Stocktaking: statement, counting and closing

Inventory compares the actual quantity of goods with the accounting balances in Torgsoft. After closing the inventory list, the program registers the surpluses, writes off the shortages, and brings the warehouse balances in line with the counting results.

Preparation and list formation

How to enter the actual quantity

A barcode scanner speeds up the count. In its absence, the actual quantity can be entered manually.

What to determine before starting the count

Three scenarios for forming the list

Scenario 1. Entire warehouse

1. Open Warehouse → Warehouse status.
2. Select the accounting center where the inventory is taking place.
3. Clear the product filters so that the table displays the entire warehouse of this accounting center.
4. Select all goods using multi-row selection.
5. Click Add goods to the inventory list.
6. Select an existing open list or create a new one.

Scenario 2. Selected goods

1. Open Warehouse → Warehouse status.
2. Open the product filter using the filter button or the F12 key.
3. Set the required selection, for example, product type, manufacturer, or supplier.
4. Apply the filter and select all found items or only the goods to be checked.
5. Click Add goods to the inventory list.
6. Select an open list or create a new one.

This scenario is suitable for a control inventory of high-risk items, a specific supplier, manufacturer, product group, or an arbitrary set of goods.

Scenario 3. Selected product types

1. Open Document → Inventory list.
2. Click Add.
3. Fill in the list parameters, click Save, and select the created document.
4. Use the Add goods by selected types action.
5. In the selection window, expand the necessary branches of the directory. For the entire structure, you can use the Expand all and Collapse all buttons.
6. Check one or more types and click Select.

Grey marks a type that is already added to the current list. Green marks a type selected for addition. Yellow shows that an inventory has already been created for the type in the specified period using this mode.

The Create separate lists for each product type parameter generates a separate document for each selected type. The type name is automatically recorded in the description field of the corresponding list.

In the Inventory description field, specify the department, product groups, racks, or other information by which the document can be found.

Filters during list formation and verification

Goods that are not in the initial selection

A list can be created empty or supplemented during the count. When creating the document, in the If the product is not found in the list field, determine what to do when an employee scans an item outside the initial list:

• Report an error — the program reports that the product is not in the list and does not add it;
• Add the product to the list — the program adds the found product to the current list after scanning.

The second option is needed if the actual assortment may differ from the initial selection, or if the list is formed gradually based on the goods found on the premises.

Counting goods

Which product locking mode to choose

For a store that continues to operate, the Lock the product after the first scan mode is recommended. After completing the count, set the item status to Count finished. The product will become available for sale again.

Do you need to close the store

The store can continue working. Inventory is conducted in small parts:

1. Create a list for a separate group or department.
2. Select Lock the product after the first scan.
3. Recount a small portion of the goods.
4. Finish counting these items.
5. Move on to the next group.

Goods that are already being counted will be temporarily unavailable for sale. The rest of the assortment will remain available.

How to conduct a "blind" inventory

A "blind" inventory hides the accounting quantity from the employee. This reduces the risk of adjusting the actual result to the program data.

List restrictions for the salesperson.

Open Settings → Parameters → Access and enable the Restrict the inventory list for conducting inventory by a salesperson parameter.

After this, the salesperson:

• does not see the accounting quantity in the list;
• does not see the wholesale price;
• cannot print documents with the inventory results.

The restriction applies to users with the Salesperson role. For a different role, check the assigned permissions separately.

Hiding balances on other forms.

Open Settings → Parameters → Role, select the desired role, and enable Hide stock quantity for the product on inventory. The parameter hides the balance of a product currently in inventory on other forms available to the user.

For counting in the Torgsoft mobile app, additionally enable Lock manual entry. The employee will not be able to open the quantity change form and will only scan the product.

How to enter the actual quantity

The following modes are available in the Product in inventory form:

• Increase quantity — each scan adds one unit;
• Ask for quantity — after scanning, a field for entering the quantity opens;
• Change — the actual quantity is entered manually for the selected product;
• Enter actual product quantity — the program records the quantity and immediately sets the Count finished state.

Physically recount goods with discrepancies once more before closing the list.

Product counting states

For control, filter the product by count state and result:

• product that has not been counted;
• uncounted product that is in stock;
• product for which the count has started;
• product for which the count is finished;
• product with a shortage, surplus, or without discrepancies.

Before closing the list, check the items that were supposed to be recounted and remained in the No count state.

How to monitor employees' actions

The Log button opens all operations in the list. The log shows who scanned the product or changed the quantity and when. The Product log button shows operations only for the selected item.

Check the log if:

• the quantity was changed manually;
• the result differs significantly from the accounting;
• multiple employees worked with the same list;
• you need to find the source of an error.

Counting methods and special modes

Inventory based on a printed list

1. Create a list and add the required goods.
2. Select Print inventory reports → List for manual accounting.
3. Write down the actual quantity on paper.
4. Open Document → Inventory list → Goods inventory.
5. Transfer the actual quantity into the program.
6. Set Count finished for each entered item.

Loading results from a DCT or a CSV file

Torgsoft accepts data generated by a compatible data collection terminal or a program like Barcode Harvester.

1. Create and open a list.
2. If necessary, load the list of goods into the DCT.
3. Perform the scanning.
4. Generate a text or CSV file in the format configured for the respective DCT.
5. In the list, click Work with a data collection terminal → Get information from the terminal.
6. Select the file and verify the loaded quantity.

