Level 3 Checkpoints and Warehouses: Why “Warehouse Status” and “Goods Movement” Don’t Match

Checkpoints and Level 3 Warehouses in Torgsoft: Why Discrepancies Occur Between «Warehouse Status» and «Product Movement» and How to Resolve Them

In the day-to-day operation of retail and wholesale businesses, accurate stock records are essential for making management decisions, placing orders, and monitoring staff. Torgsoft provides powerful monitoring tools: the «Warehouse Status» form for quickly checking stock availability and «Product Movement» for detailed analysis of every transaction. However, business owners often encounter questions such as:

The answers to these questions most often lie in how checkpoints work, how technical Level 3 warehouses function, and how program filters are used.

1. Checkpoints and the consequences of incorrectly closing a period

To ensure high system performance when generating reports and opening «Warehouse Status», Torgsoft uses a static warehouse calculation method. When you close or lock a specific period (month) in the «Analysis» — «Period» menu, the program automatically creates a checkpoint.

A checkpoint is a kind of «snapshot» of the database that records the quantity and cost of products at the moment the period is closed. When calculating warehouse stock, the program takes the checkpoint value from the previous period and adds only new documents to it. This significantly speeds up operation but also involves certain risks:

• Closing a period during active work. If a period is closed while retail locations are actively working and processing documents, the checkpoint may record incorrect data. As a result, products may simply «disappear» from the «Warehouse Status» form.

• Changes in a closed period. If users somehow manage to modify or delete documents in an already closed period without officially reopening and closing it again (for example, by cancelling an internal transfer or changing the date of a receipt invoice to a closed month), the checkpoint is not updated automatically.

• Data discrepancy. In such situations, the «Product Movement» form (or warehouse stock card) will show the correct quantity because it is calculated based on each individual document, while «Warehouse Status» will display incorrect data based on a «broken» checkpoint.

2. Level 3 warehouses: reserve and technical warehouses

Another reason for discrepancies is a misunderstanding of the warehouse structure in Torgsoft. In addition to standard accounting centers (stores or warehouses), there are Level 3 warehouses. They are created automatically by the program when certain modes are used and are not recommended to be created manually.

Level 3 warehouses include:

• Temporary Storage Warehouse (Reserve). When a customer orders a product (for example, in the «Sales with Invoice Issuing» mode) and the product is reserved, the system automatically creates internal transfer invoices to a Level 3 warehouse. From the perspective of computerized inventory records, this product is no longer located in the store's main warehouse.

• Goods in Transit. Used when transferring products between stores. Until the product is received at the destination location, it remains in a technical Level 3 warehouse.

• Collateral Goods Warehouse. Created for specific transactions involving collateral.

If a salesperson checks the stock of the main accounting center, they will not see the reserved product because it has been moved to a Level 3 warehouse. If the owner views «All Warehouses» without understanding this hierarchy, they may see the total quantity but not understand why the product cannot be sold. In addition, when comparing the average cost of stock in reports (for example, «Sales Analysis by Product Type») with the data in «Warehouse Status», Level 3 warehouses must be excluded; otherwise, the figures will not match.

3. The role of the «Including Subgroups» filter

To display information correctly in reports (for example, in the «Quantity Turnover Statement» or «Product Movement»), it is essential to configure the accounting center filter correctly.

When you open the «Accounting Center» filter, you see the hierarchy of your stores. If you enable the «Including Subgroups» option, then when selecting a Level 2 accounting center (your main store), the program will automatically select its subordinate Level 3 warehouses as well (reserves, goods in transit, etc.).

If this option is not enabled, you will see product movement and stock balances only for the main warehouse. Products that have been moved to reserve or remain in «in transit» status will not be included in the report, creating the impression of a discrepancy between the overall warehouse status and product movement.

4. Verification and recalculation procedure for resolving discrepancies

If business owners encounter discrepancies or products disappearing from stock records, Torgsoft technical support recommends following a clear sequence of actions:

This is the first and simplest action. Go to «Warehouse» — «Warehouse Status» — click «Recalculate Quantity» — «Recalculate Product Quantities in All Warehouses». If the issue was caused by a temporary display error, the products will appear again.

If a standard recalculation does not help and the discrepancy started after a closed period, the issue may be related to checkpoints. Go to «Analysis» — «Period». Next to closed periods, there is a warehouse status icon — this is the checkpoint. The checkpoints must be recreated using the «Create Checkpoint» action. This must be done from bottom to top, in chronological order from the oldest closed period to the most recent one.

Sometimes a checkpoint may remain in an open period (for example, if the period was reopened by mistake but the checkpoint was not deleted). In this case, changes to documents will not affect the warehouse status. You need to lock or close this period, recalculate the quantities, and reopen it again if necessary.

If the previous actions do not help, open «Warehouse» — «Product Movement» — «Product Warehouse Stock Card» for the affected item. This report shows the full history: every receipt, sale, and internal transfer. Look for sales resulting in negative stock, incorrect document dates (for example, the year 1899), or transfers that remain «stuck» in Level 3 warehouses.

To avoid similar issues in the future, before closing each month it is strongly recommended to check for negative stock balances in the «Period» form using the «Print Negative Stock Balances for the Period» button. All negative balances should be corrected through inventory taking on the last day of the month, and only then should the period be closed.

Following these rules helps ensure that «Warehouse Status» and the actual «Product Movement» remain synchronized and that computerized inventory records reflect the actual state of your business.