The «Return Goods to Supplier» mode in Torgsoft is designed to process the transfer of slow-moving, defective or unsold goods back to the supplier in order to adjust mutual settlements, that is, the goods-and-money balance, and write off stock balances from the warehouse.
Entrepreneurs sometimes contact technical support with the following situation: when trying to return goods that are physically on the shelf, the program displays a warning that this item was not supplied by this counterparty, or the item simply cannot be added to the return statement. This usually happens with items that previously took part in an inventory count, where a shortage was recorded first and then a surplus, or vice versa, because of which the system «loses» the original supplier.
Below is a complete explanation of why this happens, how the program logic works and how to process such a return correctly.
Why does the link between the item and the supplier disappear?
In an ideal situation, the program clearly tracks the movement of each item from the moment it is received until it is sold or returned, based on batch accounting or FIFO. However, inventory changes this chain.
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How inventory works. When you carry out a recount and find a surplus of goods, where the actual quantity is higher than in accounting, after closing the inventory statement the program automatically creates an incoming document for this difference.
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System counterparty. This automatic receipt is not created from your real supplier, but from a system counterparty called — «INCOMING FROM INVENTORY».
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Loss of «memory». Since the goods were physically received as a find during inventory, the program links them to this system counterparty. Accordingly, Torgsoft loses the memory of which real supplier originally supplied this item.
That is why, when you open the «Return Goods to Supplier» document, select your real partner and scan the barcode of this item, the program blocks the action or displays a warning, because according to its data you did not receive this item from that supplier, but «found» it during the inventory recount.
How to process the return of such goods correctly?
If you are 100% sure that the item found after inventory really belongs to a specific supplier and you have agreed on its return, you need to bypass the standard program check. This can be done by manually selecting the item.
Step-by-step procedure:
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Go to the Document — Return Goods to Supplier menu and create a new return document.
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Specify the real supplier to whom you are returning the goods and select the currency.
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Do not scan the item in the usual way. Instead, use the «Select from warehouse» button or «Select from the list of supplies».
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If you use selection from the list of supplies, you need to find and select this item specifically from the supply created by the system counterparty «Incoming from inventory».
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If the program displays a warning that the item was not supplied by this supplier, you will still be able to forcibly add it to the document by confirming your action.
Impact on mutual settlements, or balance with the partner
When returning goods in this way, it is important to understand the financial consequences:
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When the goods were received from the system counterparty «INCOMING FROM INVENTORY», the program did not accrue a debt to your real supplier, because mutual settlements with system suppliers are not maintained.
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However, when you forcibly return this item to the real supplier, the amount of your debt to that supplier in the program will decrease by the return amount.
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Be sure to check the balance status. To calculate the current debt directly in the supplier return form, click the «Calculate debt» button. This action calculates the balance instantly and does not slow down the system when creating the document.
Tip to avoid such situations: entrepreneurs should be very careful with inventory processes. If an item disappeared, was written off through inventory, and then appeared again, this breaks the logic of batch accounting and cost calculation. If you found an error in receipt, such as the wrong item or the wrong quantity, it is better to correct the incoming invoice itself or process an official return of defective goods or wrong assortment, instead of trying to «align» stock balances through constant inventory counts. This will preserve transparent mutual settlements and correct sales analytics.
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