An Excel file with an arbitrary structure is not a ready-made import file. Data must be prepared in the format expected by the configured DCT or the corresponding application. In the current instructions for Android applications, CSV is used.

How to account for third-level warehouses

Third-level warehouses can account for reserves and other goods temporarily moved from the main warehouse. They remain the property of the enterprise. The standard balance of the main warehouse does not cover them.

When creating a list, check the Consider the quantity of goods in level 3 warehouses parameter.

• If the parameter is enabled, Torgsoft will take into account the balances of the main and subordinate warehouses.
• If the parameter is disabled, only the quantity of the main warehouse will be included in the list.

How to find a product that hasn't been checked for a long time

In the Warehouse → Warehouse status table, enable the Inventory date column and filter the goods by the date of the last recount. This way you can find:

• items that have not been counted for a long time;
• goods without an inventory date;
• balances of one or two units that have not changed for a long time;
• goods with an increased risk of loss.

The date may be updated before the final closure of the list. It confirms that the product was included in the inventory. This fact alone does not prove that the list is closed.

More details on finding a product by the date of the last inventory.

Inventory of seasonal storage boxes

The mode is available if you have the additional Collect goods in a box for seasonal storage feature.

1. In the Invoice type field, select Product in a box.
2. Open the list.
3. Add the required boxes by barcode, article number, or from the list.
4. Count the goods in the boxes.

Goods on the sales floor do not have to be included in such a list.

Inventory by serial numbers

This mode is used for goods with strict warranty accounting: electronics, household appliances, mobile devices, and other goods with unique serial numbers.

During the count, the product item and each serial number are scanned. This allows identifying:

• a missing or extra unit;
• an incorrect serial number;
• a product accounted for in another warehouse.

Closing the list and results

What happens during closing

After clicking Close list, Torgsoft:

1. compares the actual and accounting quantities;
2. creates an incoming invoice for surpluses;
3. creates a write-off report for shortages;
4. brings the warehouse balances in line with the actual quantity.

For surpluses, the price in the automatically created incoming invoice is determined as the last purchase cost: purchase price plus additional product cost.

In current versions, the total sums can be calculated during the next cost recalculation. If a corresponding icon appears next to the list, select the document and click Recalculate sums.

The Recalculate cost price button calculates the cost of all goods and the totals of all lists requiring calculation.

Current instructions for closing a list.

Where to find the created documents

• surpluses are located in Warehouse → List of receipts;
• shortages are located in Warehouse → List of expenditures;
• the number and date of the write-off report are displayed in the list of inventory records.

If there were no discrepancies, the program does not create empty corrective documents.

How the shortage amount is calculated

The Shortage amount column can show 0, even if the program created a write-off report. This happens when write-offs are completely covered by surpluses.

Why the amounts in the list and the report differ

On the Inventory list form, the totals are displayed at cost price. The standard printed report Inventory results forms totals in retail prices. The markup increases the amount in the printed report.

Use the same type of price for comparison. If necessary, the printed report template can be configured to calculate at cost or wholesale price.

Why the amount in the write-off report differs from the amount in the list

The list uses the current cost price from the warehouse status. The write-off report calculates the cost according to the method set in the accounting parameters.

If batch accounting is used, the write-off is linked to incoming invoices on a FIFO basis: goods from the first batch to arrive are written off first. When batches have different purchase prices, the report amount can differ from the current averaged cost in the list.

Compare documents after calculating the cost price and taking into account the configured method of determining it.

More details about the difference in the shortage amount in the list, report, and records.

How to cancel the closure of a list

If an error is detected immediately after closing:

1. Select the list.
2. Click Cancel closing.
3. The program will delete the automatically created receipts and write-offs.
4. Correct the actual quantity.
5. Close the list again.

Errors and work recovery

Arithmetic overflow error or conversion to int type

The most common reason is that a barcode was scanned into the Quantity field. The program receives a multi-digit number, for example, 4820001234567, which cannot be used correctly in calculations.

1. Check the actual quantity column.
2. Find an abnormally large value resembling a barcode.
3. Replace it with the correct quantity.
4. Repeat the closing or recalculation of sums.

If the list has already entered the List is closing state and does not allow editing data, contact technical support. Do not change the document status and associated invoices manually in the database.

The list remained in the "List is closing" state

This state protects the document from repeated simultaneous closing. If during the calculation the program closed, the computer turned off, or the connection dropped:

1. Restart Torgsoft.
2. Check if the list is closed and whether the icon indicating the need for calculation has appeared.
3. If the list is closed, click Recalculate sums or perform a general calculation of the cost price.
4. If the document remains in the List is closing state for a long time and is unavailable for work, contact technical support.

Do not manually create new receipts or write-offs for compensation until the state of the initial list is verified.

Why write-off reports and incoming invoices were duplicated

In older versions, duplication could occur if a single list was simultaneously closed from different workstations. To prevent this, a blocking state List is closing was added in Torgsoft.

If documents are already duplicated:

• do not delete one of the documents manually;
• stop the movement of goods affected by the problem;
• contact technical support to check the links between the list, receipts, and write-offs;
• update Torgsoft to the current version.

Deleting a visible duplicate without checking the database can leave incorrect balances or cost price.

Checklist before closing

After closing, check the warehouse status and the automatically created receipts and write-offs. Then calculate the total sums and cost price.