Remaining balances do not match or the product is missing: how to find the reason through "Product Movement"

Trade automation expert at Torgsoft

If stock balances do not match in Torgsoft or an item has disappeared from the warehouse, the most reliable way to find the reason is to check the full history of a specific item through the «Product Movement» form. This report shows not only the current balance, but the entire chain of documents: stock receipts, sales, transfers, inventories, write-offs and cancellations. That is why checking a discrepancy should start not with assumptions, but with a full audit of the movement of the problem item for the entire period and across all warehouses.

You should not correct the balance manually until the document that changed it has been found. The same symptom — a missing item or an excess balance — may occur for different reasons: goods in transit, a barcode mistakenly scanned into the quantity field, sale without stock receipt, an incorrect document date or item cancellation from a sale. If you correct the consequence without analyzing the entire chain in Product Movement, the problem may repeat, and accounting will become even less transparent. If the audit by SKU does not give a clear answer, it is better to contact technical support.

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How to check the history of an item through «Product Movement»

How to check the history of an item through «Product Movement»?

The program does not change numbers on its own. Every quantity change is a specific document (stock receipt, sale, transfer, inventory) and a specific user who created it.

To find the error, perform a comprehensive audit of the item:

Go to Warehouse → Warehouse Status and find the problem item.
Select this item and click the Product Movement button on the top toolbar.
Clear the «Period» filter (click the black cross to the left of the date) so that the program shows the full movement history from the first day of accounting.
In the Accounting Center field, select «All Warehouses» (via multiple selection) to see the transfer of goods across the entire retail network.
Read the generated table from top to bottom: from the first stock receipt invoice to the last sale or write-off operation. Pay attention to the columns: Date, Document Type, Sender, Recipient, Quantity.

What typical causes can be found through «Product Movement»

Go through the list of the most common situations and look for the relevant one in your «Product Movement» window.

Reason 1. Goods got stuck in transit during an internal transfer

Symptom. The item disappeared from the sender’s warehouse status, although it was not sold, or the goods physically arrived at the store, but are not shown in the program.
Cause. An internal transfer invoice was created with the "Goods in transit" checkbox, but the recipient store did not physically confirm receipt.
How to check? In «Product Movement», there is an invoice with the document type «Internal Transfer». The goods have already been written off from the sender, but they have not yet appeared at the recipient.
How to fix? Go to Warehouse → Goods in Transit. In the «Invoices» tab, find the unconfirmed invoice, open it using the «Check Invoice» button, check the actual quantity of goods that arrived, and click «Accept Invoice». After that, the goods will appear in the recipient store’s balances.
How to prevent this from happening again? Require sellers or storekeepers to check the «Goods in Transit» tab daily and accept the goods that have actually arrived at their accounting center on time.

Reason 2. Goods were sold before stock receipt

Symptom. The item has been physically sold or is on the shelf, but the program shows a negative balance (minus). Cost may be distorted in reports.
Cause. Employees sold goods that had not yet been entered through a stock receipt invoice. The program recorded the sale and wrote the goods off into minus.
How to check? In «Product Movement», there are many operations of the «Sale» type, but there is no «Stock Receipt» document from the supplier at the beginning of the chain.
How to fix?

Find the stock receipt invoice for this item from the supplier and enter it into the program.

If there are no supplier documents or it is impossible to trace the source, create an Inventory Statement for this item and specify its actual quantity on the shelf. When the statement is closed, Torgsoft will automatically create a «Stock Receipt from Inventory» document, which will cover the negative balances and align the stock balance with the real one.

How to prevent this from happening again? Go to Settings → Parameters → Accounting and in the What to do field, if there are not enough goods in stock, select «Prohibit sales into negative stock». This will force staff to enter goods into stock on time before they reach the sales floor.

Reason 3. The document was posted with an incorrect date

Symptom. The goods arrived and are included in the invoice, but in the "Warehouse Status" form, their quantity remains unchanged until you click "Recalculate Quantity".
Cause. Due to the specifics of the static warehouse status build in Torgsoft (used for performance), changing the date of a warehouse document to a "future" date or a far "past" date may distort the current real-time display of balances.
How to check? In «Product Movement», check the "Date" column. Find the document (for example, an internal transfer or stock receipt) that has an incorrect or future date.
How to fix? Open the problem document, change its date to the correct current date and save it. After that, go to Warehouse → Warehouse Status and click Recalculate Quantity Across All Warehouses.
How to prevent this from happening again? Prohibit staff from manipulating document dates. Regularly use the service action "Restore and reorganize indexes and update statistics".

