Selling goods from another accounting center

Selling Goods from Another Accounting Center in Torgsoft: Automatic Transfers, Finding Related Sales, and the Cancellation Procedure

In multi-store or multi-warehouse retail, situations often arise when a customer wants to buy a product that is currently unavailable at the checkout they are using but is available at another warehouse or another store in the network. To avoid losing the customer, the program allows the product to be sold directly from the current workplace. "How do I sell a product that is physically located in another store?", "Where did the automatic internal transfers that we did not create come from in the document register?" and "Why does the program display an error when I try to delete such an internal transfer, and how do I cancel this operation correctly?". This mode significantly simplifies omnichannel sales but requires an understanding of how automatic documents work and the correct procedure for correcting errors.

How to Configure Sales from All Retail Locations

To allow a salesperson to add a product from another warehouse to a receipt, this function must be enabled in the program settings. To do this, go to Settings — Parameters — Document. Starting with the 2022 versions of Torgsoft, the general permission setting was divided into two independent settings for different sales modes:

1. Allow sales from all retail locations in the "Sale" form.

2. Allow sales from all retail locations in the "Trade with Invoice Issuing" form.

When these switches are enabled, if the required product is available at several accounting centers, the program will ask the user which warehouse the product should be written off from when it is added to the receipt. Each of these forms also has the subordinate setting "Print Delivery Notes for Goods Shipment", which allows a document to be printed after payment for the warehouse employee at another warehouse so that they can hand the product over to the customer.

Where Do Automatically Created Documents Come From?

When a cashier adds a product from another accounting center to a "Sale" and completes the sale, the program must preserve the integrity of warehouse accounting. A product cannot be sold out of nowhere. Therefore, Torgsoft automatically creates an internal transfer note from the accounting center where the product was actually located to the accounting center where the sale is being made. This is why business owners or warehouse employees may later notice documents in the "Internal Transfer Register" that they did not create themselves. This is normal system behavior that ensures stock balances are written off correctly.

Error When Deleting a Related Transfer: Why Does It Happen?

A common problem occurs when a warehouse employee or administrator sees such an automatic transfer and tries to delete it, for example, assuming that it was created by mistake. When attempting to delete it, an information window appears with the error: "The internal transfer is linked to a sale" (or an SQL error indicating that the DELETE statement conflicts with a REFERENCE constraint).

This restriction was specifically implemented by the Torgsoft security system. The program prevents the transfer document from being deleted because the product transferred by this document has already been sold to the customer and recorded in a financial document (receipt). Deleting such a transfer would "break" the accounting chain and lead to discrepancies between warehouses.

Correct Procedure for Canceling the Operation

If a sale from another warehouse was made by mistake, for example, the cashier accidentally selected the wrong warehouse or the customer immediately canceled the purchase, the operation must be canceled from the end of the chain — starting with the sale.

Step 1. Find the related sale.

You need to find the receipt through which this product was sold. You can do this through Warehouse — Expense List by filtering documents by date or product, or directly through the Sale form by clicking "Select Sale" (or "F11").

Step 2. Cancel the payment and delete the product (if this was a cashier error).

If the receipt was issued by mistake just now:

1. Open the sale you found.

2. Click Cancel Payment to cancel the financial document and return the money to the program's cash register.

3. Select the incorrect product and click Delete.  Note: if strict accounting is enabled, the program may ask you to specify the reason for deleting the product from the sale or scan the administrator's badge.

4. Only after the product has been removed from the receipt is the link broken. You can then go to Warehouse — Internal Transfer Register, find the same automatic transfer, and delete it without restrictions. The product will return to the original warehouse.

Alternative scenario: processing a return.

If this was not a salesperson's mistake and the customer actually returned the product the next day or later, you do not need to delete anything. Create a standard Return document (Document — Return). Scan the receipt or select the sale, specify the product, and refund the customer.

Focus on Control: How to Avoid Accidental Sales from Other Warehouses

To prevent salespeople from accidentally selling products from other warehouses and creating confusion with automatic internal transfers, you need to configure access rights correctly.

If you do not want the cashier at "Store 1" to see and sell products from "Store 2", follow these steps:

1. Go to Settings — Users and select the role/user (Salesperson).

2. Clear the "Allowed to View Warehouse Stock" checkbox (or configure visibility for the user's own warehouse only).

3. In the "Restrict Access to Accounting Centers" field, click the button with three dots and select only the accounting center where this salesperson physically works. Enable this restriction. As a result, the salesperson will technically be unable to select a product from another accounting center during a sale, which will completely prevent unwanted automatic transfers from being created.