Discrepancies in supplier reports: causes and error finding algorithm

Discrepancies between the "Revenue Analysis by Suppliers" report and the "Product Movement" report are quite common and are most often related to the logic of displaying negative stock balances and the sources of product origin in Torgsoft.

Below is a detailed explanation of the reasons for such discrepancies and instructions for finding errors.

Main reasons for discrepancies in reports

1. Selling products "into negative stock" (negative balances) 

This is the main and most common reason for discrepancies. If a product was sold at a time when its actual stock balance in the warehouse was zero or negative (that is, selling "into negative stock" was allowed), this sale is recorded in the general "Product Movement" report, but it is not included in the "Revenue Analysis by Suppliers" report.

Since the product was not actually in stock (there was no supply batch), the program cannot link this sale to a specific supplier in the analytical report.

2. Incorrect comparison using the "Supplier" filter in product movement 

Technical support specialists emphasize that you cannot directly compare the product quantity in the "Revenue Analysis by Suppliers" report with the "Product Movement" report when the "Supplier" filter is applied.

The supplier filter in "Product Movement" does not contain the same data set and processing logic as a full analytical report, which naturally leads to false discrepancies. The “Product filter” by supplier includes all products that have ever had a receipt from this supplier in the system. 

3. Product receipt based on inventory results 

If a product was previously found as surplus during stocktaking and posted through closing an inventory statement, the program automatically assigns this product to a virtual supplier named "RECEIPT FROM INVENTORY", rather than to the real supplier who once supplied it. Accordingly, when this product is later sold, it will not be included in the revenue analysis of the original counterparty, even though physically it is the same product.

4. Different logic for applying discounts in related reports 

If you try to reconcile "Revenue Analysis by Suppliers" with the "Sales Analysis by Suppliers and Points of Sale" report, note that they use different logic for calculating amounts. In "Sales Analysis by Suppliers...", the amount at retail prices is taken from the receipt without applying the discount, while "Revenue Analysis by Suppliers" uses the price with the discount that applied directly at the time of sale.

How to find the error correctly: action algorithm

To find where the sold quantity has "disappeared" and align the reports, follow these steps:

Step 1. Check the movement of a specific product for "negative stock" 

Go to the menu item "Warehouse" -> "Warehouse Stock", find the problematic product item and click "Product Movement" (or view the "Warehouse Inventory Card"). Carefully check the balance column after each sale. If you see that the balance went negative at the time of sale, this exact quantity was not included in "Revenue Analysis by Suppliers".

Step 2. Check the source of receipt (supply batch) 

In the same "Product Movement" window, check which document was used to post the product before the sale. If it is a "Receipt from Inventory" document, look for this sales volume in reports under the supplier "RECEIPT FROM INVENTORY".

Step 3. Recalculate the product cost 

Since analytical reports by suppliers are directly linked to supply batches and cost, the cost must be recalculated before generating final reports. Most analysis reports have a cost recalculation button, so before viewing the analysis, always click “Recalculate cost” (sometimes the information in the analysis is not updated at all without clicking it). There is also a general recalculation option — open the menu item "Analysis" -> "Period" and click "Recalculate cost". The system will process all warehouse documents and correctly distribute products according to the FIFO algorithm (by supply batches).

For correct sales analytics by suppliers, try to avoid selling products "into negative stock" and regularly recalculate cost. Direct comparison of analytical reports with the linear "Product Movement" report is technically incorrect and will always produce discrepancies.