Reason 4. The item was deleted from a sale or canceled by mistake

Symptom. Cash in the cash desk does not match the goods sold. The item is physically absent (sold), but the program still shows that it is in stock.
Cause. The cashier scanned the item, took money from the customer, but before closing the receipt clicked "Delete" and canceled the item from the sale (took the money for themselves, while the item returned to the virtual warehouse balance).
How to check? There is no sale operation in «Product Movement». Go to Warehouse → Canceled Items from Sales or check File → User Action Log. Find this item there and see which employee deleted it from the open receipt and when.
How to fix? Perform an inventory of this item to record the shortage. To align the cash desk, sell the item correctly through the system.
How to prevent this from happening again? Go to Settings → Parameters → Access. Check «Register deletion of an item from a sale» (the program will require a deletion reason for each deletion). Activate the Scan responsible person’s badge setting and specify the responsible employee so that a person with authorization can confirm the deletion operation. Or use a stricter option — activate the “Seller cannot delete an item in a sale” setting so that only an administrator or owner with a password can perform such operations.

How to check the result after correcting the document

After you have found and corrected the problem document in "Product Movement", you need to make sure that the system is synchronized:

Go to Warehouse → Warehouse Status.
Select the edited SKU and click Recalculate Quantity (preferably «Recalculate Quantity Across All Warehouses»).
Check the «Quantity» column. It should now 100% match the actual quantity of goods on the shelf in your store.

To lock correct balances and cost permanently and protect them from backdated staff edits, close periods regularly (menu Analysis → Period → Change Status → Close Period).

What to prepare for technical support if the audit did not help

If you, as an auditor, have checked the entire chain by SKU, but the balance objectively does not match the mathematics of stock receipts and expenses, contact Torgsoft technical support. For an immediate solution, prepare:

SKU or Barcode of the problem item.
Name of the Accounting Center (store/warehouse) where the discrepancy was found.
Screenshot or video of the «Warehouse → Product Movement» window for this item for the entire period (with an empty date filter).
Brief description: what quantity is actually on the shelf and what abnormal quantity the program shows.

Frequently Asked Questions

How to view the entire movement of a specific product?

To see the full history of a specific product line, go to the Warehouse → Warehouse status menu, select the desired product and click the Goods movement button on the top panel. In the window that opens, the most important thing is to clear the “Period” filter (click on the black cross to the left of the date) so that the program loads data from the very first day of receipt of this product. In the “Accounting center” field, select “All warehouses” to see the movement of the product throughout your retail network.

How to understand where the product disappeared?

A product cannot disappear without a trace: each change in quantity is recorded in a document. Open the “Goods movement” or “Warehouse accounting card” for this line for the entire period. View the “Consumption” or “Document type” column. Most often, the product “disappears” because it was sold (the “Sales” document), written off as a shortage or shortage (“Write-off”), or moved to another store (“Internal transfer”). If it was a transfer, but the goods did not appear in another warehouse, check the Warehouse → Goods in transit menu - most likely, the receiving store simply has not yet confirmed receipt of the invoice.

How to find out from which document the excess balance appeared?

Go to "Goods movement" for the problematic article and pay attention to the "Incoming" column. Excess balance usually occurs due to duplication of incoming invoices or errors during inventory.

How to see who changed the quantity and when?

All user actions are recorded. Open the Goods warehouse accounting card report (via the Goods movement menu) - there is a column "Performer", which indicates the name of the employee who created the document that changed the balance. If you need to see not just the creation of a document, but the fact of editing or deleting a product, use the File → User action log or File → Document change log (if it is activated in the settings). It is detailed there: which employee, from which computer, at what time and what change was made to the program.

Can I check one item for the entire period?

Yes, this is a basic tool for finding discrepancies. To do this, select one specific item on the "Warehouse Status" form and go to Goods Movement. To check for the entire period, be sure to delete the date in the "Period" field (click on the cross) and select "All warehouses" in the Accounting Center field. You will see a detailed table with all receipts, sales and movements exclusively for this item from the first day of its existence in the database.

How to find the document that broke the balance?

The Goods Warehouse Accounting Card is best suited for this, as it shows the chronology. This report has the columns "Receipt", "Expense" and "Balance". Read the table from top to bottom, line by line, following the "Balance" column. Find the moment when the logical balance suddenly became negative or unrealistically large. The document in the same line (with its date and number) is what broke the accounting. Often the reason for the break is documents that were made “backdated” or with a future date, which distorts the chronology of the balances.

How is the “Goods Movement” different from the warehouse status?

The warehouse status is a “photograph” of the storefront right now. This form shows how much of the goods are physically on the balance at a given moment and what is its current price. The goods movement is a “video recording” of the entire life of the goods. This report shows the history: when the goods arrived, who sold it, when a return or write-off was made. That is, the “Goods Movement” explains how exactly the program arrived at the numbers that you see in the “Warehouse Status”.

How to check the goods after inventory or movement?

After closing the inventory statement, check the “Goods Movement” by a specific position. If a surplus is found during the recalculation, the program will automatically create the document “Inventory Receipt”, and if there is a shortage, the document “Write-off”. This will balance the balance. If you check the movement, there should be an “Internal transfer” document in the “Goods Movement” section. If the goods were written off to the sender but not added to the recipient, meaning the goods were delayed in transit, the receiving store must go to the “Warehouse → Goods in transit” menu and physically confirm receipt of this invoice.

Програма обліку товару для інтернет-магазинів, крамниць, торгових точок, складів та виробництва

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