Typical mistakes sellers make in sales, scanning, and quantity entry
How sellers accidentally break accounting: typical mistakes in sales, scanning, and quantity entry
At the checkout, an error often occurs not because of complex program logic, but because of haste: the seller scans into the wrong field, enters the weight incorrectly, sells the wrong product, switches to the wrong Sole Proprietorship, or cancels an item from the receipt after payment. In Torgsoft, such actions quickly turn into major accounting problems: unrealistic receipt totals, disappearing products, the wrong warehouse, cost price errors, and shortages during inventory. Therefore, this article should be treated as a checklist of the most typical seller mistakes in sales and ways to quickly locate them.
Do not fix such errors at random. If an unrealistic quantity appears in the receipt, a product is sold under the wrong name, the sale went from the wrong warehouse, or after payment the product disappeared from the sale, first you need to find the specific document and understand what exactly happened: a scanning error, incorrect weight, a cash register settings issue, barcode confusion, or cancellation of the item from the receipt. If you immediately create a new receipt, write-off, return, or manually correct balances, you can break the accounting, cost price, and cash register analytics even more. First — the reason, then — the correction. If you need technical support assistance — contact us.
Below are the most typical situations that owners and administrators face, along with algorithms for quickly resolving and preventing them.
Case 1. Incorrectly entered weight of a weighed product
Symptom. In the sales receipt, the product is weighed incorrectly: the program skips the zero and counts the quantity not as 0.437 kg, but as 437 kg. As a result, the amount to be paid becomes enormous, and a huge weight is written off from stock.
Reason. The seller does not use automatic weighing through scales, but enters the weight manually from the keyboard and makes a mistake in digit placement or separators.
How to check. Check the product movement in "Stock Status". Find the sale with an abnormally large quantity of the weighed product.
How to fix. Cancel/delete this sale or make a product return from the customer, and then sell the product with the correct weight.
How to prevent it from happening again:
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Set up electronic scales for direct weight transfer to Torgsoft (additional option 098). This completely eliminates accidental or intentional cashier errors when entering weight manually.
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Disable the option for manual weight entry in the seller role settings.
Case 2. Different products are sold under one name
Symptom. When scanning barcodes of completely different products, they are added to the sale under one name, for example, half of the warehouse suddenly started being sold as "Kvas Taras".
Reason. A user, often a merchandiser or administrator, accidentally merged products incorrectly in the "Error Diagnostics" form or added someone else’s barcode as an additional barcode to another product card during posting.
How to check. Open the card of the product that is constantly being sold, in our case — "Kvas Taras", and check the list of additional barcodes, the "Add manufacturer barcode to product" button.
How to fix. Delete the incorrect barcodes from the "Kvas Taras" card. If necessary, recreate or restore the cards for the lost products.
How to prevent it from happening again. In the role settings ("Settings" → "Users" → "Access Settings"), deny regular users access to the "Error Diagnostics" form and prohibit product merging.
Case 3. The sale was made from the wrong warehouse or under the wrong Sole Proprietorship
Symptom. The cash register report totals do not match the pECR analytics. In the Z-report of one Sole Proprietorship, the amount is higher/lower than the actual cash amount. Or the product was written off from Accounting Center "Store 1", although the sale took place in "Store 2".
Reason:
1. The cashier accidentally switched the enterprise, Sole Proprietorship, in the "Payment" form and forgot to switch it back. As a result, the cash payment went to the correct Sole Proprietorship, while the cashless payment went to the one used yesterday.
2. The seller selected another employee in the "Sale (additional)" form, whose card is linked to another cash register, "Cash Register No. 2" instead of "Cash Register No. 1".
How to check. Open "Payment" → "Analysis of fiscal product sales". Compare sales with financial documents in the "Daily Cash Register Report". Find receipts that were processed under the wrong enterprise. Check the "User Action Log" for cash register switching.
How to fix:
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Reverse the last incorrect pECR receipt or make a fiscal return of the products.
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After the return, repost the sales again, MAKING SURE to select the correct enterprise, Sole Proprietorship, and the correct Accounting Center.
How to prevent it from happening again:
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In the "Seller" role settings, enable the restriction: "Allowed to change enterprise during sale payment" — uncheck it.
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Check workplace settings: link pECR and settlement accounts to specific cash registers.
Case 4. The product was deleted from the receipt after receiving money, hidden shortage
Symptom. The customer paid, but the sale was not recorded in the system, and the product was not written off from stock. The cashier may claim that "the program froze" or "the terminal did not respond". Later, large shortages appear during inventory.
Reason. After the product has been scanned and the money received, the seller removes, cancels, the items from the sales form. The product returns to stock, and the seller keeps the money.
How to check: Go to the menu item "Warehouse" → "Canceled items from sales" or "File" → "User Action Log". Find all cases where this seller deleted items from receipts.
How to fix. If this was an error caused by an SQL failure, deadlock, find the "stuck" transaction and delete/repost it manually. If this was manipulation, resolve the personnel issue and adjust the balances.
How to prevent it from happening again:
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Go to "Settings" → "Parameters" → "Access".
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Check "Seller cannot delete product in sale". Now an administrator will be required to delete a product.
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Or enable "Register product deletion from sale" with the options "Enter reason" and "Scan responsible person’s badge". This psychologically discourages manipulation and records all actions.
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Issuing a fiscal/product receipt to the customer is mandatory.
Frequently Asked Questions
To avoid accidental or intentional errors when manually entering weight, it is best to use electronic scales with direct data transfer to the program (additional option "Connection of electronic scales", code 098). This allows you to transfer the exact weight to the receipt automatically, completely blocking the human factor. If the scales fail or you work without their direct connection, the seller can enter the weight from the keyboard using the "Set weight manually" function on the weighing form. To prevent the seller from using this function, it is necessary to disable the possibility of manual weight entry in the access settings for his role.
To prevent the seller from arbitrarily changing the quantity of goods in the generated receipt, it is necessary to correctly configure his rights. This can be done through the main menu item "Settings" - "Role settings", where access to the form for editing the quantity of goods in the sale is limited for the seller role. You can also prohibit manual entry of barcodes by removing permission to change the "Request product quantity" setting, which will force the cashier to enter the product exclusively with a scanner. For additional control, it is worth activating the "Seller cannot delete product in sales" setting so that the cancellation of items occurs only with the participation of the administrator to enter the reason and the person responsible for the cancellation.
This situation usually occurs if the permission to sell products from all outlets on the "Sales" form is enabled in the program settings ("Settings" - "Parameters" - "Accounting"). If the same product is in several accounting centers, the program will ask the seller where exactly to write it off, and the cashier may mistakenly choose someone else's warehouse. Another reason is when the seller on the additional sales form selects another employee to record the sale, whose card is tied to the cash register of another store. To avoid this, the administrator needs to strictly limit the seller's access in the role settings: leave only his current accounting center available for selection and sale and prohibit changing the company when paying.
The main way to minimize the human factor at the cash register is to maximize the integration of trading equipment. Connecting a bank POS terminal to automatically transfer the amount for payment eliminates cashier errors when manually entering numbers. Using electronic scales with automatic transfer of the mass of the product makes it impossible to punch in the wrong weight. In addition to technical equipment, it is important to correctly configure access rights. For the "Seller" role, you should prohibit selling goods "at a minus", disable the ability to remove goods from sales without fixing the reason, and prohibit manual entry of discount card numbers from the keyboard, allowing only scanning.
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11.05.2026
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