Accounting for humanitarian aid: an overview of Torgsoft program functions

For humanitarian aid accounting in non-profit organizations, you can effectively use the standard functionality of Torgsoft, adapting its logic to the foundation’s needs.

Below are specific tools and program modes that help organize transparent aid accounting:

Receiving aid (Goods receipt)

Instead of purchasing goods, you record the receipt of humanitarian aid.

• Invoice import. If donors provide item lists in Excel, you can upload them into the program using the «Import» function to avoid entering each item manually.

• Labeling. You can generate your own barcodes for items that do not have them (for example, second-hand clothing or bulk goods) and print labels for fast warehouse accounting.

• Foreign currency accounting. If aid arrives from abroad with a declared value in foreign currency, the program lets you record it for internal reporting to donors.

Warehouse accounting and sorting

• Storage locations. If you have a large warehouse, the «Product storage location» function lets you specify a shelf or sector where a certain category of aid is stored (for example, «Sector A: Baby food»).

• Packing. For weighed products (groats, sugar) received in bags, you can use the packing function to create individual packages with barcodes for faster distribution.

• Stocktaking. Conducting stocktaking (inventory check) helps identify discrepancies between records and actual stock, and write off damaged or lost items.

Creating food kits (Bundling)

This is one of the most useful features for humanitarian hubs.

• Kit creation. You can create an item card «Food kit No. 1» and specify what it includes (for example: 1 kg of buckwheat, 1 bottle of oil, 2 cans of canned food).

• Automatic write-off. When issuing one «Kit» from the warehouse, all its components are automatically written off. This significantly speeds up volunteers’ work during distribution.

Recipient accounting (Customer database)

The «Customers» feature lets you maintain a register of displaced persons or other categories of recipients.

• Identification. You can issue beneficiaries cards with barcodes or find them by last name/phone number in the database.

• Family composition. In the customer card, you can record information about children (names, dates of birth), which is important for issuing specific aid (diapers, baby food).

• Distribution history. You will always see when and what aid a person received earlier, which helps avoid duplicate distributions or abuse.

Issuing aid (Sales)

The issuing process is оформed as a «sale», but adapted for free transfer.

• 100% discount. You can issue aid via the «Sales» mode by setting a 100% discount for the item. In this case, the item is written off from stock, recorded for a specific person, no debt is created, and the cash register is not increased.

• Stock control. The program will warn you if an item is running out in the warehouse.

Reporting for donors

• Goods movement. Lets you generate a report showing how many units of a specific item were received and how many were issued for a selected period.

• Stock report. Shows current balances in warehouses.

• Customer reports. You can analyze how many families received aid.

Recommended configuration

To get started, the Torgsoft-Start version will suit you (for one warehouse) or Torgsoft-Ultra (if you need to keep recipient records with extended data and create complex kits/bundles).

To test these processes, you can Download demo version for 30 days.