Re-accounting of goods

What is a store re-account?

Recounting (inventory or audit) is intended for periodic checks and comparison of the actual quantity of goods in the warehouse and the quantity of goods in the accounting program.

What is the purpose of a re-account?

During the inventory, the quantity of goods in the program and in the store may differ. The reason may be incorrect accounting, re-sorting, or theft of goods. The purpose of the recalculation is to identify discrepancies in the quantity and items of goods, eliminate them, and bring the warehouse up to date.

How to take an inventory?

4 ways to inventory goods:

• Inventory by computer. The goods are counted using a scanner or manually. The results are immediately entered into the inventory statement in the Torgsoft program.
• Manual inventory. An inventory statement is pre-printed, which is used to manually count the goods. The results are recorded in the printed statement. Afterwards, the results are entered into the accounting program.
• Inventory using a data collection terminal. A data collection terminal works similarly to a scanner. The peculiarity of the data collection terminal is that you can take an inventory away from your computer. All information is stored in the terminal's memory, and after the inventory is transferred to the Torgsoft accounting program.
• Inventory by serial numbers. It is necessary if you keep strict records of warranty goods by serial numbers. As a rule, such an inventory is carried out by electronics stores, electrical goods stores, and mobile phone shops.

Who conducts the re-account in the store?

The business owner initiates the audit. The reassessment should be conducted under the supervision of a manager or a commodity expert so that the results of the reassessment are not hidden or distorted by employees.
At the same time, the routine process of scanning or counting goods is delegated to sellers.
To avoid distortion and falsification of information, close the amount of shortage and surplus goods to the seller in the accounting program, and also prohibit viewing the quantity of goods for the warehouse inventory.

How often do I need to conduct a store recount?

• We advise you to conduct a re-inventory at least once a month. Many of our clients take inventory 2 times a month.
• If the warehouse is large and the re-account needs to be done with the goods locked, this process takes 2 to 5 days. Such entrepreneurs conduct an audit 1–2 times a year, during the off-season or during weekends and holidays.
• If your store is small and has an active turnover, it is advisable to recalculate every time you change sellers.
• It is also convenient to recalculate weekly, but for different groups of goods.
• In grocery stores, there is a concept of "shrinkage" of weighted goods: when one weight was recorded, they did not sell this product, and a week later the weight decreased. In this case, the re-calculation is done every week.

When is it necessary to take an inventory?

• When moving goods between accounting centers
• When changing seasonal goods
• When changing sellers
• After promotions and discounts
• If there is a discrepancy in the cash register
• Before firing a salesperson

Do I need to close the store during the inventory?

No, you do not need to close the store during the recalculation with Torgsoft. Add the necessary goods or a group of goods to the inventory sheet and conduct a step-by-step recount. While you are recalculating a group of goods, you can prohibit the sale of goods from this group.

How to close the amount of shortage and excess goods from the seller?

Settings - Preferences - Access tab - Restrict inventory sheet for seller inventory.

The seller who conducts a recount will not see in the inventory statement how much of the goods are left in the warehouse, will not be able to print documents with the results of the inventory, and will not see the wholesale price of the goods. This restriction is necessary so that employees can conduct an inventory themselves, but without the ability to adjust the quantity of the counted goods to the required quantity.

How to close the quantity of goods in stock?

You can hide the quantity of goods in the menu Settings - Options - Role - Implementation - Hide the quantity of goods in stock for inventory.

How to understand whether the inventory is in the black or white?

In the results of the inventory, look at the values of "Surplus" and "Shortage". If the shortage is greater than the surplus, it is definitely a minus.

What trading equipment do you need for inventory?

• If the store is small, you can get by with a regular scanner.
• Recalculation can also be performed using the Torgsoft Mobile application.
• One of the best options is a wireless scanner. The Netum NT-C6 radio scanner is popular in our online store. It is equipped with a storage device, so the radius of movement is not limited. The battery lasts for 6–8 hours of intensive work.