Accounting for F1–F2 during internal transfers: how to check the F1 balance and correct discrepancies

If, after an internal transfer of goods between stores or warehouses, the quantity in «F1 Warehouse Status» does not match the expected value, this does not necessarily mean that the internal transfer was processed incorrectly.

The reason may lie in the specifics of F1–F2 accounting itself: the F1 attribute is assigned when goods are received and is not transferred automatically together with the internal transfer document.

Therefore, after a transfer, you need to check the total stock balance separately from the quantity in «F1 Warehouse Status». If the F1 distribution between accounting centres does not match the required values, it can be adjusted.

How F1 accounting works during an internal transfer

The «F1–F2 Warehouse Accounting» option allows you to separately track the quantity of goods accounted for under the F1 attribute.

In the standard «Warehouse Status», Torgsoft displays the total quantity of goods.

In the form: Warehouse → F1 Warehouse Status a separate quantity of the same product under F1 is displayed.

The F1 attribute is linked to the receipt of goods. When the goods are later transferred between accounting centres using an internal transfer, Torgsoft transfers the quantity of goods, but the internal transfer document itself does not transfer the F1 attribute.

That is why, after such a transfer, the overall warehouse balance may be correct, while the F1 distribution between individual stores or warehouses may require verification.

Example

Store A has 10 units of a product.

In the standard «Warehouse Status»: 10 units.

In «F1 Warehouse Status»: 6 units.

Four units of the product are transferred from Store A to Store B.

The internal transfer will change the total quantity of goods in both stores. However, based on the transfer document itself, Torgsoft does not determine what portion of the four transferred units should be accounted for under F1.

Therefore, after the transfer, you need to check what the F1 quantity should be:

• in Store A;

• in Store B.

If the data in «F1 Warehouse Status» does not match the required distribution, it can be adjusted.

How to check the F1 balance after an internal transfer

First, open the standard: Warehouse → Warehouse Status and check the total quantity of goods in each accounting centre.

If the total stock balance is incorrect, first you need to find the cause of this particular discrepancy: check the internal transfer, receipt and issue documents, and other product operations.

If the total quantity is correct, open: Warehouse → F1 Warehouse Status.

Select the required accounting centre and find the product.

Compare:

1. the total quantity of goods in «Warehouse Status»;

2. the quantity in «F1 Warehouse Status»;

3. internal transfer documents;

4. what the F1 distribution between accounting centres should be after the transfer.

Only after this should you change the F1 quantity manually.

How to determine what F1 quantity should be set

Do not simply make the values in the two forms equal.

The total stock balance and the F1 balance are different indicators.

For example, if a store actually has 15 units of a product, this does not mean that «F1 Warehouse Status» should also show 15.

Before making an adjustment, you need to determine what portion of the current balance should be accounted for under F1 in this particular accounting centre.

To do this, check previous receipts of the product, its movements between stores and any F1 adjustments that have already been made.

How to manually adjust the F1 balance

If, after checking, you have determined the correct quantity:

1. Open Warehouse → F1 Warehouse Status.

2. Select the required accounting centre.

3. Find the product.

4. Select it.

5. Press Ctrl + Shift + Alt + E using the English keyboard layout.

6. The «Change Product Quantity in F1 Warehouse» form will open.

7. Enter the required quantity.

8. Click «Save».

The adjustment changes only the quantity in «F1 Warehouse Status».

The internal transfer, goods receipt and other warehouse documents remain unchanged.

How to check who changed the F1 balance

Torgsoft stores a history of manual adjustments.

In it, you can check:

• the date and time of the change;

• the product;

• the previous quantity;

• the adjustment made;

• the new quantity;

• the user who made the adjustment.

Therefore, if the F1 value changes unexpectedly, it is worth checking the history first: the balance may have been adjusted manually earlier.

If the adjustment was made by mistake, it can be deleted separately with restoration of the previous value.

When you should not adjust F1 immediately

The Ctrl + Shift + Alt + E combination is a tool for correcting a determined balance, not a universal way to eliminate any discrepancy.

Do not change F1 immediately if:

• the total quantity of goods in the standard «Warehouse Status» does not match;

• it is unclear after which document the discrepancy appeared;

• the internal transfer has not yet been completed or accepted;

• the balance was previously adjusted manually, but the reason is unknown;

• it is unclear what the correct F1 quantity should be.

First, you need to find the cause and only then correct the value.

If the F1–F2 option was not used from the beginning of working with the database

The balances should also be checked separately if the «F1–F2 Warehouse Accounting» option was enabled only after a history of product movements had already accumulated in Torgsoft.

The database may contain previous product operations for which an initial F1 status was not previously formed.

Because of this, after starting to use the option, unclear values, including negative ones, may appear in «F1 Warehouse Status».

In this situation, you need to determine the correct initial F1 balance and, if necessary, adjust it manually.

If the discrepancy did not appear after an internal transfer

Internal transfers are not the only situation that should be checked.

F1 calculations may also be affected by workflows where a sale is processed through related documents, including:

• «Sales with Invoice Issuing»;

• «Customer Order»;

• «Customer Order for a Product».

If the discrepancy appeared after such an operation, you need to check the entire chain of documents used to process the sale and shipment of the goods.

In this case, a manual F1 adjustment should also be performed only after the cause has been identified.

What if «F1 Warehouse Status» simply takes a long time to open

This is a different issue.

For «F1 Warehouse Status», Torgsoft provides dynamic and static data collection methods. The static method allows the warehouse status to be generated faster for large databases.

You can check it in: Settings → Parameters → Warehouse → F1 Warehouse Collection Method.

However, changing the collection method does not correct the F1 distribution after an internal transfer.

That is:

• if «F1 Warehouse Status» takes a long time to open — check the collection method;

• if the F1 quantity does not match after a transfer — check the movement of goods and the F1 distribution between accounting centres.

What to do if F1 does not match after an internal transfer

Follow these steps:

1. Check the total quantity of goods in the standard «Warehouse Status».

2. Make sure the internal transfer was processed and completed correctly.

3. Open «F1 Warehouse Status» separately for each required accounting centre.

4. Check the history of previous adjustments.

5. Determine what the correct F1 balance should be in each accounting centre.

6. If a correction is required — adjust the quantity using Ctrl + Shift + Alt + E.

The main point is not to adjust F1 simply because the numbers appear incorrect. First, you need to understand after which operation the discrepancy occurred and what the correct result should be. Then the manual adjustment will correct the F1 balance itself without masking a problem in the warehouse documents.