Where to find surpluses, shortages, and documents after closing an inventory statement
After inventory “nothing happened”: where to find the results of closing the inventory sheet
If nothing visually changed after clicking the «Close inventory sheet» button in inventory, this does not mean that the program did not work. In Torgsoft, inventory results are recorded not through separate bright notifications, but through automatically created warehouse documents: surpluses are posted as receipts, and shortages are written off. Therefore, after closing the inventory sheet, it is important to know exactly which registers contain these documents and how to check that the inventory was completed correctly.
After closing the inventory sheet, you should not assume there is an error only because the program did not show a separate message about write-off or goods receipt. First, check whether the inventory sheet is actually closed, whether there were discrepancies between the physical count and accounting data, and whether automatically created documents appeared in the Receipt List and Expense List. If the sheet was closed by mistake, the closing must be canceled immediately, before there is any new movement for these goods. If the situation is unclear or the amounts after inventory do not match, it is better to contact technical support.
What the problem looks like after closing the inventory sheet
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«I counted the goods, clicked "Close inventory sheet", but visually nothing happened. Where are the results?»
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«After inventory, the shortage was not written off from the warehouse».
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«Where can I now see which goods were added as surplus and which were written off?»
How to understand that the inventory sheet is closed but the result is unclear
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You completed the count manually, with a scanner, or with a data collection terminal, and clicked Close inventory sheet.
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No bright notifications about write-off or goods receipt appeared on the screen.
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You do not know in which exact menu sections the program recorded the found surpluses and shortages.
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The balances in the «Warehouse Status» form changed, but it is unclear which documents confirm this.
Why it may seem that nothing happened after inventory
The feeling that «nothing happened» appears due to a lack of understanding of Torgsoft automatic processes. The program performs all adjustments in the background so as not to overload the user with extra manual operations.
Reason A. The program creates documents automatically and without separate notifications
Closing the inventory sheet is not just a status change. When the button is clicked, the program compares your count with what was in the database. When the inventory sheet is closed, two types of warehouse documents are created automatically: a receipt document for goods with surplus and a write-off document for goods with shortages.
Reason B. No discrepancies
If your physical count perfectly matched the accounting quantity in the program, Torgsoft will not create any adjusting write-off or receipt documents after closing the inventory sheet. The program simply has nothing to adjust.
Reason C. The inventory sheet is not actually closed
Sometimes users only scan the goods and stop there, forgetting to click the final Close inventory sheet button. Until this button is clicked, the stock quantity will not change and documents will not be created.
Action algorithm: how to find inventory results step by step
To see what exactly the program did after closing the inventory sheet, follow these steps:
1. Check whether a Write-off Act was created (Shortage)
All goods that were missing during inventory are written off automatically by the program.
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Go to the main menu item Warehouse → Expense List.
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Set the filter by the inventory sheet closing date.
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In the «Document type» field, select Write-off.
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You will see the automatically created write-off document. The lower part of the window will display the list of goods that were missing.
2. Check whether a Receipt Invoice was created (Surplus)
All goods that turned out to be extra are automatically posted as receipts by the program so that they appear in stock.
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Go to the main menu item Warehouse → Receipt List.
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Set the filter by the inventory date.
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Find the receipt invoice. In the inventory receipt, the goods are assigned to a system supplier called: INVENTORY RECEIPT.
Important nuance: in this receipt, the price for the found goods is automatically set as the last cost of its purchase (purchase price + additional cost).
3. Be sure to recalculate cost
After closing the inventory sheet and automatically creating receipts and write-offs, you need to update the financial analytics.
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Go to Analysis → Period or to the Warehouse Status form and click Recalculate cost. If this is not done, the cost of found surpluses or general analytics may display incorrectly.
4. What to do if the inventory sheet was closed accidentally or with an error?
If you closed the inventory sheet but realized that you made a mistake:
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Find the closed inventory sheet and click the Cancel closing button.
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The program will automatically delete the created adjusting warehouse documents (receipts and write-offs).
Attention: this can only be done immediately after closing. If some time has passed and there has already been movement for these goods, for example something was sold, canceling the closing will be impossible. In this case, you will need to create a new inventory sheet for the problem items.
How to check that the inventory was completed correctly
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Open Warehouse → Warehouse Status and check the quantity of the goods that took part in the inventory. It must exactly match the quantity you entered or scanned during the count.
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The «Receipt List» and «Expense List» contain documents whose amounts and quantities match the results of the discrepancies in your inventory.
What is important to remember after closing the inventory sheet
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"Close inventory sheet" is an active action that gives the program the command: "Bring the warehouse into line with my count".
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The program does not show write-offs or receipts in bright windows, but quietly creates system documents in the Receipt List (surpluses) and Expense List (shortages).
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Always recalculate cost after closing inventory so that financial reports and profitability analytics work correctly.
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If an error occurred, cancel the closing immediately, before the store starts selling the inventoried goods again.
Frequently Asked Questions
Closing a statement is an active action that forces the program to bring the balances in the warehouse in line with your actual count. At the moment the button is pressed, the program compares the entered quantity with the one that was in the database and automatically creates adjusting documents: a receipt for goods with a surplus and a write-off act for goods with a shortage. The quantity of goods in the warehouse then begins to correspond exactly to the fact.
The feeling that nothing happened arises because Torgsoft performs all adjustments in the background, without showing separate bright pop-ups about successful write-off. Documents are created “silently” in the corresponding registers. In addition, if your count perfectly coincides with the program’s accounting data, the system simply has nothing to balance, and the write-off or posting adjusting documents are not created at all.
The program automatically places goods that are found to be surplus (surplus) on the receipt, assigning them to the system supplier "INCOME FROM INVENTORY". In these receipts, the price of the found goods is entered as the last cost of its purchase. Goods that are not enough (shortage) are recorded in automatically created write-off acts that are associated with your inventory list.
To find the results of posting surpluses, go to the main menu "Warehouse" → "List of receipts". There will be invoices from the system supplier of the inventory. Acts of writing off shortages are located in the menu item "Warehouse" → "List of expenses". For a quick search in these forms, you can set a filter in the "Document type" field (Income or Write-off) and select the date of the inventory.
Yes, if you closed the inventory, but immediately noticed an error, you can click the "Cancel closing" button. The program will automatically delete all created corrective warehouse documents (write-offs and receipts), and you can continue editing the calculations. Important: this can only be done immediately after closing. If after that there was already a movement for the inventoried goods (for example, a sale or transfer), it will not be possible to cancel the closing.
If time has passed and the goods have already recorded movement, it will not be possible to cancel the closing of the old inventory. In this case, the best solution is to create a new inventory statement exclusively for those problematic product positions where an error was made. You simply enter the correct actual quantity, and the program creates new adjustment documents to balance the balances.
This most often happens if the cost of the liquidation act and the inventory results were not calculated (especially if the program or application server was accidentally closed during the calculation). The situation is resolved by the "Recalculate amounts" button in the statement itself or by a general recalculation of the cost of goods. Also, the shortage amount can be covered by reassortment - when the shortage of one color or size is covered by an excess of another of the same model. In this case, the shortage amount is calculated as the difference between the total amount of write-offs and the reassortment amount and cannot be less than zero.
In the receipt from the inventory, the price of the product is taken as the last cost of its purchase (purchase price plus the additional cost of the product). If there were system errors in the old invoices before (for example, the cashier accidentally scanned a barcode instead of the price or quantity), the cost will be calculated incorrectly and the amounts will be abnormal. In addition, immediately after closing the statement, it is imperative to recalculate the cost price, otherwise a zero price may temporarily be displayed in the inventory receipt.
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07.05.2026
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