Format for tracking inventory stocks: opening balances, internal transfers, and document notes

In Torgsoft, the Inventory Record Form is generated based on warehouse accounting data: opening balances and inventory movement documents.

To obtain correct data, you need to specify the accounting start date, accounting center, and company correctly, as well as check the warehouse documents. Special attention should be paid to situations where one retail outlet is managed through several accounting centers or goods are transferred between them.

How to open the Inventory Record Form

After activating the additional option, go to: Settings → Parameters → Additional options → Inventory Record Form. Enable the «Use for the current workplace» parameter and save the settings.

To work with the document, open: Warehouse → Inventory Record Form. In the form, you can set the accounting start date, select the accounting center and company, view documents and the goods included in them, and generate a printable form.

How Torgsoft calculates opening balances

The first parameter you need to specify is the «Accounting start date».

After selecting the date, Torgsoft calculates the inventory balance as of that date. The «Opening balances» row appears in the table.

In the «Goods receipt amount» column, the program shows the total cost of the goods that were in stock on the selected date.

For example, an entrepreneur starts maintaining the form from September 1. On that date, the store already has goods that were previously entered into Torgsoft. The program will determine their balance and calculate the total amount at cost.

Subsequent receipts, write-offs, returns, and other warehouse operations will be displayed as separate documents.

Why the «Opening balances» row may be empty

If the «Opening balances» row is missing or its amount is zero, check the data for the selected date.

Torgsoft Help specifies two main reasons:

• there is no inventory balance in the program as of that date;

• the goods do not have a calculated cost.

In the second case, you need to recalculate the cost and then regenerate the form data.

You can check the composition of the opening balances directly in the form. Select the «Opening balances» row and use the «Product» action. Torgsoft will show the list of goods included in the calculation.

How negative balances are taken into account

The form includes the «Include negative product balances» setting.

If it is enabled, when calculating opening balances, Torgsoft will include goods that have a negative quantity as of the accounting start date. This changes the total opening balance amount.

If the opening balance amount raises questions, check this parameter and the negative balances in warehouse accounting.

Services are not included in the amount calculations in the Inventory Record Form.

One retail outlet may have several accounting centers

In Torgsoft, one physical retail outlet can be organized through several accounting centers.

In this case, both centers must be selected in the «Accounting center» filter. Torgsoft will display their data together for this retail outlet.

There is an important feature: internal transfers between accounting centers that are selected in the form at the same time are not displayed.

For example, goods were transferred from the store warehouse to the sales floor of the same store. If both «Warehouse» and «Sales floor» are selected for accounting, the internal transfer document between them will not be displayed in the form.

The quantity of goods is still taken into account within the selected accounting centers.

Why an internal transfer may not be displayed

If you expect to see an internal transfer in the Inventory Record Form, first check the «Accounting center» filter.

If both the sender and the recipient are included in the selected accounting centers of the same retail outlet, Torgsoft does not display the transfer between them. This is the intended logic of the form.

For transfers between different stores, check which accounting centers are selected when generating the data. In each case, the set of centers must correspond to the retail outlet for which the form is maintained.

The internal transfer document itself is stored in Torgsoft as a warehouse document. On the side of the center receiving the goods, the internal transfer is also included among the receipt documents.

If «Goods in transit» is used

The «Goods in transit» mode has its own internal transfer sequence: the goods are first registered as being in transit and then accepted by the receiving center.

If such a transfer is not displayed in the Inventory Record Form as required, check:

• the document date,
• the sending center,
• the receiving center,
• the transfer status, and
• whether the goods were accepted.

A separate statement that the Inventory Record Form always excludes all transfers through third-level warehouses is not described clearly enough in the current Torgsoft Help. Therefore, such behavior should be checked using specific documents and database settings.

How to work with document notes

The Inventory Record Form includes information about the source document: its type, date, number, counterparty, amount, and notes.

The main document details should be entered in the corresponding Torgsoft fields.

For example, for the invoice number provided by the supplier, the receipt document has a separate «Supplier invoice number» field. It can be used later to search for and reconcile the document.

If a warehouse document has a field for an additional note or comment, enter the required information when creating the document. After saving it, refresh the Inventory Record Form and check the «Notes» column in the generated data.

It is advisable to preview the result before printing. This allows you to check which details from a specific document have been included in the form.

If several companies are managed in one database

The form includes a «Company» filter. It is used when accounting for several entrepreneurs or companies is maintained in one Torgsoft database and warehouse documents are linked to the corresponding company.

After selecting a company, Torgsoft generates data based on the documents that belong to it.

It is especially important to check this setting when several entrepreneurs work with the same accounting center.

Which filters to use

The Inventory Record Form also includes the «Document kind», «Product fiscal status», and «Document type» filters.

Torgsoft Help defines them as analytical filters. They change the data displayed in the form, so they should be used for specific analysis. When generating a regular document, check whether any additional analytical filters remain active after previous work.

This is one of the reasons why a user may see fewer documents or different totals than expected.

What to check before printing the form

Before generating the document, check:

1. Accounting start date. The opening balance calculation depends on it.

2. Accounting center. For one retail outlet, select all centers through which its accounting is maintained.

3. Company. Check it if accounting for several entrepreneurs or companies is maintained in the database.

4. Opening balance amount. If necessary, open the contents of the row using the «Product» action.

5. Cost. Missing cost data affects the opening balance amount.

6. «Include negative product balances» parameter. It also affects the opening amount.

7. Analytical filters. Check «Document kind», «Product fiscal status», and «Document type».

8. Document details. Check the date, number, counterparty, and note where applicable.

9. Entrepreneur and retail outlet details. The full name and address details for the printed form are taken from the company, retail network, and accounting center settings.

After checking the data, click «Print». Torgsoft will open a preview of the Inventory Record Form.

If the data in the form does not match what you expected

It is convenient to start checking from the part where the discrepancy occurred.

 For opening balances, check the date, product availability, cost, and the negative balance parameter.

 For an internal transfer, check the selected accounting centers. Transfers between centers included in the same generated retail outlet are not displayed in the form.

 For a missing document, check the company, active filters, document date, and accounting center.

 For details in the printed form, check the company, accounting center, counterparty, and the warehouse document itself.

This allows you to determine which data Torgsoft used to generate a specific row and what needs to be corrected in the source document or form settings.