In retail and warehouse inventory management, the speed of moving goods between the central warehouse and retail outlets directly affects profitability. When goods remain idle or get lost between departments, the business loses money. Internal logistics must be fast, transparent, and controlled.
Entrepreneurs who are expanding their retail networks often have the following questions:
"How can goods be transferred between stores without being tied to a PC?",
"How can a warehouse employee be restricted to their own warehouse so they cannot see the stock balances and documents of other locations?",
"Why are internal transfer documents sometimes visible only in the store that dispatched the goods?",
"Can purchase or wholesale prices be hidden from employees using a smartphone?", and
"Why cannot the barcodes of prepacked unit goods be scanned during transfers in the mobile application?".
The answers to these questions lie in correctly configuring access rights and using the Torgsoft mobile application.
1. Configuring access rights for a warehouse employee: security and restrictions
Before giving a warehouse employee a smartphone with the Torgsoft application, you need to configure their access rights in the main program on the PC. This ensures that the employee performs only their assigned duties and does not gain access to confidential commercial information.
Restricting accounting centers (warehouses)
To ensure that the warehouse employee works only with their own warehouse and cannot transfer goods from other stores, their access to accounting centers must be restricted.
-
This is done in the Settings - Users - Access Rights Setup Wizard menu.
-
Specify only the warehouses this employee works with.
Important detail: if access to the recipient's accounting center is restricted, the warehouse employee will not be able to distribute goods to that accounting center. This is why some entrepreneurs encounter a situation where "internal transfer documents are visible only in the store that dispatched the goods" — if an employee at the receiving location does not have access to the sender's accounting center, they may not see certain documents or goods within the network.
Hiding purchase and wholesale prices
It is important for the owner that operational employees see only the information required for their work.
-
Purchase prices. In the main program, go to Settings - Users, select the warehouse employee, and click Configure access to the mobile client. In the "Warehouse Status" section, clear the «View the latest purchase price» checkbox. Otherwise, the warehouse employee will see the cost price of the goods in the product card.
Important: purchase information will be hidden only if this restriction is also enabled in the user's general access rights on the PC.
-
Wholesale prices. A «Display wholesale prices» switch has been added to the mobile application's settings on the smartphone's main screen. If it is disabled, wholesale prices will be hidden throughout the mobile application.
2. How to create an internal transfer from a smartphone
The Torgsoft mobile application, available in the iTorgsoft and Torgsoft 2.0 versions, allows a warehouse employee to create delivery notes directly on the sales floor or in the warehouse.
Step-by-step procedure:
-
In the main menu of the mobile application, select Internal Transfer.
-
Click Add, marked with the «+» icon.
-
In the window that opens, select the Sender's accounting center, which is your warehouse, and the Recipient's accounting center, where the goods are being sent. Add a comment if necessary and click Save.
-
There are three ways to add goods to the delivery note:
-
Barcode scanning: tap the camera icon and scan the item.
-
Manual entry: enter the product code or barcode in the appropriate field.
-
Selecting from the warehouse: tap the corresponding button to select an item from the available stock. (
Note: the display logic was corrected in recent program updates. When selecting goods for an internal transfer from the list, only goods from the sender's accounting center are now displayed, rather than goods from all warehouses in the network). -
To change the quantity, tap the corresponding field, enter the actual quantity, and click Transfer Goods / Save.
Answer to a frequently asked question:
"Why cannot the barcodes of prepacked unit goods be scanned during an internal transfer?".
This specific functionality is not currently available in the mobile application, but the request has already been registered for future development.
3. The «Goods in Transit» mode and receiving goods
When goods physically leave the warehouse but have not yet arrived at the store, their status must remain controlled. In the main Torgsoft program, you can enable the "Create internal transfers to the Goods in Transit warehouse by default" setting under Settings - Parameters - General.
If this function is enabled, the transferred goods are first moved to the virtual «Goods in Transit» warehouse of the corresponding accounting center.
How to check and receive goods using the mobile application
To verify that the receiving store has received exactly what is listed in the delivery note, its warehouse employee uses the mobile application's tools:
-
Using the document verification mode, marked with the «Verify Delivery Note» icon, the employee can open the list of goods.
-
The warehouse employee scans the goods as they arrive. To increase the verified quantity of an item, they tap the product row, and the quantity increases.
If the following question arises after checking and receiving the delivery note: "The delivery note was received, but some goods, for example five units, remained in the Goods in Transit warehouse. Why?". This means that there is a discrepancy: the quantity of goods dispatched does not match the quantity actually received. The quantities shown in the warehouse inventory card and the warehouse status will differ for the goods included in this transfer. The system records such discrepancies, and they must be investigated by the manager or other responsible employees. In the main program on the PC, a discrepancy warning appears when the user clicks «Receive Delivery Note».
Using a smartphone for mobile logistics eliminates the need for employees to constantly return to a stationary computer, reduces the risk of errors when picking and receiving goods, and gives the owner an accurate real-time view of inventory movements.
Go back to the previous step