Ordering a retail outlet to the warehouse

The «Store order to warehouse» mode in the Torgsoft software is designed to automate stock replenishment across a retail chain. It allows stores (points of sale) to create product requests, while the central warehouse can process them quickly and generate internal transfer invoices.

Below is a detailed description of how centralized order accounting works in this mode.

Setting up centralized accounting

For this mode to work correctly, all stores must operate in a single database (for example, via a terminal server or within a local network).

Mandatory condition: In the software settings, you must specify which object is the central warehouse (the source of goods).

• Go to Settings — Parameters — Retail chain.

• In the «Central accounting object» field, select the warehouse or the main store to which orders from other locations will be sent.

Stage 1: Creating an order at the store

A store employee creates a demand for goods. To do this, the current store (different from the Central accounting object) must be selected in the main window of the software.

1. Document creation: Go to Document — Store order to warehouse and click Add.

2. Filling in: A window with a product list will open. It shows the following columns:

•    Quantity at the current warehouse (store stock);

•    Quantity at the central warehouse (this column can be hidden from sales staff via role settings so they don’t see the company’s overall stock);

•    Order — the field where the required quantity is entered.

3. Tools for quick ordering:

•    The «Low stock items» switch: filters the list and shows only items whose stock is below the set minimum.

•    The «Order what was sold» button: automatically fills the order column with the quantity sold for the selected period.

4. Completion: After the list is prepared, change the order status to «Ready». Only then will the order become visible to the manager at the central warehouse.

Stage 2: Processing the order at the central warehouse

The warehouse manager sees orders with the «Ready» status and starts processing them.

1. Review. The manager opens the order and can edit quantities (for example, if the item is physically unavailable or reserved for another customer).

2. Automatic processing. Clicking «Process order» triggers an analysis of stock at the central warehouse. The software automatically fills in the «Quantity to supply» column.

•    Logic: If the warehouse stock is less than the order, the software will substitute the available quantity. If there is enough stock, it will substitute the ordered quantity.

3. Creating the transfer. Clicking «Create internal transfer invoice» automatically generates documents to move goods from the warehouse to the store. The order status changes to «Processed».

Fulfillment control and logistics

After the invoice is created, the system shows the order fulfillment results:

• Supplied: the quantity included in the transfer invoice.

• Short supply: the difference between the ordered and the actually transferred quantity.

Additional logistics options:

• Dispatcher task. You can print a task for the driver or dispatcher with a list of items to deliver to the store. You can also configure it to show only items from a specific supplier.

• Notifications. If the «Staff notifications» function is configured, warehouse staff can receive instant messages when a new order appears from a store.

Use the «Store order» mode if you have a dedicated warehouse and at least one store. 

In this way, centralized accounting helps avoid manual creation of transfer invoices, reduces errors in communication between stores and the warehouse, and speeds up stock replenishment.