How to correct expenses and cash orders for a closed cash day

If an expense, an incorrect cash order amount, or an unnecessary financial document was entered in Torgsoft by mistake, the error can be corrected even after the day has been closed.

Torgsoft does not allow financial documents from a closed cash day to be changed. First, you need to temporarily reopen that day, correct the document, and then close the cash days again. After closing, the program will recalculate their totals.

Why Torgsoft does not allow you to change the document immediately

A cash day in Torgsoft stores the movement of money for a specific cash desk: the opening balance, receipts, expenses, and the closing balance.

Subsequent cash days continue this calculation. Therefore, changing a document from a previous date also affects the balances of the following days.

A cash day is closed automatically after the first cash transaction of the next day. In the Payment → Cash Desk Totals form, a closed day is marked with a lock. Financial operations are blocked for that day.

For example, today is the 14th, and the error is in a document dated the 12th. To correct it, you also need to reopen the closed cash day for the 13th.

Open Payment → Financial Document and find the required transaction.

Before making changes, check:

• the document date;

• the cash desk;

• the amount;

• the payment purpose;

• whether the document was actually created by mistake.

If the problem is only an incorrect amount or other cash order details, the document can be edited after reopening the cash day.

If the entry should not exist at all, it can be deleted.

Important for payments for goods

If the financial document was created as a result of payment for goods, it must not simply be deleted. First, you need to cancel the corresponding payment for the goods, and only then work with the financial document. This rule is explicitly stated in the Torgsoft help.

Go to Payment → Cash Desk Totals.

At the top of the window, set the period so that you can see the date that needs to be corrected.

Closed days are marked with a lock.

If you need to correct an older day, you must reopen it together with the following closed cash days. To do this:

1. Enable multi-row selection.

2. Select the required day and the following closed days.

3. Click Cancel Cash Day Closing.

After this, the locks next to the selected dates will disappear, and Torgsoft will allow financial documents for those days to be changed.

The current day, the 14th, does not need to be closed and reopened again for this correction.

Return to Payment → Financial Document.

Select the required document.

If the document data is incorrect, click Edit. Torgsoft will open the Cash Order form, where you can make changes.

If the document was created by mistake and is not needed at all, click Delete.

Both actions are available only when the cash day of the document is open.

Torgsoft records the deletion of a financial document in File → User Action Log. The log stores the document type, number, date, and amount. This allows the owner to verify that the document was deleted.

After making the correction, return to Payment → Cash Desk Totals.

Select the reopened previous days, leaving the current day open, and click Close Cash Day.

Torgsoft will recalculate the cash days and close them again. Locks will appear next to the dates.

This step is important because correcting an expense for a previous date changes the balance of that cash desk and may affect the totals of the following days.

In Payment → Cash Desk Totals, select the required cash desk and period.

For each day, Torgsoft shows:

• the amount at the beginning of the day;

• receipts for the day;

• expenses for the day;

• the balance at the end of the day.

Check the day in which the error occurred and the following days.

For example, if an expense of UAH 2,000 was entered by mistake instead of UAH 200, after the correction the difference should be reflected in the cash desk balances for the following days.

You can also generate a daily report and check the movement of money: sales, payments to suppliers, operating expenses, and other cash desk transactions.

When it is better to contact technical support

The method described above is suitable when there is a regular financial document with the correct previous date and it needs to be changed or deleted.

You should not modify the database yourself if:

• the required cash day cannot be reopened normally;

• cash days with incorrect dates have appeared;

• the program shows an illogical sequence of cash days;

• the balances remain incorrect after recalculation;

• the cash day records themselves need to be deleted or corrected.

In actual technical support cases, there have been situations where a specialist connected to the database, deleted incorrect cash days using an SQL query, and then performed recalculation and verification. This operation should not be repeated independently.

There was also a recorded case where a sale was accidentally created with the year 5020: technical support corrected the sale, deleted the incorrect cash days, and recalculated the current data.

In brief: correction procedure

Payment → Cash Desk Totals → reopen the required previous days → Payment → Financial Document → edit or delete the document → Cash Desk Totals → close the previous days again → check the balances.