Supplier management in Torgsoft: all the possibilities

The «Torgsoft» software provides a wide range of tools for organizing comprehensive work with suppliers: from creating a partner card and automated product ordering to complex financial settlements and profitability analytics.

Below is a detailed overview of all program capabilities for working with suppliers, grouped by business process stages.

1. Maintaining a supplier database

Work begins with creating a partner card in the «Settings - Counterparty» menu.

• Partnership types. You can define a counterparty as a «Supplier», a «Customer», or a «Supplier-Customer» (if you both buy from them and sell to them).

• Currency. For each supplier, you can set the settlement currency (for example, USD, EUR). This makes it possible to keep the balance in the purchase currency even if sales are made in the national currency.

• Opening balances. At the start, you can enter an opening debt (who owes whom: «I owe» or «Owed to me»).

• Documents and details. There is an option to store passport details, bank accounts, and other counterparty documents.

2. Purchasing and receiving goods into stock

The main document is «Goods Receipt» (menu «Document - Goods Receipt»).

• Creating an invoice. You can specify the supplier invoice number to simplify reconciliation, set purchase prices (including in foreign currency), and calculate retail prices based on markup.

• Invoice import. If a supplier provides invoices in electronic form (Excel), you can import them into the program using the «Product Import» function. This allows you to automatically create product cards, load prices, and receive goods without manual entry.

• Cost allocation. Additional costs (for example, delivery, customs clearance) can be entered into the invoice and allocated to the cost of goods to obtain the actual «accounting cost».

• «Supplier Warehouse» option. Allows you to load supplier price lists (manually or automatically via FTP), see their current stock and prices without receiving goods to your own balance, and generate purchase orders based on this data.

3. Creating purchase orders

The program helps automate replenishment through the «Document - Create Purchase Order to Supplier» menu.

• Automatic calculation. The system analyzes stock levels and sales to suggest what and how much to order. The calculation can be based on minimum stock levels or on sales velocity for a period.

• Best price analysis. The program can analyze previous deliveries and suggest which supplier offered the lowest price for a specific item.

• Order restriction. You can set a restriction on ordering certain products from specific suppliers.

• Sending an order. The created order can be exported to Excel or emailed directly from the program.

4. Settlements and finances

The financial section lets you control debts and payments via the «Payment - Partner Balance» menu.

• Goods-and-cash balance. The program automatically calculates how much goods you received and how much money you paid. The balance is maintained in the currencies used for deliveries.

• Supplier payment. You can record payments for specific invoices or settle the total debt. Payment can be made in cash from the cash desk or from a bank account.

• Goods on consignment. If you take goods on consignment, the «Sales analysis of supplier goods on consignment» function allows you to calculate how much you owe the supplier only for goods actually sold during a selected period. The calculation uses the FIFO method (first in — first out) based on exact purchase prices.

5. Returns

• Return to supplier. You can process a return of good-quality goods (for example, off-season or slow-moving items) via the «Document - Return to Supplier» menu. The goods are written off from the warehouse, and your debt to the supplier decreases.

• Defect return. For defective goods, there is a separate document «Defect Return» (write-off act), which also adjusts settlements.

6. Analytics and reports

The program provides powerful tools to analyze supplier performance in the «Analysis» and «Warehouse» menus.

• Revenue analysis by suppliers shows which supplier's goods generate the highest profit, sales volume, cost of goods sold, and the amount of returns.

• Turnover statement allows you to see a specific supplier's stock as of a selected date (in quantity and cost value).

• Stock aging analysis helps identify a specific supplier's goods that have been sitting in the warehouse (analysis by storage and sales terms).

• Settlement card is a detailed report on all transactions (receipts, payments, returns) with a specific counterparty for a selected period.

7. Working with goods on consignment (commission trade)

If you take goods from a supplier with payment only after sale, the program has specialized tools:

• Sales analysis of supplier goods on consignment. This mode allows you to accurately calculate the debt to the supplier only for goods actually sold. The program uses the FIFO method (first in — first out) to determine from which batch (and at which purchase price) the goods were sold. This helps avoid overpayments if purchase prices changed.

• Consignor notification. This is an automatic function that sends the supplier (consignor) an SMS or email notification that their goods were sold. You can set up a message template, and it will be sent automatically when the receipt is closed.

8. Advanced order and assortment management

• Supplier Warehouse (and FTP synchronization). You can load the supplier price list (with their stock and prices) into a separate buffer area of the program ("Supplier Warehouse"). This allows you to see what the supplier has without mixing it with your stock. Moreover, you can set up automatic downloading of these price lists from an FTP server on a schedule. From this mode, you can directly create orders for missing items.

• Order restriction. If a product turned out to be low-quality or problematic, you can check the box «Prohibited to order from supplier». Such a product will not appear in automatic purchase order reports, which protects the manager from a wrong purchase.

• Supplier internal code. In the product card, there is a special field «Supplier internal code». This allows you to link your SKU to the SKU in the supplier database. This is critical for correct invoice import if your product names or codes differ from those in the supplier's price list.

9. Financial planning and specific calculations

• Collection ordering. This mode allows you to plan a payment schedule to suppliers for pre-orders (for example, seasonal clothing collections). You record the order amount, currency, and payment deadlines to control future financial obligations.

• Calculating purchase prices from retail prices. If you work under the «recommended retail price minus a percentage» scheme, you can use the «Purchase Price Calculation» mode. You enter the percentage, and the program automatically calculates the purchase price based on the retail price.

• Additional costs in cost of goods. In the goods receipt invoice, you can break down not only the product price but also overhead costs (delivery, customs clearance). The program allows you to choose how to account for them: include them in the cost (increases the accounting cost) or record them as a separate expense that does not affect the shelf price but reduces net profit.

10. Error fixing and reallocation

• Error diagnostics (Opening stock items). If at the start you entered goods as «Opening Stock» (without linking to a supplier) and later decided to tidy up, the «Error Diagnostics» mode allows you to automatically reallocate these goods to specific suppliers. This fixes profitability analytics by brands.

• Purchase price adjustment. Allows you to change purchase prices in bulk in already closed invoices (for example, if the supplier provided a retroactive discount or an operator made a mistake).

• Merging cards. If you accidentally created a duplicate supplier, you can merge them into one card while preserving the settlement history.

11. Advanced batch analytics (Batch Tracking)

• Goods delivery directory (Batches). You can combine several goods receipt invoices into one «Delivery Batch» (for example, «Container from China for February»). This allows you to analyze profitability not by individual invoices but by the entire batch.

• Batch movement analysis. A detailed report that shows the full lifecycle of a specific delivery: when it arrived, how much was sold, how much was returned, the current stock of that batch, and the revenue from it.

12. Documentation

• Quality certificates. In the product card, you can attach quality certificates with an expiration date. This makes it possible to control which goods have valid documents from the supplier and where the срок is nearing its end.

• Defect return. A separate procedure for writing off defective goods and returning them to the supplier. This differs from a regular return because it records the fact of low-quality products for further negotiations.

13. Additional capabilities

• Multi-currency accounting. Ability to link purchase prices to exchange rates. When the rate changes, you can automatically recalculate costs and retail prices.

• Invoice transfer. The function for transferring goods between goods receipt invoices allows you to correct accounting errors if goods were received under the wrong supplier.

These tools make it possible to fully control the entire cycle of interaction with suppliers: from purchase planning to full financial settlement and profitability analysis of cooperation.