Warehouse Dispatch in Torgsoft: How to Release Paid Goods and Check the Quantity Awaiting Collection

If a customer pays in the store and collects the goods from the warehouse, the salesperson and warehouse clerk must track payment and the actual handover separately. Before releasing goods, the warehouse clerk finds the sale—a sales record in Torgsoft—and checks the payment and the quantity already released. After handing over the goods, the clerk immediately records how many units the customer received.

Torgsoft has a «Відвантаження зі складу» (“Warehouse Dispatch”) mode for this process. Start by assigning responsibilities to the salesperson and warehouse clerk. The administrator must check the accounting center settings—stores or warehouses in Torgsoft. Then the salesperson and warehouse clerk must try a partial release in the training database—a separate database for test operations—and check both the quantity released and the quantity awaiting collection. This process is intended for retail businesses operating in Ukraine.

Who records the sale and who releases the goods

Before work begins, define who is responsible for each action. The salesperson gives the warehouse clerk the information needed to find the purchase and prepare the goods. The clerk checks this information before handing the goods over. If one person performs both roles, that person carries out the salesperson’s and warehouse clerk’s actions in sequence.

Also decide who will continue the release if the customer collects the goods in parts over several shifts. Before each subsequent handover, that employee must review the previous records to avoid releasing goods the customer has already received.

How to set up warehouse dispatch in Torgsoft

Administrator: before the test sale, open Налаштування → Параметри → Документи (“Settings → Parameters → Documents”) and configure the documents:

1. To sell from other accounting centers, enable the required permission: «Дозволити продаж з усіх торгових точок на формі “Реалізація”» (Allow sales from all outlets on the “Sale” form) or «Дозволити продаж з усіх торгових точок на формі “Торгівля з випискою рахунка”» (Allow sales from all outlets on the “Trade with Invoice” form).
2. Enable the «Друкувати накладні на відвантаження товару» (Print goods dispatch notes) toggle, which becomes available after this: a dispatch note will be printed after payment for goods from another accounting center.
3. For subsequent sales from the current center, enable «Фіксувати відвантаження зі складу для поточного центру обліку» (Record warehouse dispatch for the current accounting center). If both permissions in the first item are enabled, this option is enabled automatically and the toggle is unavailable.

If the goods are available at several centers, the program will ask which center to sell them from. The permission for «Реалізація» (Sale) prevents changing the quantity in «Склад реалізації» (Sale contents). If both permissions are enabled, the «Види» (Types) checkbox is unavailable in «Залишках товару на складі» (Warehouse stock balance), opened with the «Вибір товару зі складу за видами товару» (Select goods from warehouse by product type) button.

The warehouse clerk must record the actual quantity handed over.

The salesperson must select «Усі склади» (All warehouses) on the «Стан складу» (Warehouse status) form to select goods from different accounting centers. In «Відвантаження зі складу» (“Warehouse Dispatch”) mode, the warehouse clerk releases goods only from the current accounting center. Employees at the corresponding warehouses release goods from other centers.

Which license is required

Torgsoft licenses are paid. “Start” supports one accounting center. Before purchasing, check with Torgsoft whether “Warehouse Dispatch” mode is available with this license.

“Ultra” supports several accounting centers, goods transfers between them, and “Trade with Invoice”; these features are not available in “Start”. Each computer on a local network requires a separate license. To connect remote outlets simultaneously over the internet to one shared database, choose Torgsoft-Terminal or Torgsoft-Online. The Torgsoft-Terminal license includes three client connections—workstation access to the program on the server; additional connections are charged separately. Torgsoft-Online operates on a paid subscription: the program and database are hosted on a Torgsoft server.

Compare the number of stores, warehouses, and computers with the license features and current commercial terms. Before paying, check that the required mode is available, what the license includes, and how many workstations it covers.

What to check before the first release

Compare the actual location of the goods with the accounting centers in the program. If the chairs are at the central warehouse, the salesperson must record the sale from that center. Selecting the wrong warehouse will result in incorrect accounting, even if the warehouse clerk can physically access the goods.

The administrator, salesperson, and warehouse clerk should run a test scenario in the training database:

1. Record a sale from the required accounting center.
2. Find the document in warehouse dispatch mode.
3. Record a partial release of the purchase.
4. Complete the release and check the total quantity.

Each employee must perform their actions using their own account—a login to the program with their own access rights. This lets the administrator identify access problems before serving customers.

How to release goods against a receipt or dispatch note

The warehouse clerk must record each handover immediately in «Відвантаження зі складу» (“Warehouse Dispatch”) mode:

1. Open Склад → Відвантаження зі складу (“Warehouse → Warehouse Dispatch”).
2. Scan the receipt or dispatch note barcode, or enter the receipt code.
3. Check the payment, warehouse, goods, and previous releases. Count the prepared goods with the customer.
4. Hand over the goods.
5. Open the row by double-clicking it or by clicking «Змінити» (Edit).
6. Fill in «Кількість відвантаження» (Dispatch quantity) according to the administrator’s instructions.
7. Click «Записати» (Record).
8. Check the quantity. A blue row indicates a partial release; a green row indicates a complete release.
9. After the full release, click «Закрити накладну» (Close dispatch note).

