Before confirming an online order, check the specific product: its physical quantity, recorded stock and commitments to other customers. Account separately for goods that are being picked but have not yet been handed over. Compare the result with the availability shown on the website. Resolve any discrepancy before confirming another order.
Set up a daily reconciliation and update the records after handovers, cancellations and returns. Keep your own working order table for customer agreements. Check the software reserve separately from this table.
Assign responsibility for stock and orders
The owner sets the reconciliation procedure and decides how to resolve discrepancies. The warehouse employee counts the goods, checks prepared units and records handover. The manager records the confirmed quantity and order changes. If you work alone, carry out these steps in sequence.
Bring unfulfilled orders from all order channels into one working table. For each item, record:
- order number and person responsible;
- product code, name and required attributes;
- confirmed quantity for which picking has not yet started;
- quantity being picked that has not yet physically been handed over;
- quantity actually handed over, time and handover confirmation;
- quantity cancelled and returns received;
- source of the latest change and next action.
When picking starts, move the quantity from “confirmed” to “being picked.” Do not leave the same units in both groups. If you hand over part of an order, record the quantity issued and the remaining commitment separately.
Reconcile one item in the warehouse, records and on the website
A SKU is an internal code used to track stock and report sales. Use it together with the product name and attributes. If a customer ordered a particular size or color, reconcile that exact item across all records.
- Identify the storage location and time of the count for the selected item.
- Count the units physically on hand, including those set aside and packed.
- Compare the count with the inventory system records.
- Review commitments for unfulfilled orders. Check for duplicate entries.
- Open the corresponding product page on the website and record the availability shown.
Pause movement of the selected item during the count, or record every receipt and handover. Compare quantities as of the same moment. If an item is handed over after the count, account for it before replying to a new customer.
If there is a discrepancy, count again and check the code and attributes. Review stock movement documents and handover records. Separately look for units already written off in the records but still physically in the shop. Record the reason for the difference, the person responsible and the correction needed.
Illustrative example: how many units can be confirmed to new customers
Suppose there are 10 physical units for one SKU. Of these, 3 have been promised for separate unfulfilled orders, and another 2 are being picked for dispatch. These groups do not overlap. All units are fit for sale, and there are no other commitments. These are illustrative figures for a calculation in your own working table.
| What to include | Quantity, units | Source of data |
|---|---|---|
| Goods physically on hand, including packed goods | 10 | Warehouse employee’s count |
| Promised, picking not yet started | 3 | Records for unfulfilled orders |
| Being picked, not yet physically handed over | 2 | Record by the person responsible for picking |
| Available to confirm to new customers | 5 | 10 − 3 − 2 |
After the actual handover of 2 units, 8 will remain. Remove the handed-over quantity from the picking group: 8 − 3 = 5 units will remain for new confirmations. If an order for one of the three promised units is then cancelled and the goods remain fit for sale, the result will be 8 − 2 = 6.
Check the source of the quantity before each recalculation. Confirm handover with a record of the actual issue, and cancellation with a change to the agreement for the specific order. Do not subtract the same unit twice.
Match write-offs in Torgsoft with actual handover
Before issuing goods, compare the prepared items with the order: code, attributes and quantity. After handing goods to the customer or carrier, record the quantity actually issued, the time and confirmation. For partial fulfillment, keep a record of the unissued part.
In Torgsoft, a delivery note created from an invoice deducts goods from warehouse stock. During reconciliation, compare this deduction with the record of actual handover.
If the delivery note has already been created but the goods are still in the shop, mark those units separately. Account for them when explaining the difference between the physical quantity and the inventory records. Check the quantity from which you are starting the calculation: these units have already been deducted from the recorded stock.
Recalculate availability after cancellations and returns
After a cancellation, the manager changes the order commitment, and the warehouse employee checks where the goods are. Before confirming another order, make sure the units are still physically in the shop. If they have already been handed over, wait until the return is received.
Receive and inspect returned goods. Record the order, item, quantity, storage location and inspection result. Add to the quantity available for new sales only goods that can be sold again. Keep units that are unfit for sale separate until a decision is made about their condition.
Match the return received with the inventory documents. Agree on the refund procedure separately, in accordance with the contract and the relevant banking process.
Synchronizing warehouse stock with the website in Torgsoft
Torgsoft offers a paid “Synchronization with an online store” option for sending warehouse availability to a website. It sends products, their attributes and stock balances. In the settings, you select the accounting centers whose balances will be uploaded. A website developer’s help is required to set up the exchange on the website side.
Automatic synchronization runs only when Torgsoft is open on the specified computer under the specified user. The interval must be no more frequent than once every 10 minutes, taking other synchronization objects into account. Assign someone to check these conditions. Before confirming availability, account for changes made since the last exchange.
After the exchange, manually compare the specific website item with the stock balance of the selected accounting centers. You can track errors on the “Synchronization Log” tab. If there is a discrepancy, check the item mapping, selected centers and log using the synchronization instructions. Also determine the quantity for a new confirmation based on the physical count and unfulfilled orders.
End the daily reconciliation with clear decisions
At the end of the day, review unfulfilled orders, goods written off but not yet handed over, cancellations and returns received. For each discrepancy, record the person responsible, next action and deadline for a follow-up check. Before handing work to another employee, record the quantity available for new confirmations and the items whose availability still needs to be checked.
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