Cost recalculation: automatically according to schedule or manually?

Trade automation expert at Torgsoft

If, after changes in receipt or expense documents, you need to update the cost of goods in Torgsoft, it is important to choose the correct type of recalculation. In simple cases, a targeted recalculation for selected products on the «Stock status» form is enough, while changes that affect a period, calculation method, or financial reporting require a full recalculation for the period or an automatic night task.

Before starting a full cost recalculation, it is important to understand whether the problem really concerns the entire period, rather than individual products or a single document. A global recalculation is resource-intensive, may affect program performance while users are working, and often needs to be run outside working hours. If you changed the cost calculation method, documents from previous periods, or performed service actions with the database, you should proceed carefully. If you are not sure which recalculation option is needed in your situation, it is better to contact technical support.

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When is manual recalculation for selected products enough?

Manual cost recalculation can be started on the «Warehouse» – «Stock status» form by clicking the «Recalculate cost» button. In this mode, you can choose recalculation «for selected products».

This targeted recalculation is sufficient and appropriate in the following cases:

Correcting errors in specific receipt invoices. If you found an incorrect purchase price or an incorrectly entered quantity, for example, a barcode was scanned instead of the quantity, and corrected it in the document, it is enough to recalculate the cost only for this product.
After inventory for individual items. If you adjusted negative or zero balances for specific products through an inventory statement, it is worth recalculating the cost for them separately.
Saving time and system resources. Recalculating cost for all products in the database may significantly reduce program performance during multi-user operation. Therefore, during working hours, to quickly get an up-to-date cost, it is better to select specific products and force the cost calculation only for them.

Note: if you choose recalculation «for all products» on the «Stock status» form, the program will recalculate the cost only for those items that had movement: receipt, sale, or return, after the last recalculation in the current period.

When is a full recalculation of closed periods needed?

A full recalculation of product cost for a period is performed through the menu item «Analysis» – «Period» using the «Recalculate cost by PRODUCTS» button.

Such a global recalculation is required in the following situations:

At the beginning of a new month or period. Due to the specifics of Torgsoft, when the 1st day of a new month comes and a new period is created, the values in the «Cost» column on the «Stock status» form disappear. To make them appear, you need to recalculate the cost.
Changing the cost calculation method. If you decide to change the accounting method, for example, switch from «Last purchase price» to «By delivery batches with internal transfers taken into account», you need to perform a global recalculation for all open or required periods so that the data is updated according to the new algorithm.
After service operations with the database. If you performed the action «Clear product movement information and recalculate cost», for example, after deleting statistics of closed periods or to eliminate global accounting errors, the system needs a full recalculation.
Making changes to documents from previous periods. If you changed data in expense or receipt documents for a previous but open period, to correctly fill in the cost in these documents, you need to go to «Analysis» - «Period» and recalculate it for that previous period.
Before preparing monthly reports. For financial reports, such as profit and profitability, to show correct data, it is always advisable to perform a full recalculation before generating them.

Important: since full recalculation is resource-intensive, the developers recommend running it outside working hours. If the calculation takes several hours and interferes with store operations, it can be interrupted, through Task Manager or the cancel button, and started again in the evening — the program will continue the calculation from where it stopped, as the progress is saved.

How to set up automatic night tasks?

How to set up automatic night tasks

To avoid routine work and situations when the cost disappears on the morning of the 1st day of the month, it is recommended to set up automatic recalculation at night.

Setup steps:

Go to the menu item «Settings» – «Scheduled tasks».
Open the «Cost calculation» tab and click the «Add» button.
In the window that appears, fill in the following parameters:

Start time: specify a night time when no one is working in the program, for example, 01:00.
Execution type: choose Every day.
Task active: check the box to enable task execution.

Pay attention to the parameter «Update indexes and statistics, restore HID». This function speeds up complex processes before cost calculation. You can choose: «Restore and reorganize...», «Recreate...», or «Do not perform».

Nuance: if your database is approaching the 10 GB limit for the free SQL Server Express version, recreating indexes may cause an out-of-memory error, which will stop the cost recalculation. In this case, it is worth disabling this option or optimizing the database.

Conditions for successful execution of the night task:

The computer or server where Torgsoft is installed must run around the clock (24/7).
The application server service (Torgsoftservice) must be active.
Make sure that automatic server restart is not scheduled for the time when the task is running. For example, if cost is calculated from 01:00, do not schedule the PC restart for this time; it is better to move it to a time after the recalculation is fully completed.

Comparison of three cost recalculation methods in Torgsoft

Criterion	Manual: for selected products	Full: by period	Automatic: night scheduled task
Where is it started?	Form «Warehouse» – «Stock status».	Form «Analysis» – «Period».	«Settings» – «Scheduled tasks».
When to use?	Targeted correction of errors in invoices, after inventory of individual items, to get the current cost «here and now».	Changing the calculation method, changes in documents from previous periods, before preparing financial reports.	For daily maintenance of up-to-date cost, especially to avoid it being reset on the 1st day of a new month.
Impact on system performance	Minimal. Quickly processes selected products and does not interfere with multi-user store operation.	Maximum. A resource-intensive process that greatly slows down the program.	None, if configured for night time when no one is working in the database.
Features and nuances	Forcibly calculates cost only for selected products.	If the calculation takes a long time, it can be interrupted and continued later from the same point, as the progress is saved.	The server must run 24/7. For large databases up to 10 GB, it is better to disable the index recreation option to avoid out-of-memory errors.

Brief conclusion: during working hours, use manual targeted recalculation for speed; for global analytics and algorithm changes, use full period recalculation, preferably in the evening; and to reduce routine work, set up automatic night tasks.

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