Exchange of warranty goods in the "Repair" mode: nuances of accounting by enterprise

The “Repair and Warranty Service” mode in the Torgsoft program is an important tool for service centers and stores, allowing them to accept goods from customers, control work stages, write off materials, and exchange defective products. 

The issue entrepreneurs most often face is the loss of control over goods accounting by different Sole Proprietorships (enterprises) when exchanging warranty goods. The problem was that during automatic exchange, the program created warehouse documents (expense invoices, returns) with an empty enterprise field, even if strict accounting was enabled in the settings. Since the original sale could have been made through one official Sole Proprietorship with a fiscal receipt, while the service center processed the exchange of a defective part as a formal replacement without financial movements, this led to serious distortions in stock accounting between enterprises and created risks of fines from the tax authority. To fix this, the Torgsoft developers made a number of significant changes to the logic of this mode.

Process mechanics: how warranty goods exchange works

When a product under warranty cannot be repaired, the system assigns it the corresponding status, for example, “Warranty product cannot be repaired”. After that, the “Exchange product” function becomes available.

When this button is clicked, a window opens where the service employee must enter the new serial number of the product that is available in stock and will be issued to the customer instead of the defective one. After the operation is confirmed, the program automatically generates three linked warehouse documents at once:

1. Return of the old defective product from the customer.

2. Return of this old product to the supplier.

3. Sale of the new product with a new serial number to the current customer.

Nuances of selecting the Enterprise (Sole Proprietorship) during exchange

To solve the problem of documents “hanging in the air” without being linked to a Sole Proprietorship, the accounting mechanism was significantly improved:

• Automatic substitution of the Sole Proprietorship. Now the “Warranty product exchange” editing form has a field with a drop-down list for selecting an enterprise. By default, the system automatically inserts the enterprise that was recorded in the original sale, when the product was first sold.

• Mandatory selection. If the item “Enterprise selection is mandatory for warehouse and financial documents” is enabled in the program settings (Settings — Parameters), then it will be technically impossible to process a product exchange with an empty enterprise field.

• Financial postings. Automatic payments created in the program when returning goods to the supplier or exchanging serial numbers are now also strictly linked to the corresponding enterprise, with the Sole Proprietorship taken from the warehouse document.

Access rights separation: exchange without return to supplier

In practice, the processes of exchanging goods for the customer and returning defective goods to the supplier are often divided between different employees. For example, a service manager quickly replaces the product for the customer, while the purchasing manager later processes returns to suppliers in bulk.

If the service manager forgets to clear the “Create return to supplier” checkbox during the exchange, confusion may arise in the warehouse. To eliminate the human factor, the Torgsoft developers added the ability to configure role-based access.

The business owner can configure the rights of a restricted user so that the “Create return to supplier” switch is unavailable to the service manager. In addition, the state of this switch is now saved in the Windows registry: if the user once disabled automatic creation of a return to supplier, or this was done through access rights, during subsequent exchanges the program will simply replace the product for the customer without generating extra documents for the purchasing department. At the same time, the program allows the exchange of warranty goods without a return-to-supplier document, which previously caused an algorithm error.

Thanks to these improvements, the “Repair” mode ensures financial transparency, accurate warehouse balances across several enterprises, and allows flexible staff work configuration.