The administrator must prepare instructions for a test partial release using the five-chair scenario below.

What to do if the customer has lost the receipt

The warehouse clerk must click «Реалізація товару» (Sale of goods) and find the sale by the recipient, if identifiable in the program, salesperson, goods, or date range. Open the required record with the «Вибрати» (Select) button.

Start with an approximate purchase date and place of sale, then check the other details. If several sales contain goods with the same name, the product name alone cannot identify the right document with certainty. If there is still doubt, the salesperson or shift manager must verify the payment and determine whether the person requesting the goods is the person who should receive them.

The warehouse clerk must continue searching for the sale even without a paper receipt. If someone else will collect the purchase, the salesperson must agree this with the customer in advance and give the warehouse the recipient and sale details. The shift manager should arrange verification of the payment, previous releases, and the agreed recipient, without imposing arbitrary requirements for additional certificates or document copies because the receipt was lost. Before handing over the goods, the warehouse clerk must receive confirmation of which sale is being fulfilled, who will receive it, and what quantity remains to be released.

How to release five chairs in two stages

Hypothetical example. The customer has paid for five chairs but collects one at first. After the first handover, the result should be: sold—5, released—1, awaiting release—5 − 1 = 4. For this first release, enter “1” in the «Кількість відвантаження» (Dispatch quantity) field.

When the customer comes to collect the rest, the warehouse clerk first checks the previous release, then hands over the remaining four chairs. After recording the release, the total quantity released should be 1 + 4 = 5, and the quantity awaiting release should be 0.

Before the next release, the administrator must confirm with Torgsoft technical support how to enter the quantity:

1. Describe the example: five chairs were sold, the first release of one chair has already been recorded, and four more must be handed over.
2. Check whether the «Кількість відвантаження» (Dispatch quantity) field sets the quantity for the current handover or the total quantity released, and what value to enter in this case.
3. Follow the explained procedure in the training database: record the first release of one chair, then record the release of the remaining four. Check the result: five released in total, zero awaiting release.
4. Write the instructions for filling in the field in the warehouse clerks’ guide.

After each record, the warehouse clerk must compare the total quantity released and the quantity awaiting collection with the actual handovers to the customer.

How to track releases against an invoice

In «Торгівля з випискою рахунка» (“Trade with Invoice”) mode, partial dispatch lets you create several goods dispatch notes for one invoice. A goods dispatch note is a document listing the goods and quantities to dispatch. The «Повністю відвантажені» (“Fully dispatched”) status means all goods on the invoice have been allocated to its goods dispatch notes. The employee preparing the notes must enable «Часткове відвантаження» (“Partial dispatch”) to select goods and quantities for each note.

The warehouse clerk must separately check how much the customer has actually received. In the hypothetical example above, the dispatch note may cover all five chairs, but after one is handed over, four remain to be released.

If the administrator enables «Автоматично закривати повністю оплачені видаткові накладні в Торгівлі з випискою рахунка» (Automatically close fully paid goods dispatch notes in Trade with Invoice), the program prevents editing fully paid notes until they are forcibly reopened.

When allocating payment to a dispatch note or an advance payment against an invoice—money the customer paid in advance—fully paid notes are also closed automatically. This rule does not apply to overpaid notes where the amount paid exceeds their value.

How to resolve a quantity error

If the recorded quantity does not match the actual handover, the warehouse clerk must pause any further release on that row and involve the shift manager. Together, find out the cause: the employee selected a different sale, recorded the wrong quantity, or handed over extra goods. The cause determines how to resolve the error.

1. Check the document, goods, accounting center, and quantity the customer confirms receiving.
2. Count the prepared units that have not yet been handed over. Find out whether another employee has already continued the release.
3. Record the circumstances of the discrepancy in an internal note and agree on a correction with the employee assigned to correct such errors.
4. After resolving the error, check the quantity released and the quantity awaiting collection again.

If the correction method for an incorrect dispatch is unknown, the employee responsible for corrections must check with Torgsoft technical support. Until then, do not create another sale or change the payment just to make the warehouse record match.

How to check goods awaiting collection each day

The shift manager must review released and unreleased goods on the «Аналіз відвантажень» (“Dispatch Analysis”) tab. In the «Історія відвантаження» (Dispatch history) field at the bottom of the form, check the date, time, and user who made the changes.

Review incomplete releases at the end of each shift. For each one, the shift manager must determine the reason: the customer has not arrived yet, collected some of the goods, is waiting for transport, or there is a discrepancy. Then decide the next action, assign an employee to carry it out, and pass this information to the next shift.

How to set employee access

Use individual accounts and give employees only the access rights they need for their work. The administrator must:

1. Make sure the warehouse clerk can find the required sales, record releases, and review their history.
2. Determine who is authorized to change sales, payments, and settings. Agree on this access with the manager.
3. Ask each employee to perform their entire release scenario using their own account to confirm that they have sufficient access rights.

Start by assigning responsibility for sales, releases, and discrepancies. Then the administrator must configure the required accounting centers and work through a sale, partial handover, and completed release with the employees in the training database. After that, every employee should know what to do, and the recorded quantity released and the quantity awaiting collection must match the actual handover.