How to transfer the nomenclature, balances and prices to the new Torgsoft database

Transferring data to a new Torgsoft database is required only when a separate empty database is being created. For an existing Torgsoft database, use the standard transfer of basic data. For selective transfer, catalog cleanup, or migration from another program, import the initial stock balances from Excel.

If a new store is added to an existing single database, there is no need to transfer the product catalog using files. Create a new accounting center and transfer the product quantities using the «Internal Transfer» document.

If you need to move the same database to another computer together with its entire history, users, and settings, the methods described below are not suitable. In this case, use the separate instructions for moving Torgsoft to another computer.

First, choose the correct scenario

What to do before the transfer

Perform the first import in a test copy, not in the working database.

Before starting, prepare:

• an up-to-date backup of the source database;

• a backup of the empty destination database;

• a separate folder for all transfer files;

• control figures: the number of product cards, total quantity and value of stock balances, and the number of customers;

• a list of data that must be transferred and data that should deliberately remain in the old database.

Before the final import, stop making changes in the source database or record the exact time when the files were generated. Otherwise, sales, receipts, or price changes made later will not be included in the new database.

Use this method when the source is an existing Torgsoft database and the destination is a new empty database. It does not transfer the complete history of inventory and financial documents.

Step 1. Transfer the product type structure

In the old database, open «Inventory Management → Product Type → Save». In the new database, load the file through «Inventory Management → Product Type → Open».

This step recreates the product category tree before product cards and stock balances are loaded.

If the new database already has its own catalog, first check the structure in a test copy to avoid duplicates or incorrect hierarchy.

Step 2. Transfer zero-stock product cards if necessary

The basic data file transfers the current stock status. If you need to preserve product cards with zero stock or services, open «Inventory Management → Full List of Products and Services», select the required items, and save them using the standard «Save» button. In the new database, open this file using the «Open» button.

Do not automatically transfer the entire historical catalog if some items are no longer used. Selective transfer reduces the number of outdated product cards and makes it easier to search for products later.

Step 3. Create the basic data file

In the source database, open «File → Transfer basic data to a new database → Save».

Torgsoft will create a file with the .dm0 extension containing:

• current stock status;

• customers;

• discounts;

• discount policy.

When saving, the program will ask you to select the purchase price for the initial stock balances:

• «Yes» — use the most recent purchase price of the product;

• «No» — use the cost price;

• «Cancel» — stop creating the file.

The most recent purchase price and the calculated cost price may differ. The selected option will affect the valuation of the initial stock balances, so it should be agreed with the person responsible for inventory and financial records.

Step 4. Load the .dm0 file into the new database

In the empty database, open «File → Transfer basic data to a new database → Open».

Before loading, specify how Torgsoft should search for an existing product:

• by name;

• by barcode;

• by manufacturer barcode;

• by internal barcode.

For items that the program does not find, you can choose one of two actions: add the product to the catalog or include it in the list of unmatched products.

For the first check, it is safer to create a list of unmatched products. This allows you to correct differences in names and barcodes before creating new product cards in bulk.

Step 5. Transfer retail and purchase prices

Open «File → Product Prices» in the old database and save the selling and purchase prices separately. Then open the corresponding files in the new database.

Do not treat the transfer of quantities as confirmation that all prices have been transferred correctly. After loading, separately compare the retail, wholesale, and purchase prices for products with different pricing rules.

Step 6. Transfer accumulated customer purchase totals

If a cumulative discount depends on the total amount of purchases, open «File → Customer Purchase Totals → Save» in the old database. The program will create a file with the .cl8 extension.

In the new database, open it through «File → Customer Purchase Totals → Open».

The value will be written to the «Initial amount for discount» field in the customer card. If the field already contains data, it will be replaced.

It is better to load the purchase totals file before new sales begin. If customers have already made purchases in the new database, replacing the initial amount may distort the accumulated total. In this case, a separate reconciliation is required.

