Purchase prices in Torgsoft: how to correctly post goods, change prices and avoid mistakes

Working with purchase prices in the Torgsoft software is one of the key stages of accounting. The accuracy of the recorded purchase price directly affects cost, profitability, and the company’s financial result.

In practice, most problems with profit, distorted stock balances, or incorrect amounts in reports arise not because of a “software error,” but because of incorrect stock receipt posting, incorrect invoice settings, or backdated changes made without a subsequent cost recalculation.

In this article, we will cover:

• how to correctly record purchase prices;

• how to change them without damaging accounting;

• which mistakes occur most often;

• how the purchase price differs from cost;

• what to do in complex and non-obvious situations.

1. How the purchase price is recorded in Torgsoft

The purchase price is recorded when creating a goods receipt invoice in the «Document» — «Goods Receipt» mode.

At this stage, the software records:

• at what price the goods were received;

• in which currency they were purchased;

• whether VAT is taken into account;

• what retail price is set.

Manual entry

If you add a new or existing item to the invoice, the supplier’s price must be entered in the product card, in the "Goods Purchase" section, in the «Price in UAH» field.

If the purchase is made in a foreign currency, the price should be entered in the product card, in the "Goods Purchase" section, in the «Price in Currency» field. In this case, Torgsoft will automatically convert it into the national currency at the exchange rate specified in the goods receipt invoice parameters.

This is important because manually entering the price in hryvnias for a foreign currency purchase often leads to errors in cost and supplier settlements.

Automatic price retrieval: «Search for prices»

To avoid entering purchase prices manually for every new receipt of an existing item, you can enable the «Search for prices» toggle in the product card.

In this mode, the software automatically:

• finds the latest purchase price;

• fills in the latest retail price;

• simplifies work with regular deliveries of goods already added to the database.

This reduces the number of manual mistakes and speeds up stock receipt posting.

Import from Excel

If the supplier provides an electronic invoice, it can be uploaded through the «Import Goods» mode.

For correct import, you need to:

• check in which currency the purchase prices are specified in the Excel file from the supplier,

• create a goods receipt invoice in Torgsoft with the correct goods purchase currency specified,

• if the purchase prices in the supplier’s Excel file are in hryvnias, then in the goods import parameters the column with the purchase price must be matched with the "Purchase Price" field and then the goods must be imported,

• if the purchase prices in the supplier’s Excel file are in another currency (not the national one), then in the goods import parameters the column with the purchase price must be matched with the "Purchase Price in Currency" field and then the goods must be imported.

A useful setting in the goods import parameters is «If there is no purchase price, take the supplier’s last purchase price». It helps if the purchase prices in the import file are not filled in or are partially missing for some items.

Specifics of staff access to purchase prices

In many companies, the owner does not want sales staff to see purchase prices. To do this, in the user settings you need to uncheck «Allowed to see purchase prices».

In such a situation, it is important to understand the software logic:

• if a salesperson posts a previously added item to stock;

• and does not have the right to see the purchase price;

• the software will not automatically retrieve the old price;

• instead, it will substitute UAH 0.00.

This is not a malfunction. It is a protection mechanism so that an employee without access rights cannot see the actual purchase price.

A typical workflow in such a case is as follows:

1. the salesperson enters the actual quantity of goods received from the supplier;

2. the owner, merchandiser, or another employee with the required access rights (opening the goods receipt invoice for editing, filling in purchase prices in the product card) opens the invoice later for editing;

3. enters the correct purchase prices for the items in the invoice.

2. Typical mistakes when posting goods to stock

The receipt amount does not match the supplier’s invoice

One of the most common complaints is that the user enters one purchase price, but sees another in the invoice, usually a higher one.

The most common reason is that the «Add VAT to the purchase price of goods» parameter was accidentally enabled in the goods receipt invoice parameters. If the "Add VAT..." checkbox is enabled, the software not only increases the cost, but may also calculate the retail price (markup) based on the purchase cost including VAT. This may lead to a situation where the price tags on the shelf show one price, but Torgsoft processes sales at inflated prices.

What happens next:

• if the supplier’s price already includes VAT;

• and this parameter is enabled in the goods receipt invoice settings;

• the software effectively adds VAT once again to the purchase price entered by the user;

• as a result, the purchase price is artificially increased.

This leads to double VAT accrual and distorts:

• the invoice amount;

• cost;

• profitability;

• future profit.

A barcode was accidentally entered into the price field

This is one of the most dangerous mistakes caused by human error.

