Inventory records — is a Torgsoft option that generates a report in the approved inventory record form based on primary documents.
Since 2022, sole proprietors on the simplified taxation system (groups 2–4) have been required to keep inventory records. The report is generated automatically based on incoming and outgoing invoices that are created during regular work with goods in Torgsoft. A separate table for manual document entry is not needed.
During a State Tax Service inspection, a ready document with data is generated in a few seconds. The option is suitable for sole proprietors who fall under the mandatory inventory record requirements. The license is valid for 1 year, one per retail outlet.
Ready-made inventory record form
The report under Ministry of Finance Order No. 496 is assembled from your invoices automatically — nothing needs to be entered manually.
What inventory records are
Inventory records are the recording of goods movement based on primary documents: when the goods arrived and under which invoice, when they left and for what amount. The requirements of clause 5 of Section II of Procedure No. 496 oblige certain categories of entrepreneurs to keep this form and store documents confirming the purchase of goods.
The Torgsoft option takes data from the invoices that you already create during daily work and compiles them into an approved-form report. You do not need to maintain a separate table or duplicate documents — the program calculates receipt and disposal amounts itself.
Basic concepts
Inventory
Goods that are in the warehouse or sales area and are intended for sale.
Primary document
An invoice confirming the receipt or disposal of goods: type, date, number, counterparty, amount.
Opening balances
The cost value of all goods in stock on the date from which you start keeping records.
Accounting center
A unit in the program, such as a sales area or warehouse, for which goods movement is recorded.
State Tax Service
The authority that checks the availability of the record form and primary documents during an inspection.
Single tax
A simplified taxation system. Some sole proprietors on the single tax are required to keep inventory records.
Who this option is for
Appliance stores
Sole proprietors on the single tax who sell complex household appliances. Inventory records are mandatory for them.
Pharmacies
Entrepreneurs who sell medicines keep the inventory record form according to legal requirements.
Jewelry stores
The sale of jewelry products also falls under the obligation to keep inventory records.
Sole proprietors on the general taxation system
As well as group 3 entrepreneurs on the single tax with VAT — inventory records are mandatory for them.
Who does not need it. The option will not be needed by sole proprietors whose activities do not fall under mandatory inventory record requirements — for example, those who provide only services and do not sell goods. If you are not sure whether you are required to keep the form, clarify this with your accountant.
When to connect immediately
- You sell appliances, medicines, or jewelry products on the single tax.
- You are on the general taxation system or in group 3 of the single tax with VAT.
- You expect a State Tax Service inspection and need to quickly show the record form.
- You do not want to keep inventory records manually in a separate table.
What tasks the option solves
How it looks before and after
Before
Invoices are prepared separately, and the record form is kept manually in a table. Before an inspection, receipt and disposal amounts for each document have to be reconciled, discrepancies found, and data rewritten.
After
Records are kept automatically from the invoices you create during work. To get the form, you specify the record start date and click «Print» — the ready document can be shown to the inspector.
How it works: 5 steps
Activate the option. Go to Settings – Parameters – Additional options, in the «Inventory record form» section enable the «Use for the current workplace» parameter and save.
Open the form. Go to Warehouse – Inventory record form.
Specify the record start date. After selecting the date, the program will calculate opening balances — the first row «Opening balances» will show the cost value of all goods in stock on this date.
Select the accounting center. The current one is selected by default. If the outlet is managed through several accounting centers, select all of them — the data will be shown as from one center.
Generate and print. Click «Print» — a preview of the inventory record form will open. The document can be printed or saved.
Important. The «Document type», «Goods fiscality», and «Document category» filters are intended only for analytics. Do not enable them unless necessary: otherwise, the amounts in the form will change and the document will not comply with the record-keeping procedure.
Try it in your store
Download the Torgsoft demo version and see how the inventory record form is assembled from your invoices. The demo is free, and the data is stored on your computer.
Option capabilities
Scenarios by niche
Appliance store
A sole proprietor on the single tax sells complex household appliances. Each receipt is documented with an invoice, and the record form is assembled automatically. Before an inspection, it is enough to specify the period and print the document.
Pharmacy
An entrepreneur sells medicines and is required to keep inventory records. Receipts from suppliers and disposals of goods are recorded in invoices, and the report according to Form No. 496 is generated automatically.
Jewelry store
The sale of jewelry products falls under the record-keeping obligation. The option keeps the form based on primary documents and shows receipt and disposal amounts for the entire period.
Example
The owner of an appliance store on the single tax learns about a State Tax Service inspection a few days in advance. Previously, the record form would have had to be assembled manually for each invoice.
Instead, they open Warehouse – Inventory record form, specify the record start date, click «Print», and receive a ready document. The scenario is illustrative.
Which options and equipment it works with
- Torgsoft Start, Torgsoft Ultra, or Torgsoft Terminal licenses — the basic program for goods accounting.
- Software cash register — fiscalization of sales if you use a cash register at the checkout.
- Excise tax declaration — for entrepreneurs who sell excisable goods.
- Barcode scanner — quick posting of goods and preparation of invoices.
- Document printer — printing the record form for submission to the inspector.
Comprehensive automation. The option works in the same database with the rest of Torgsoft functions. Invoices generated during receipt and sale of goods immediately become the basis for the inventory record report — nothing needs to be entered separately.
Price and connection terms
- Licenses. Works with Torgsoft Start, Torgsoft Ultra, or Torgsoft Terminal.
- Connection. One license is purchased per retail outlet. The license is valid for 1 year. Available from Torgsoft version 2022.0.3 and later.
- Demo version. Free for 30 days, data is stored on your computer.
How to connect
- Check that you have Torgsoft version 2022.0.3 or later installed.
- Order the option in the online store or contact a manager.
- Activate the option in Settings – Parameters – Additional options and start keeping the form.
Frequently asked questions
Who is required to keep inventory records?
Sole proprietors on the general taxation system, group 3 entrepreneurs on the single tax with VAT, as well as sole proprietors on the single tax who sell complex household appliances, medicines, and jewelry products.
Do documents need to be entered manually?
No. The inventory record form is generated automatically from incoming and outgoing invoices that you create during regular work with goods in Torgsoft.
How long does it take to generate a report for the State Tax Service?
The ready document is generated in a few seconds: you specify the period and click «Print».
According to which form is the report generated?
According to the approved inventory record form in accordance with Ministry of Finance Order No. 496 dated 03.09.2021.
What is displayed in the form?
Record number, record date, primary document details (type, date, number, supplier), total value of goods receipt and disposal, as well as notes.
How are opening balances calculated?
After selecting the record start date, the program calculates the cost value of all goods that were in stock on that date. The first row of the report is «Opening balances».
Can records be kept by several accounting centers?
Yes. If one outlet is divided into several accounting centers, you can select all of them in the filter — the data will be shown as from one center. Internal transfers between the selected centers are not shown in this case.
Which licenses does the option work with?
With Torgsoft Start, Torgsoft Ultra, and Torgsoft Terminal licenses.
From which program version is the option available?
The option is available from Torgsoft version 2022.0.3 and later.
How many licenses are needed?
One license is purchased per retail outlet. The license is valid for 1 year.
Can the option be tested first?
Yes. Download the Torgsoft demo version and see how the record form is assembled from your invoices. The demo is free for 30 days.
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