture, additional options and retail equipment are separate parts of the configuration. They must be selected together based on the actual work scenario.

Online store and marketplaces

If the business sells both offline and online, it is important to define a single source of product data. In Torgsoft, you can store product cards, prices and balances, and use the relevant additional options for data exchange with online channels.

Own online store

The option “Synchronization with an online store” is used to exchange data between Torgsoft and the website. The set of transferred fields, exchange method, order receiving procedure and the moment of data update depend on integration settings.

Before fully launching synchronization, it is worth checking a small group of goods: names, prices, balances, characteristics, photos and processing of a test order.

Prom.ua and Rozetka.ua

For marketplaces, separate options are provided: “Integration with Prom.ua | 1-year license” and “Integration with Rozetka.ua | 1-year license”.

Exchange scenarios differ from synchronization with a regular online store. Order behavior, available fields and synchronization rules depend on the specific channel and settings. Therefore, the integration must be tested specifically with the service used by the business.

Delivery

For businesses that regularly ship online orders, separate integrations with delivery services are provided. For example, “Integration with Nova Poshta | 1-year license” and “Integration with Ukrposhta | 1-year license” work with creating and processing shipment data in scenarios provided by these options.

What equipment a store needs

The equipment set is determined by the trade format. A regular retail store may use:

• a computer or POS workplace for Torgsoft;
• a barcode scanner for product search and sale;
• a label printer for internal marking;
• a bank POS terminal for card payment;
• a hardware fiscal register if the business uses this type of RRO;
• scales for businesses that sell weighted goods;
• a data collection terminal for mobile warehouse work and inventory.

Each specific model must be checked for compatibility before purchase. Some devices also require a separate Torgsoft option.

Backups: what happens to the database if the computer fails

The Torgsoft database contains product, warehouse, financial and other working data of the enterprise. Backup must be included in the permanent work regulations.

Through the archiving mode, Torgsoft allows you to save the database and load a previously created copy. The copy should be stored separately from the main working disk so that a failure of one storage device does not destroy both the working database and its backup at the same time.

To automate this process, there is the option “Cloud data archive | 1-year license”. It creates database backups on schedule and stores them in Google Drive.

Periodically check that archives are actually created and accessible. The presence of a configured task without checking the result does not confirm the possibility of restoration.

Is internet required

Dependence on the internet is determined by the architecture and connected services.

A local desktop configuration of Torgsoft can work with a local database without a constant internet connection for operations that do not require external services. Torgsoft-Online and work with a remote server require network access for user connection.

Internet is also needed for operations that exchange data with external systems: online fiscalization, synchronization with websites and marketplaces, delivery services, cloud services and other integrations.

For PRRO, a separate offline scenario is possible if it is registered and configured accordingly. It must be checked before sales begin.

What the owner should check regularly

Automation becomes a management tool when the owner regularly uses the accumulated data.

Daily

• check sales and cash desk totals;
• review unfinished or problematic operations;
• monitor critical balances of fast-moving goods;
• check the operation of fiscal and payment tools.

Weekly

• review the movement of key goods;
• form purchasing needs;
• analyze returns, write-offs and discounts;
• check discrepancies between stores and warehouses;
• monitor backup execution.

Periodically

• conduct inventory;
• analyze inventory turnover;
• review slow-moving goods;
• use ABC and XYZ analysis for the assortment;
• review user permissions and the document change log;
• check the relevance of integration and equipment settings.

How to launch Torgsoft step by step

1. Describe the processes. Define how the store processes receipts, sales, returns, write-offs, transfers, inventory, payment and purchasing.
2. Choose a configuration. Define the Torgsoft version, number of workplaces, database hosting method, required options and equipment.
3. Install the program. For local work, define the computer with the database and workplaces. For remote architecture, prepare the corresponding server or cloud scenario.
4. Protect the owner account. After the first login, change the default password and create separate accounts for employees.
5. Prepare the product database. Configure product types, characteristics, SKUs, barcodes and units of measure.
6. Transfer data. Import goods from Excel or enter them manually, then enter initial balances.
7. Check the actual goods. Reconcile the initial stock with the actual quantity in the store.
8. Configure permissions. Grant access to the cashier, product manager, administrator and manager according to their tasks.
9. Connect equipment. Check the operation of the scanner, printer, scales, bank terminal, PRRO or fiscal register for your scenario.
10. Check the main cycle. Run a test receipt, sale, payment, return, write-off, transfer and inventory.
11. Configure backups. Define where archives will be stored and the procedure for checking backups.
12. Train employees in their operations. Each employee should know only the scenarios included in their work and understand which documents need to be created after an actual operation.
13. Fix the control procedure. Define which reports the owner checks daily, weekly and during inventory.

How to check Torgsoft before the work launch

A 30-day demo version is provided for getting familiar with the program. It can be installed on your computer and tested on your own goods and typical operations.

Demo version data is stored on the computer. After purchasing a license, you can continue working with the already entered information. If during testing you created conditional goods, test sales and other unnecessary records, review the database before switching to working accounting and leave only relevant data.

During testing, it is worth checking the entire work scenario that the store will use: receipt, product search, label printing, sale, different payment types, returns, inventory, employee permissions and required integrations.

Technical support and setup

Some tasks after purchasing the program may require a specialist: equipment setup, complex integration, data transfer or verification, analysis of a technical problem.

Technical support services are provided according to the current service agreement terms. If assistance is needed with setting up an additional option or specific equipment, its terms should be clarified separately.

The Torgsoft knowledge base with instructions by functions and work scenarios is available for independent work. Before changing important parameters, it is worth checking the current instruction for the current program version.

What automation does not solve on its own

Torgsoft works with data created by users and connected systems. The program can restrict permissions, record operations, perform calculations and show deviations. The accounting result depends on how the enterprise has organized its work.

The program does not independently determine the cause of a shortage, does not make a decision to dismiss an employee, does not determine the optimal assortment without the manager’s participation and does not correct an actual operation that the employee did not record.

The task of automation is for every important business event to have a corresponding record in the system, and for the owner to be able to check this record together with related goods, money and employee actions.

When automation can be considered implemented

The store is ready for systematic work when employees process typical operations in the same way, the product database corresponds to the actual assortment, permissions are separated, sales and payments go through the defined scenario, stock balances are checked regularly, backups are created, and the owner uses reports for control.

Then the system can be expanded according to business development: adding workplaces, stores, online sales, marketplaces, delivery, mobile scenarios, fiscal and payment integrations. The need for each such component is determined by the specific operation that needs to be organized or controlled.