The scenario looks like this:

• the cursor is placed in the «Purchase Price» or «Retail Price» field;

• the user scans the product barcode;

• instead of searching for the item, the 13-digit code is written into the purchase/retail price field.

As a result, the item may receive an abnormal 13-digit price.

Consequences:

• an error when recalculating cost or when closing the period, if the 13-digit number was entered as the purchase price.

• incorrect profit, if the 13-digit number was entered as the selling price.

In such a situation, you need to:

1. find the item with the incorrect price;

2. correct the price to the proper one;

3. perform a cost recalculation if an incorrect purchase price was specified.

The old price is not retrieved because of a currency change

Another typical situation: previously, goods were posted to stock in hryvnias, but a new goods receipt invoice is created, for example, in dollars or another currency.

In this case, Torgsoft will not retrieve the old price because it was recorded in a different currency. The field will remain empty, and this is normal from the software’s logic point of view, because in the new currency this item has never before been received into stock.

Errors also occur if an exchange rate of 1 is accidentally specified in the document header. Then the price calculation becomes incorrect, and cost and invoice amounts no longer correspond to reality.

3. How to correctly change or adjust purchase prices

Sometimes the price has already been recorded in the invoice, but it turns out that:

• the supplier changed the terms retroactively;

• an entry mistake was made.

In such cases, it is important not to “rewrite data at random,” but to use the software’s built-in mechanisms.

Method 1: Adjusting a closed invoice

If the invoice has already been activated, use the «Document» — «Purchase Price Adjustment» mode.

Procedure:

1. select the required invoice;

2. click «Set Purchase Price»;

3. specify the new purchase price and click «Save».

After that, you must perform a cost recalculation through Action -> Recalculate Cost.

Method 2: Bulk change through «Inventory Balance Analysis»

If you need to revalue stock balances, especially from a specific supplier, use «Analysis» — «Inventory Balance Analysis».

Then:

1. Select the supplier and purchase currency in the corresponding filters.

2. Set the accounting center for which the purchase price revaluation will be performed.

3. Check the box in the "Group by supplier price" field.

4. Select the appropriate value in the "Take supplier price as" field.

5. If needed, use the Product Filter to select a certain product category.

6. Click the "Refresh" button.

7. Select the required items, or all selected items for which the revaluation will be performed.

8. Click the "Change the purchase price or exchange rate of goods" button.

9. Set the required values in the "What to do", "How to change", "Value", and "Rounding" fields in the form that opens.

10. If necessary, turn off the toggle in the "Change the selling price of goods" field.

11. Click the "Apply" button to apply the purchase price revaluation.

In this case, the software automatically performs two actions:

• creates a supplier return invoice at the old price;

• immediately creates a new goods receipt invoice with the new purchase price.

This is one of the most correct methods for batch accounting, because the price change history is stored properly and stock balances do not “break.”

Method 3: Editing an open invoice

If the invoice has not yet been closed and does not have the «Control completed» status, changes can be made directly.

To do this, you need to:

1. go to «Goods Receipt Invoice Register»;

2. select the required invoice;

3. click «Invoice Contents»;

4. edit the product card, including setting a new purchase price.

This method is suitable only for open documents, when you are sure that goods from this delivery have not yet been sold. If the invoice is already closed, or goods from this batch have already been sold, it is better to use the built-in adjustment mechanisms rather than edit the data manually.

4. Do not confuse «Purchase Price» and «Cost»

This is one of the basic but very important distinctions in Torgsoft.

Purchase price (Supplier Price)

This is the price you directly pay the supplier for the goods themselves.

It is this price that:

• forms the debt to the partner;

• is used in stock receipt posting;

• serves as the basis for further calculations.

Cost (Accounting Price)

This is not just the supplier price. It is a broader concept. Depending on the cost calculation method selected in the "Parameters" form — "Accounting" tab, it may equal the latest purchase price or the average value of purchase prices for stock balances by delivery batches.

The cost may also include VAT and additional expenses from the goods receipt invoice.

Additional expenses may include:

• delivery;

• bank commission;

• the cost of labels;

• other expenses related to a specific batch of goods.

It is the cost that is used to calculate the actual profit. That is, you cannot assess profitability based only on the purchase price if there were additional delivery or supply-related expenses.

Where to enter additional expenses

To see the actual profitability, all additional expenses must be entered on the «Invoice Expenses» tab in the «Goods Receipt» form when posting stock receipts.

Expenses can be:

• distributed automatically across all goods (in proportion to quantity and price);

• or distributed among the goods in the invoice.

After that, the increased amount — that is, the actual cost — will be taken into account in accounting and deducted from the retail price when calculating net profit.

