Manual Stock-in: A Step-by-Step Guide

Developer of technical documentation, author of video tutorials, host of Torgsoft Podcast

Stock-in (Posting) — is the process of adding goods into the Torgsoft software via an incoming invoice. This is necessary so you can track current stock levels and see the actual cost (cost price).

When it's mandatory

A new batch of goods is received from a supplier.

Entering initial balances when starting inventory accounting.

Goods are physically present in the store but missing from the system.

Symptoms

• Product is not displayed in the "Warehouse Status" mode.

• Error message during a sale: "Product out of stock".

• Need to print price tags for new items.

Reasons

• Goods have not yet been entered into the database via an incoming invoice.

• Missing Excel file for automatic import.

• Appearance of a new SKU that does not have a manufacturer's barcode.

Solution: Action Algorithm

Step 1. Creating an invoice

1. Go to: Document → Goods Receipt.

2. Click Add (New Receipt).

3. Fill in the fields:

— Supplier: select from the list (or "Initial Balances" if the supplier is irrelevant).

— Currency: specify the purchase currency and the current exchange rate.

— Accounting Center: the warehouse where the goods will arrive.

4. Click Save.

Step 2. Adding goods: 3 methods

Method A — Scanning: Scan the barcode into the input field. If the item is new, a blank card will open; if it exists, Torgsoft will pull up the name and characteristics.

Method B — Selection from Warehouse: Press F11. Find the item by name or article number in the general list.

Method C — Manual Creation: Press Add (F4). Fill in the "Product Type" and Name. If there is no barcode, the program will generate an internal code automatically.

Step 3. Pricing and characteristics

In the product card within the invoice, specify:

1. Purchase price.

2. Markup (%) or directly the Retail Price.

3. Fill in characteristics (Manufacturer, Material, Size) — this is critical for future reports.

Step 4. Additional expenses

If shipping should be included in the cost price: go to the Invoice Expenses tab and add the amount. The program will proportionally distribute it to the price of each unit of goods.

How to check the result

1. Ensure the invoice is marked as "Active".

2. Open Warehouse → Warehouse Status.

3. Verify the presence and quantity of the stocked items.

Prevention

• Always check the currency rate in the invoice "header" before entering goods.

• Use the "Control Completed" action to prevent accidental editing of the invoice in the future.

Summary

If the product exists — use scanning or search (F11). If the product is new — create a card (F4). For batches over 50 items, it is recommended to use "Import".

Програма обліку товару для інтернет-магазинів, крамниць, торгових точок, складів та виробництва

Start of accounting

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