How to undo inventory close and correct results

How to cancel the closing of an inventory statement and correct the count results in Torgsoft

In the course of retail operations, it is periodically necessary to conduct an inventory count to bring the recorded stock balances in line with the actual quantity of goods on the shelves and in the warehouse. The process is completed by closing the inventory statement, after which the software automatically adjusts the stock balances. 

In practice, however, counting errors often occur, and the statement may be closed with incorrect data. In such situations, the following questions arise: how to return the statement to open status, how to delete an automatically created inventory write-off or goods receipt document, what to do if an incorrect product quantity was entered, why the shortage amount is zero, and what the status "Amounts need to be recalculated" means.

Below is a complete procedure for cancelling a closed statement, correcting errors, and closing it again correctly without making changes to the database.

What happens when an inventory statement is closed 

When you click the "Close statement" button, the software automatically creates two types of adjustment warehouse documents: a goods receipt document for products found in surplus and a write-off document for products with a shortage. The quantity of goods in stock is automatically adjusted to match the specified actual quantity.

Cancelling the closed status of a statement and automatically deleting documents 

If a counting error is detected immediately after the statement is closed, the closing can be cancelled. To do this:

1. Open the list of inventory statements and select the required document.

2. Click the "Cancel closing" button.

After this action, the statement status will change to open. The software will automatically delete all adjustment warehouse documents (goods receipts and write-offs) that were created when this statement was closed.

 Answer to a frequently asked question:

Business owners often try to delete an inventory write-off document manually through the "Expense list" menu, but the software blocks this action because the document was created automatically. The only correct way to delete an inventory write-off or goods receipt document is to use the "Cancel closing" action directly in the inventory statement itself.

Restrictions on cancelling the closing 

You can cancel the closing of a statement only immediately after it has been closed. If some time has passed after the statement was closed and any movement has occurred for the goods included in the inventory count (sale, return, internal transfer), cancelling the closing will no longer be possible. The software will block this action to preserve the integrity of inventory records.

If cancellation is no longer available, you need to create a new inventory statement only for the product items where errors were made and enter their correct actual quantities. After the new statement is closed, the stock balances for these items will be adjusted.

Correcting quantities and resolving amount-related issues

After successfully cancelling the closing, you can reopen the statement (the "Product inventory" button) and edit the data.

1. Find the product with the incorrect data, select it, and click "Edit".

2. Enter the correct actual quantity in the "Quantity in stock" field.

 Answer to the question about the "Amounts need to be recalculated" status:

If the cost price recalculation process was accidentally interrupted during the previous closing of the statement (for example, because the software closed unexpectedly), the statement receives the "Amounts need to be recalculated" status. In this case, click the "Recalculate amounts" or "Recalculate cost price" button in the statement form. This will restore the correct calculation of the totals.

 Answer to the question about a zero shortage amount:

The shortage amount is calculated using the following formula: "Write-off amount" minus "Offsetting amount". Offsetting occurs when there is both a surplus and a shortage of the same product model in different sizes or colours. If the surplus amount fully covers or exceeds the write-off amount, the shortage amount will be zero.

Closing the statement again

After all corrections have been made to the actual product quantities, the statement must be closed again.

1. Click the "Close statement" button.

2. The software will prompt you to calculate the cost price of the liquidation document and the inventory totals. Confirm this action.

3. The software will once again automatically create the correct goods receipt documents (for surpluses) and write-off documents (for shortages), taking the corrected data into account. The quantity of goods in stock will be updated.