Restricting access for vendors and controlling employees

Checklist for restricting access and controlling employee actions in the Torgsoft accounting program

• Each user must have their own login and password to access the program. 
• The role in the Torgsoft program should correspond to the position of the employee.
• Use the standard roles in the program, they are already configured. 
• Allow access to create a document, but deny access to edit and delete. Do not allow access to actions "just in case."
• Control the movement of goods. In this mode, it's easy to track the date of document creation and all operations with the goods. 
• In the Document Change Log, you will see changes to the document and the procedure for working with it. 
• The user action log allows you to evaluate how the salesperson worked, what forms they opened, tried to delete something, and how they reacted to system issues. 
• Control the write-off of goods. In the role settings, prohibit changing the arrival and write-off dates. 
• Close periods. This way, you will not allow changes in old documents, for example, adding goods to old write-offs, internal transfers, or changing wards. 
• For the same purpose, close cash days and lock financial and warehouse documents. Unclosed cash days allow you to change receipt and expense financial documents in the future or retroactively. This will affect the cash balance and revenue for a week or a month and allow the seller to hand over less money than he or she should have by manipulating the store's cash register. To do this, in the program settings, set the mandatory automatic closing of the cash day. 
• Close the ability to change the implementation date in the program and the system time on Windows. 
• Take inventories more frequently to identify shortages or re-sort in the store. If you find a shortage, immediately find out where the goods went, who was working at the time, etc. Only after finding out the reasons do you close the inventory sheet.
• For manual recalculation, print the statement without the number of remaining goods so that the seller cannot falsify the quantity. If the inventory is carried out in Torgsoft, close access to the information on "Discrepancies" and "Quantity in stock" for employees. 
• Prohibit manual selection of goods from the warehouse and manual selection of goods by the customer in the sale. If this is not convenient, then use the additional option "Verification of a discount card via SMS" so that the seller cannot take advantage of the customer's discount or bonuses to their advantage. 
• Allow returns to be accepted only by check and with a return form.
• In the User settings, make sure that the Seller sees only his accounting center, his invoices in the trade with the invoice, and his cash desk. 
• Never share your account password with employees. Periodically change your password for access to the Torgsoft program. 
• Disable the "View summary data" on how many items are in the warehouse and for how much. It is also better to hide information about how many products were sold in a given period. 
• Prevent the seller from "Change price by price list" and "Sale price in sale". Then he will not be able to rewrite price tags and change the price on sale to take the difference for himself. 
• The seller does not need to see the "Purchase prices". You can also hide Wholesale prices from the seller. 
• Turn off the "Switch between accounting objects" option, and then the seller will not be able to sell goods from another store. At the same time, you can make it so that he sees the availability and price of this product at other points of sale. 
• Disable "Edit product types" so that the seller does not confuse the classification of goods in the warehouse. 
• If you have a large retail chain and stores in different cities, we recommend restricting access to customers by region. This way, a salesperson from Kharkiv won't see information about customers from Poltava. To do this, enable the corresponding option and check the regions that will be available to the user.
• Restrict user access to current accounts. This will prevent the user from accidentally sending an invoice for payment to the wrong current account. From the list, select the current accounts that will be available to the user.
• Do not allow editing the last date of acceptance of a payment from a VIP customer, as fraught with payment dates is possible. In general, you can prohibit or allow the Seller to see VIP customers in the customer list.
• You can restrict access to information in Trade with invoice statement, for example, not to show information on invoices of closed periods or closed expense invoices.
• It is also possible to hide the Date and Gender fields in the customer card so that the seller cannot use the customer discount for their own purposes. 
• Control the minimum selling price to prevent the sale of goods at a loss. Select the "Sell at cost + Minimum trade margin" option - then the program will automatically control the amount of the discount and set the price not lower than the cost and the minimum trade margin. The minimum markup is set in the System Settings on the Product tab and is indicated as a percentage.