The product disappeared from the "Warehouse Status": reasons and recovery

A situation where a product physically exists or is listed in the database but is not displayed in the «Warehouse Status» form. The most common causes are active filters, the static calculation method without refreshing, or incomplete transfers.

When a product may disappear from «Warehouse Status»

• After filters are set accidentally (for example, «In stock only»).

• After editing invoices or stocktakes «retroactively».

• After creating an «Internal transfer» invoice (goods in transit).

• After accidentally deleting the product card.

Signs of the problem

• The product cannot be found through search in the «Warehouse Status» form.

• The product quantity differs from the actual quantity.

• The total warehouse amount has changed sharply.

Check this first

1-minute solution. In 80% of cases, the problem is in the display filters.

1. Open Warehouse → Warehouse Status.

2. Click the Clear filters button (or check manually):

•    Availability. It should be set to «All products» (the product may have gone to «minus» or «0», and the «In stock only» filter hides it).

•    Accounting center. Select «All accounting centers» or the correct warehouse.

•    Product type. Select the root folder (All) to rule out a category selection mistake.

3. Check permissions. If you are logged in as a Seller, log in as the Owner. The seller role may prohibit viewing zero or negative stock balances or limit access to product types.

If the quick check did not help

A. Static calculation method (desynchronization)

If the «Static method» is enabled in settings, stock balances are not recalculated online when old documents are changed.

Solution:

1. In the «Warehouse Status» form, click the Recalculate quantity button.

2. Select the «For all warehouses» option.

3. Wait until the process is complete and click «Refresh».

B. Goods «in transit» (incomplete transfer)

The product has been written off from the sending warehouse but has not yet been received into the destination warehouse. At this point, it «disappears» from the balances of both warehouses.

Solution:

1. Go to Warehouse → Goods in transit.

2. Find the unreceived invoices.

3. Complete receipt of the goods at the destination warehouse.

C. The product has been deactivated (deleted)

The product has the «Deleted» status and is hidden from all lists.

Solution:

1. Go to Product Management → Deleted products.

2. Find the product through search.

3. Click the Restore button.

D. Technical failures (Indexes)

A rare case after an emergency power outage or PC shutdown.

Solution:

1. Create a backup copy of the database.

2. Run File → Restore and reorganize indexes and update statistics.

3. In difficult cases: File → Service → Clear product movement information and recalculate cost price (this may take time).

E. Torgsoft is not updated

Your program version is older than 2022.0.54 (2022.5.0 for beta), in which the issue was fixed where all goods disappeared from Warehouse Status when a restricted user recalculated product quantities in warehouses.

Solution:

1. Log in to the program as the owner

2. In the «Warehouse Status» form, click the Recalculate quantity button.

3. Select the «For all warehouses» option.

4. Wait until the process is complete and click «Refresh».

5. Update the program so that the problem does not occur again.

How to check the result

1. The product is visible in the «Warehouse Status» list without filters.

2. The quantity matches the actual quantity.

How to avoid the problem

• When using the static method, always run «Recalculate quantity» after changes in closed periods.

• Check «Goods in transit» at least once a week.