To move from paper records or spreadsheets to software-based inventory, write a plan that says who prepares the data, who counts stock, who checks the results and who authorizes the launch. Set one shared cut-off time for opening balances. From the count until the entered data is accepted, arrange a pause in sales, receiving, physical returns, transfers and write-offs.
Before resuming work, reconcile the catalogue and quantities, and practise workflows in a separate demo database. After launch, check the first live transaction of each type. For every discrepancy, record the cause, the person responsible, the correction deadline and the result of the follow-up check.
Assign tasks and approvals
Choose a period with a lighter workload. Appoint a transition lead and a backup. For each task, record the input data, person responsible, deadline, check method and approver. One person may fill several roles.
| Role | Task | Result to check |
|---|---|---|
| Owner | Approve inventory rules, the pause and the launch | Approved catalogue and balances, and authorization to resume work |
| Transition lead | Maintain the plan and exception log, coordinate staff | Task status, cut-off times, list of unresolved issues |
| Data lead | Prepare the catalogue and data-entry rules | Consistent product records with no unresolved discrepancies |
| Stock counters | Count stock in their assigned physical areas | Signed quantity lists by storage location |
| Reviewer | Match data to stock and documents, check practice exercises | Recorded results and follow-up checks |
| Sales and receiving staff | Practise their transactions | Correctly completed scenarios with expected quantities |
Tell the team which records are authoritative before the transition and which will be authoritative after launch. Choose one primary record and one person responsible for entering each live transaction. Use a checklist for reconciliation so that a movement already accounted for is not entered again.
Approve the product catalogue before counting
Ask the data lead to prepare a product list. For each item, agree on the name, variant, unique stock keeping unit (SKU), unit of measure, storage location, actual prices and quantity. This is a list for transition preparation; check the fields in the specific software separately.
A SKU identifies a product item. Unique codes help with sales reports and analytics. Ask the reviewer to match names, codes, variants and units to the actual products and to paper records or spreadsheets.
Resolve duplicate codes, different units for otherwise identical records and items that cannot be identified unambiguously. After exporting, check that headers and data are complete. If you use an import, check that it meets the import rules. After migration, compare names, SKUs, prices, quantities and links between product records. Submit the result to the owner for approval.
Set the cut-off time and stop all movements
- Record when the pause begins and who is responsible. Notify everyone who sells, receives, returns, transfers or writes off stock.
- Stop all these movements while stock is counted, opening balances are entered and those balances are accepted. The pause should be an operational agreement with staff.
- Divide the premises into physical areas. Count stock by SKU, unit and storage location. Check that no area has been missed.
- If a movement does take place, enter it in the exception log: document, product, quantity, direction of movement, time and person who carried it out.
- At the owner's direction, recount affected items before accepting the opening balances. Record a new shared cut-off time; keep other items movement-free until then.
- Reconcile the entered quantities with the accepted count. Resume work after the result is approved.
During reconciliation, separate movements already included in the accepted opening quantities from transactions after the cut-off. For each exception, note how it was accounted for. Do not enter the same movement twice.
Practise transactions in a separate demo database
Prepare training settings and data that reflect future operations: products, units and storage locations. Do every exercise in a separate demo database, without creating real fiscal sales. Follow the procedure established for each transaction in your software.
Before acting, the employee should identify the product, unit, quantity, location and required document. Afterwards, they should show the record and explain how the balance changed. The reviewer records the expected and actual results.
Illustrative example: from 20 units to balances of 16 in A and 5 in B
The demo database contains one product item measured in pieces: 20 units in location A and 0 in B. There are no other movements. One unit from a previous practice sale is returned; it has been physically received and is fit for resale. Two damaged units are written off with the owner's approval.
| Practice transaction | Expected in A | Expected in B | Total |
|---|---|---|---|
| Opening balance | 20 | 0 | 20 |
| Receive 6 units in A | 26 | 0 | 26 |
| Sell 4 units from A | 22 | 0 | 22 |
| Return 1 unit to A | 23 | 0 | 23 |
| Write off 2 units from A | 21 | 0 | 21 |
| Complete the transfer of 5 units from A to B | 16 | 5 | 21 |
Example arithmetic: 20 + 6 − 4 + 1 − 2 = 21; after the transfer, 16 + 5 = 21. These are the expected exercise results. Check them against the transaction records and the balances in both locations. Practise the payment and refund methods the store needs separately.
How to reconcile opening balances and stock movements in Torgsoft
When entering opening balances in Torgsoft, select «Початкові залишки» (Opening balances) in the receipt parameters. The person entering the data records the accepted quantities, and the reviewer matches them to the count at the agreed cut-off time. The process is described in the instructions for opening balances.
The product stock card has the columns «Прихід» (Receipts), «Витрата» (Issues) and «Залишок» (Balance). Use them to compare movements for the selected item with documents and accepted opening quantities. If there is a discrepancy, identify the specific transaction that needs checking. Read more about checking stock movements.
In the stock turnover statement, set the required date in the period filter and select the supplier in the product filter. The closing balance column will show stock only from the selected supplier on that date. Use this selection for the relevant part of the reconciliation. If the store stocks goods from other suppliers, this selection excludes those goods. The selection criteria are described in the article about the stock turnover statement.
Authorize the launch after checks and monitor the first transactions
Before launch, the owner should check that the catalogue is approved, every area has been counted, units and SKUs match, entered balances agree with the accepted count, and exceptions have been accounted for once. Complete the critical checks for stock transactions and payments. Find out and practise any unfamiliar software procedure before the corresponding live transaction. Assign people and deadlines for the remaining tasks.
After work resumes, check the first live receipts, sale, return, transfer and write-off. For each one, compare the document, inventory record, SKU, quantity and location. After an internal transfer is complete, reconcile the item's quantities at both locations against the transfer document and any other movements between checks. If there were no other movements of that item, its combined quantity before and after the transfer should match. Separately reconcile payment amounts and methods, refunds and actual cash.
The transition lead should record discrepancies and how they are resolved. Do not invent movements to produce the desired balance. Pass unresolved issues to the next shift with the transaction number, SKU, quantity, payment, problem, person responsible and deadline. After a correction, reconcile again and record the result.
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