How to find the cause of negative balances and track deleted documents

Diagnosing accounting discrepancies in Torgsoft: how to use «Product Movement», «Warehouse Document Register», and «Document Change Log»

In day-to-day trading and inventory accounting, it is often necessary to determine why the actual stock quantities do not match the data in the program. These control tools help monitor staff actions, identify incorrect operations, and maintain the accuracy of financial and inventory data. 

Business owners most often ask technical support specialists the following questions: why the product quantity shown in the movement history does not match the current warehouse balance, where the product went after a period was closed, why negative stock values appear, how to see who edited invoices and at what time, and where to find a deleted document. 

Torgsoft provides three main tools for resolving these issues and identifying the causes of discrepancies. They allow users to track the complete lifecycle of a product and the actions performed by all users.

«Product Movement»: checking the chain of active documents 

The «Product Movement» tool (available under Warehouse — Product Movement) displays the complete movement history of a specific product for a selected period. This mode shows active warehouse documents that actually affected the product quantity at the current accounting center. The user can view a detailed inventory record containing the document date and time, invoice number, document type (receipt, sale, return, or internal transfer), as well as the «Receipt», «Outflow», and current «Balance» columns after each completed operation.

When a business owner needs to determine why negative stock values appeared, the product movement history can show that the product was sold before its actual quantity was entered in a goods receipt invoice.

The user can also check the selling price and the source of the cost price at the time of the operation. This tool works exclusively with documents that currently exist in the system and shows the mathematical logic behind changes in the stock balance.

If a document was deleted or its date was changed to a future date, it will not affect the current balance correctly. This can be identified by comparing this report with the actual warehouse stock.

«Warehouse Document Register»: checking the availability and status of invoices 

While «Product Movement» shows the history of one product item, the «Warehouse Document Register» (Warehouse — Warehouse Document Register) displays all active warehouse documents for a selected period and accounting center. It allows users to view all types of invoices at the same time: goods receipt invoices, internal transfers (incoming and outgoing), sales, customer returns, write-offs, returns of goods to suppliers, and defective goods.

This tool allows users to quickly find the required invoice, check its contents by clicking the «Product» button, and confirm that the document physically exists in the system. If a business owner is looking for the cause of discrepancies during document conversion, the register can be used to check whether an internal transfer was successfully converted into the corresponding outgoing and incoming documents and whether duplicate invoices were created because of system failures.

«Document Change Log»: tracking changes, deletions, and users 

The «Document Change Log» (File — Document Change Log) is used to determine why documents disappeared or were edited without authorization.

Business owners regularly ask where they can see who edited an invoice. This log is designed to record all changes made to warehouse and financial documents and identifies the user responsible for each change. To allow the tool to collect data, the «Keep a document change log» setting must be enabled in the program access settings.

The «Full List» tab in the log displays information about products that were added to, changed in, or deleted from a document. When a product is deleted from an invoice, the system records its parameters at the time of deletion, including its quantity, purchase price, and selling price. The «Changed by» column clearly shows the name of the employee or program user who changed or deleted the document. For example, if a customer reports that a product disappeared from the warehouse and the document is not present in the register, the change log can contain an exact record showing that the invoice was manually deleted by a specific user at a specific time. The log also allows users to track customer changes in sales and return documents.

Comprehensive procedure for checking discrepancies 

When the product quantity shown in the movement history does not match the current warehouse balance, a comprehensive approach should be used:

1. First, open «Product Movement» to confirm the calculated balance for a specific product by checking all receipts and outflows.

2. If suspicious operations or missing data are found in the movement history, open the «Warehouse Document Register» to check whether the corresponding invoices exist and verify their status. Document conversions are also checked here: the product quantity in the converted incoming invoice should match the quantity in the outgoing invoice.

3. If the invoice is missing from the register or its data has been changed, open the «Document Change Log». After selecting the required period and document type, users can determine who deleted the document, changed the product quantity, or edited the price after the operation was completed.

4. If the product movement is correct and no documents were deleted, but the warehouse balance still differs, especially after periods were closed, the most likely cause is incorrectly generated system control points for the closed period. In this case, the warehouse balance must be recalculated and the control points recreated from the bottom up.

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