For this, use:

• «Settings» -> «Parameters» -> «Service» tab -> «Clear goods movement information and recalculate cost» button

• or recalculation in a specific report.

If this is not done, profit for past periods will be displayed incorrectly.

For accounting accuracy, technical support also recommends using the «By delivery batches taking internal transfers into account» (FIFO) cost calculation method.

5. Additional complications that are often revealed only in real work

In addition to basic mistakes, there are also a number of situations that cause difficulties even for experienced users.

Bulk price setting for goods received with a price of UAH 0.00

When employees without access to purchase prices post goods to stock, the software substitutes UAH 0.00. After that, the owner needs to quickly enter the correct prices.

To do this, you need to open the goods receipt invoice for editing and manually enter the purchase price in each product card, or better, use the «Enter prices for the goods in this invoice» action in the «Goods Receipt» form.

It is convenient to use when you need to work specifically with goods received without a purchase price.

In this mode, it is convenient to enter the purchase price next to each product item without opening each product card.

Critical consequences of the «Barcode instead of price» mistake

If a barcode is accidentally entered into the purchase price field, the problem is not limited to one invoice.

In practice, this may lead to:

• inability to close the period;

• the error Arithmetic overflow error converting expression to data type int;

• blocking of the nightly cost recalculation;

• incorrect profit in the morning;

• zero or distorted warehouse cost.

In such cases, you need to find the problematic item, correct its price, and recalculate the cost in Torgsoft.

Changing the currency or exchange rate after goods have been entered into the invoice

Sometimes this happens:

• the user created a goods receipt invoice;

• already added goods to it;

• specified the prices;

• and then remembered that the invoice should be in another currency.

After that, the user changes the currency or exchange rate in the document header, but sees that the prices in the lines themselves have not changed.

This is expected behavior. For Torgsoft to actually recalculate the prices, it is not enough just to change the currency or exchange rate in the header.

You need to manually click the «Recalculate prices» button in the «Goods Receipt» form.

Only after that will the software recalculate: supplier prices, supplier prices in currency, additional costs, additional purchase values with recalculation, or without recalculation of the retail and wholesale prices of the goods receipt invoice (depending on the selected recalculation parameter).

Confusion in the distribution of additional expenses

One of the most common reasons for incorrect profit is incorrect expense settings in the invoice.

In Torgsoft, additional expenses may have different economic meanings, and this is exactly where users most often get confused.

1. Include in settlements with the supplier

Such an expense:

• increases the purchase price;

• increases your debt to the supplier.

This is suitable when the supplier included delivery or related services in their invoice.

2. Additional cost (Include in the cost of goods)

Such an expense:

• does not increase the debt to the supplier;

• but is distributed across the cost of goods in the batch;

• affects cost and future profit.

This is a typical option for third-party carrier services, bank commissions, packaging expenses, and so on.

3. Additional purchase value (Do not include)

Such an expense:

• is not included in the cost;

• does not affect the debt to the supplier;

• but may be taken into account by the software for automatically increasing the retail price.

This is used when the expense needs to be shifted to the buyer through the selling price, but without changing the financial logic of settlements with the supplier.

If the wrong expense type is selected here, typical problems arise:

• artificial debt to the supplier;

• distorted cost;

• incorrect profit.

6. What should be checked before closing the goods receipt invoice

To avoid most problems, before finishing work with the receipt it is worth going through a short checklist:

1. Whether the currency in the document header is specified correctly.

2. Whether the exchange rate is specified correctly.

3. Whether «Add VAT to the purchase price of goods» has not been enabled by mistake.

4. Whether there are any goods left with a price of UAH 0.00, if this is not a planned scenario.

5. Whether there are any abnormally high prices that may have appeared due to scanning a barcode into the price field.

6. Whether all additional expenses have been entered on the «Invoice Expenses» tab.

7. Whether the expense type has been selected correctly.

Conclusion

The purchase price in Torgsoft is not just a number in an invoice. It affects several critical areas of accounting at once:

• settlements with suppliers;

• product cost;

• retail price, taking into account the markup value based on the purchase price;

• profitability;

• the company’s financial result.

Therefore, correct work with purchase prices is built on three rules:

1. correctly record the price at the moment of stock receipt posting;

2. change it only through the software’s built-in mechanisms;

3. after any changes, обязательно recalculate the cost.

If you follow this logic, accounting will be stable and reports will be reliable. But if you change prices manually, skip recalculation, or confuse the purchase price with cost, this may lead to an incorrect profit value being displayed in reports and analyses in the Torgsoft software.

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