How to control prices and quantities when posting goods

Receipt price control: how to avoid manual errors and protect your margin

If you need to reduce pricing errors during goods receipt, check the actual received goods, and prevent changes to already verified documents, Torgsoft has several separate tools for this. They help automatically fill in prices for existing assortment items, control revaluation, verify the quantity of goods during acceptance, and record who exactly checked the invoice.

1. How to automatically fill in prices when receiving goods

Entering goods is a process where mechanical errors occur most often: typos, incorrect markup, and so on. To avoid manual price entry for products that are already in the assortment, the "Search prices" function is used.

• How does it work? If this switch is enabled directly in the product card in goods receipt mode, the program will automatically enter the latest purchase and retail prices for the selected product, provided that this product has already been recorded in inventory before.

• Solving common issues. Users often face a situation where the purchase price is not filled in when receiving goods in the product card and is displayed as 0. Most often, the reason is that the "Search prices" checkbox is disabled; enabling it immediately solves the problem.

• Saving prices. There is another useful switch nearby — "Save prices". When enabled, the program will automatically remember the prices of the previous product and apply them to the next product added to the invoice. This significantly speeds up work if you are receiving similar goods with the same cost.

2. How to enable a warning about product revaluation during goods receipt

A change in the purchase price often requires reviewing the retail price. However, an accidental price change during goods receipt may change the value of all available stock in the warehouse without the owner knowing.

To avoid this, you need to activate the "Warn about product revaluation during goods receipt" setting. You can find it here: Settings — Parameters — Accounting.

• How it works. When the switch is active, if a user changes the retail price of a product during goods receipt, a special warning will appear on the screen. The program will inform the user that this change will affect the price of the same product that was already in stock.

• Timely printing of new price tags. If the label printing function is enabled during goods receipt, the revaluation warning window will offer you to choose exactly how many updated price tags should be printed: only for the quantity in the current invoice, for the received quantity and all balances in the current warehouse, or for the received quantity and balances in all warehouses of the chain. This ensures that outdated prices do not remain on store shelves and that you do not lose margin by selling at an old price.

3. How to check receipt invoices by quantity and amounts

When goods physically arrive at the store, their quantity and amounts must be strictly verified. For this, the "Receipt invoice verification" mode is used: Warehouse — Receipt invoice register. It is used to check documents by amounts and quantities and to prevent further editing.

• Verification process. The most efficient way to perform control is with a barcode scanner. If the "Request quantity" setting is activated, after each barcode scan, the program will open a window for manually entering the actually counted quantity of goods.

• Discrepancy control. If scanning shows that the actual quantity of goods is smaller or larger than stated in the invoice, the program will highlight such items in red or blue, and from the Report  menu, you will be able to print a “Discrepancy report”.

• Document locking: protection against manipulation. After the invoice has been checked, it must be marked in the receipt invoice register as "Control completed”. A receipt invoice with this mark cannot be opened for editing or changed retroactively.

• Personal responsibility. In the receipt invoice register, the Controller column permanently records the name of the program user who performed the verification and set the "Control completed" mark. Only a user with the appropriate administrator rights can cancel this control.