What is a recalculation in a store and how to carry it out in Torgsoft?

Partial stocktaking is an unscheduled inventory count carried out to verify the actual stock in the warehouse or sales floor. Unlike a full inventory that covers the entire assortment, partial stocktaking may involve:

• only a specific group of products;

• a specific delivery;

• products in a certain storage location.

In Torgsoft, this is done by creating an inventory statement with the selection of required items and entering the actual quantity. Let’s take a closer look at how to perform inventory in a store using the Torgsoft accounting software.

Why is partial stocktaking necessary?

Partial stocktaking is carried out to:

• Detect and correct accounting errors (incorrect write-offs, duplicate receipts, sales errors).

• Identify shortages or product mix-ups after suspicious situations (e.g., staff changes, equipment failure).

• Update stock data for accurate work with suppliers and clients.

• Prepare for an audit or sale.

In fact, partial stocktaking is a quick-check tool that helps avoid financial losses.

How often should you conduct partial stocktaking in a store?

The frequency depends on the business format, product range, and risk factors:

• Monthly — for stores with high turnover and significant shortage risk (clothing, footwear, electronics).

• Quarterly — for medium turnover and stable staff.

• Every six months or yearly — for bulky or slow-moving goods.

• Unscheduled — after major deliveries, promotions, staff changes, or suspected shortages/mix-ups.

Many stores combine approaches:

• Full inventory — once a year.

• Regular partial stocktakes — monthly or quarterly for specific product groups.

How to conduct inventory in Torgsoft?

1. Choosing the inventory method

Torgsoft offers three main options:

1. Using a computer — counting is done via a scanner or manually. Results are immediately entered into the inventory statement in Torgsoft.

2. Manually — print the statement first, count on paper, then transfer data into the program.

3. Using a data collection terminal — items are scanned away from the computer, in the sales area, then uploaded into the inventory statement in Torgsoft.

Inventory by serial numbers — an additional method used when accounting for warranty goods by serial number in electronics or appliance stores.

2. Creating an inventory statement

The next step is creating the inventory document listing the goods or groups of goods to be checked.

To create a partial stocktaking statement:

1. Go to Warehouse → Stock status in the program.

2. Select the desired product group via the Directory (e.g., by type, manufacturer, supplier).

3. Highlight the items and click “Add item to inventory statement.”

4. Save the document — the list of goods for checking will appear.

3. Performing the inventory

Option A: Using a computer

• Open Document → Inventory statement.

• Select the required statement.

• Scan or enter product barcodes.
  ▸ Ctrl+1 — automatically increases quantity by 1.
  ▸ Ctrl+Q — prompts for quantity after scanning.

Option B: Manually

• Print the statement for manual counting.

• Count the goods in the sales area and record the quantity on paper.

• Back in the program, open the statement and enter the data.

Option C: Using a data collection terminal

• Upload goods from the statement to the terminal (menu Work with data collection terminal → Upload product database).

• Scan barcodes on-site.

• After completion — upload results into the program (“Get data from terminal”), quantities will be filled automatically.

4. Analyzing results

After the inventory, you can print reports showing:

• Shortages — likely losses due to theft, staff errors, or accounting issues.

• Surpluses — indicating mix-ups, duplicate receipts, or incorrect write-offs.

• Partial stocktaking results by product mix issues.

• Partial stocktaking results by product type.

This helps identify which goods “disappear” most often and which remain in surplus, allowing you to:

• optimize supplier orders;

• plan sales or promotions.

The difference between program data and actual stock is an indicator of staff discipline and accounting process reliability.

If discrepancies are systematic, processes for receiving, selling, and writing off goods should be adjusted. Regular analysis allows you to see if inventory issues coincide with staff changes or work schedules.

By comparing several inventory results over time, the owner can see:

• whether losses are decreasing;

• which measures (video surveillance, process changes) are effective;

• which products should be replaced or removed from the assortment.

5. Completion

• Ensure all goods are counted (the program will display “Counting completed” status).

• Click “Close statement” — Torgsoft will automatically create documents to adjust the stock based on the results.

In Torgsoft, after closing the inventory statement, the program automatically creates write-off and surplus documents, eliminating human error and keeping records accurate.

Frequently asked questions

What is partial stocktaking, and how does it differ from full inventory?

Partial stocktaking is an unscheduled check of certain product stocks, while full inventory covers the entire store assortment.

When should a store conduct partial stocktaking?

It is done after suspected shortages or mix-ups, major deliveries, promotions, staff changes, or on a regular schedule.

How to perform inventory in Torgsoft step-by-step?

In the program, create an inventory statement, scan or count the goods, enter the data, and analyze the results.

Which retail equipment should be chosen for inventory in Torgsoft?

For a small store, a regular scanner is sufficient. A universal device is a wireless scanner. In the Torgsoft online store, the Netum NT-C6 radio scanner is popular. Partial stocktaking can also be performed using the Torgsoft Mobile App.