Before ordering a batch of children’s clothing, prepare a table of variants, quantities, and costs. The owner approves the budget, the buyer obtains supplier confirmation, and the receiving clerk checks the delivery against the agreed lines before posting it to inventory.
The result is an order with specific product characteristics, timing, and payment terms, plus a receiving record showing the actual quantity. The example below is illustrative: its numbers and proportions are for calculation and do not indicate demand for children’s clothing.
Prepare data for each variant
Use a separate line for each combination of style, color, and size. Assign it its own code, or SKU, to connect the stock plan, order, and receiving record.
Ask the buyer to gather the following data:
- Actual customer inquiries, specifying the variant requested.
- Sales of comparable products over a defined period. Record the start and end dates and explain which products you are comparing.
- Physical stock and the quantity reserved for customer orders as separate figures.
- Expected deliveries and units unsuitable for sale, separately from available stock.
Use past sales and current inventory to estimate future needs. For each line, record the desired available stock after delivery and explain the choice. If there is no sales history, note this in the working plan and approve a trial quantity separately.
Illustrative example: one style, six variants
The store plans to buy F1 T-shirts in two colors: red and blue. S, M, and L are hypothetical labels used by the supplier. They do not indicate a child’s age or universal garment measurements.
Assume all five units currently in stock are saleable, with no reservations or other expected deliveries. For this example, the owner chose the target stock levels shown in the table. Subtract available stock from each target to determine the order quantity.
| SKU | Color | Size | Physical stock, units | Reserved, units | Target available stock, units | Order, units |
|---|---|---|---|---|---|---|
| F1-red-S | red | S | 1 | 0 | 3 | 2 |
| F1-red-M | red | M | 2 | 0 | 6 | 4 |
| F1-red-L | red | L | 0 | 0 | 2 | 2 |
| F1-blue-S | blue | S | 0 | 0 | 1 | 1 |
| F1-blue-M | blue | M | 1 | 0 | 4 | 3 |
| F1-blue-L | blue | L | 1 | 0 | 3 | 2 |
| Total | 5 | 0 | 19 | 14 |
The purchase includes 8 red and 6 blue T-shirts. The five units already in stock are included in the plan, so they are not ordered again.
Add specifications and prices to the order
The hypothetical purchase price is UAH 150 per T-shirt, with one unit as the order unit. The second table is linked to the first by SKU. Both tables use the same style, F1; the quantity for each line is shown in the “Order” column.
| SKU | Exact variant description | Measurements from supplier’s table | Unit | Price per unit, UAH | Line total, UAH |
|---|---|---|---|---|---|
| F1-red-S | Agree on description | Obtain measurements | unit | 150 | 300 |
| F1-red-M | Agree on description | Obtain measurements | unit | 150 | 600 |
| F1-red-L | Agree on description | Obtain measurements | unit | 150 | 300 |
| F1-blue-S | Agree on description | Obtain measurements | unit | 150 | 150 |
| F1-blue-M | Agree on description | Obtain measurements | unit | 150 | 450 |
| F1-blue-L | Agree on description | Obtain measurements | unit | 150 | 300 |
| Total | 2100 |
Before sending the final order, replace the unfilled descriptions and measurements with supplier data. Ask the supplier to confirm how your SKUs correspond to its item codes, exact colors, size labels, sales unit, availability, quantities, and final price for each line.
In the order summary, record the supplier, order number, agreed delivery date, delivery cost, and payment terms. If the supplier proposes a different assortment or price, send the changed lines to the owner for approval again.
Approve the budget and work schedule
In this example, delivery costs UAH 200 and there are no other charges. Cash outlay is 2100 + 200 = 2300 UAH. With a budget cap of UAH 3000, UAH 700 of the budget remains unused. This amount is not profit.
Record payment amounts and due dates according to the supplier’s agreed terms. If prepayment is required, include it in the schedule. If payment after receiving has been agreed, specify the relevant due date.
Set the following deadlines for this illustrative purchase:
- By 12:00 on day one, the buyer prepares six lines and explains the quantities. Deliverable: a completed plan.
- By 16:00 on day one, the owner checks stock and approves the limit. Deliverable: an approved budget.
- By 12:00 on day two, the buyer obtains the specifications and supplier confirmation. Assume the parties agree on delivery for day five. Deliverable: the final order.
- On the delivery day, before posting the receipt, the receiving clerk checks the delivery. Deliverable: a record of actual receiving.
Receive the actual quantity and record discrepancies
Give the receiving clerk the approved tables. During receiving, ask them to:
- Count each variant separately and check the style, color, and size.
- Inspect the goods for damage, check quality, and compare one item’s measurements with the supplier’s actual data.
- Compare quantities and prices with the documents and order.
- Record the accepted quantity and discrepancies for each SKU; if there are disputed goods, set them aside separately until a decision is agreed.
Continuing the example: 4 F1-red-M units were ordered, but 3 were actually received. The other five lines match the order. The new receipt is therefore 13 units, with one F1-red-M missing.
The buyer sends the supplier a discrepancy record. The owner approves a document correction or a subsequent delivery. Do not post the missing unit to inventory. Before entering the receipt, check that it has not already been recorded; correct its inventory record without posting the same goods twice.
Only if the supplier has agreed to charge for the 13 units actually received, and delivery costs UAH 200 separately, is the total 13 × 150 + 200 = UAH 2150. If prepayment has already been made, agree on the subsequent settlement separately.
Posting sizes and checking the invoice in Torgsoft
To enter the sizes actually received in Torgsoft, first configure a size range, enable the use of sizes for the relevant product type, and link the range to the manufacturer. In the “Manufacturer size range” window, you can enter quantities for all sizes at once or separately next to each size. For the uneven quantities in our example, enter them separately and check the result against the receiving record. The setup sequence is described in the guide how to post goods with sizes.
After checking quantities and prices, ask a user with the appropriate permissions to set the “Control completed” status. A goods receipt invoice with this status cannot be edited. The owner should complete the control after checking the document and actual receiving: the status itself does not verify the physical delivery or prevent duplicate posting. Cancelling control is limited to documents in an open period and depends on user permissions. The conditions are described in the “Goods receipt” help page “Goods receipt”.
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