Automation of accounting in the online store

    Today, the life of a huge number of people is connected with the Internet: for some it is a means of communication, for some it is necessary for study or work, and for many it is a good way to make money. And here, first of all, the main question arises: the legalization of business and, as a consequence, the choice of a tax regime.

    Most often, online trading begins with registration of the status of an individual entrepreneur (IP), since the process of obtaining this status is much simpler than registering a legal entity.

    To conduct trading activities via the Internet, in accordance with Russian law, either the general regime or the simplified tax system (STS) is used. Most often, individual entrepreneurs opt for the simplified tax system, which has undeniable advantages over small enterprises for small businesses. According to the Federal Law No. 402-ФЗ dated December 6, 2011 “On Accounting” from January 1, 2013, IP also does not have an unambiguous responsibility for accounting (with all the ensuing consequences), leaving the choice to the conscience of the entrepreneur.

    This means that minimally, in carrying out its activities, an entrepreneur acting independently (without employees) is required to keep records of income and expenses (KUDiR), pay fixed taxes and fees (to social funds, a single tax). Thus, the average small business on the Internet site has the status of IP and uses STS.


    How to automate online store accounting?


    Lack of accounting requirements does not exempt the individual entrepreneur from the preparation of primary documents, as well as from the accounting for the movement of goods and cash accompanying online trading. Here the question arises in the automation of activities. What to choose: a ready-made program, of which there are many in the market, or use spreadsheets?

    As soon as we pronounce "spreadsheets" - the first thing that comes to mind, of course, is Microsoft Excel. MS Excel is a great program, a powerful tool in the right hands, but how convenient is it for organizing accounting?

    Here is the minimum set of reports required by IP:
    • movements in the current account by buyers and suppliers
    • cash desk movements by customers
    • accounting for stock movements, for each item, by suppliers / buyers
    • book of income and expenses
    • the formation of the amount of taxes on the simplified tax system

    And, at the same time, there should be forms of primary documents for operational preparation and transfer to the buyer, as well as a certain set of reporting forms, for example, an act of reconciling settlements with counterparties.

    In order to form everything you need in Excel, an entrepreneur must have good training and have enough time to implement automation processes.

    Another accounting option is to purchase a finished product or use leased (cloud) services.


    If we look at the example of programs from 1C (this is not advertising, objectively - 1C actually monopolized the Russian market of accounting systems) - IP gets a full set of functionality that in excess of its needs for accounting. If you do not take into account the cost of ownership of software products, then on the one hand there is Excel, which requires a creative approach from an entrepreneur, on the other - a boxed product, ready to work from the moment of its installation.

    In our opinion, keeping records in Excel can be justified if the number of business transactions does not exceed 50 per month, and the number of items does not exceed 100. Otherwise, our choice is a ready-made accounting system.

    How to exchange data with the online store?


    Every entrepreneur trading through an online store is faced with the need to exchange data between the accounting system and the online store. There can be many options to “cross” an accounting system with an online store: you can develop it yourself, order development by external specialists, but it is better to choose a CMS system that has ready-made regular exchange mechanisms .

    So, the engine of the online store PHPShop has regular options for import / export of stock items, characteristics and images of goods, updating the status of the warehouse. For example, if you have records in Excel, or if you need to update data from suppliers' files, PHPShop has a special utility that will update prices and descriptions of goods in the online store and upload images.



    You can import from almost any data file, thanks to flexible settings, and exchanging via ftp using the exchange schedule completely automates the process of updating data in the online store.





    The script of the store version of PHPShop Enterprise Pro 1C supports the exchange of information about products and orders with standard solutions company 1C . This module has extensive capabilities for integrating data from an online store and a 1C database.



    If the exchange is configured automatically, then you can completely forget about the existence of this mechanism. Actually, the setup is performed in several steps:
    • Indication of parameters of access to the site and direction of uploading: via ftp-server or local resource for subsequent manual upload to the site
    • Setting up unloading of goods: currencies, type of prices, descriptions, properties and characteristics, image parameters and options for their transformation
    • Setting the frequency of exchange









    Exchange with the site is a simple and convenient tool for any user who does not have knowledge in the field of IT technology. The initial setup is the most crucial stage on which the correct exchange depends. Therefore, you can configure exchange settings using the built-in Assistant, which will walk you through the settings procedure, providing you with tips.







    PHPShop does not require programming knowledge or assistance from an external specialist . The main thing is your idea of ​​what data needs to be uploaded, and in accordance with this idea, configure the exchange mechanism. All further exchange operations will occur as configured.

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    What accounting program is your accounting in?

    • 60.2% 1C 47
    • 11.5% Excel 9
    • 7.6% My Warehouse 6
    • 0% Buchsoft 0
    • 0% Sail 0
    • 0% Galaxy 0
    • 20.5% Other 16

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