Recommended loading sequence

1. Product type directory.

2. Zero-stock product cards and services, if required.

3. Basic data file .dm0.

4. Selling and purchase prices.

5. Customer purchase totals .cl8.

6. Reconciliation of stock, customers, prices, and discounts.

Excel is suitable when you need to:

• transfer only current products;

• clean up the catalog;

• migrate from another inventory management program;

• load data for which there is no standard Torgsoft file.

This type of import creates the initial accounting state. It does not reproduce the history of sales, returns, payments, or other documents.

Step 1. Define the product matching criteria

Before preparing the spreadsheet, determine how Torgsoft will distinguish an existing product card from a new product.

The most reliable criteria are usually:

• manufacturer barcode;

• internal barcode;

• item code;

• a combination of several fields.

The product name should not be used as the only matching criterion if abbreviations, the order of characteristics, spaces, or the language used differ between data sources.

Step 2. Prepare the Excel file

Include only the columns required to create or find a product and establish the initial stock balance:

• product name;

• product type;

• barcode;

• item code;

• quantity;

• purchase price or the agreed valuation of the initial stock balance;

• retail price;

• wholesale price, if used;

• characteristics required to identify the product correctly.

If Torgsoft is the source, the data can be prepared from the warehouse stock view: select the required accounting center, configure the visible columns, filter the products, and export the data to Excel.

For a clean start, positive stock balances are usually transferred. Zero-stock items should be added separately only when necessary.

Negative stock balances should first be checked in the old system. Transferring them does not eliminate the cause of the accounting error.

Step 3. Create the initial stock balances document

In the new database, open «Document → Goods Receipt», create a new document, and enable «Initial Stock Balances».

In this mode, the supplier field is disabled because the document records the products at the start of accounting rather than a new delivery.

In the goods receipt form, click «Import» and select the prepared Excel file.

Step 4. Match the columns and configure the search

In the import form, match the Excel columns with the Torgsoft fields:

• name;

• barcode;

• item code;

• product type;

• quantity;

• purchase price;

• retail and wholesale prices.

Then specify the product search parameters and their priority.

Enable the «Add new product to catalog» switch only after a test import. If the search settings fail to find an existing product card, the program will create a new one. This is how duplicates appear in the catalog.

Step 5. Test different types of products

Import 10–20 items covering different scenarios:

• a product with a manufacturer barcode;

• a product with an internal barcode;

• a product with an item code;

• an item with a color, size, or other characteristics;

• a product with retail and wholesale prices;

• a new item that does not yet exist in the catalog;

• an existing item that must not be duplicated.

After checking the result, delete the test document or restore the test database to its initial state. Correct the import settings and only then load the full file.

How to check the transfer result

The reconciliation should cover more than just the number of rows. Check:

• the number of active product cards;

• the total quantity of products;

• the value of stock balances based on purchase prices or cost price;

• retail, wholesale, and purchase prices;

• product types, manufacturers, and characteristics;

• barcodes and item codes;

• the number of customers;

• initial amounts for cumulative discounts;

• the presence of required zero-stock product cards;

• the absence of duplicates.

After reconciliation, perform a test sale. Make sure that:

• the product can be found by barcode;

• the correct price is applied;

• the quantity is deducted from the correct accounting center;

• the customer discount is calculated as expected.

Do not delete the old database. Keep the source database, transfer files, and backups until the full reconciliation and the control period of working with the new database have been completed.

What these methods do not transfer automatically

The standard basic data file and Excel import are not a full copy of the system.

They are not intended to automatically transfer:

• the entire history of inventory documents;

• the entire history of financial transactions;

• workstation settings;

• equipment;

• PECR;

• program services;

• license.

If you need to preserve the entire system without changing the accounting logic, perform a full transfer of Torgsoft to another computer.

If you need to preserve history from another program, the possibility of migration is assessed separately based on the structure of the source data.

Frequently asked questions