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Audit of personnel actions and detection of fraud in accounting

How to Counter Employee Fraud?

A guide for business owners on using audit logs and security settings in Torgsoft to detect theft, receipt fraud, discount abuse, and returns manipulation. All the logs described are immutable standard system tools.

When it is worth checking staff actions in Torgsoft

A cash shortage or overage has been detected.
Stocktaking shows inventory discrepancies.
There is suspicion of receipt or return fraud.
Customers complain about the absence of a fiscal receipt.
A regular internal store audit is being conducted.

What signs may indicate fraud

The cash register does not balance after the shift is closed.
Frequent cancellations of items on receipts.
Product returns outside working hours.
Unexplained discounts without customer confirmation.
Editing documents from previous periods.
Gaps or anomalies in receipt numbering.

Why employee abuse occurs

Deliberate actions by staff aimed at misappropriating cash.
Excessive access rights in user roles.
No change logging or logging disabled.
Lack of regular oversight by the owner.

Solution: how to conduct an audit

Step 1. Checking canceled items on receipts

Checking canceled items

Scheme: «Item scanned — money taken — receipt canceled»
1.
Be sure to enable «Settings» — «Access» — «Log item deletion from sales».
2.
Open Inventory → Canceled items from sales.
3.
Generate a report for the required period.
4.
Check:
the frequency of cancellations by each salesperson;
cancellations of expensive or fast-moving items;
repeated reasons such as «the customer changed their mind».

Step 2. Analyzing product returns

Scheme: «Phantom return»
1.
Open File → User Action Log.
2.
Filter events of the type Returns.
3.
Pay attention to:
the time the document was created (before opening / after closing);
the user in whose name the return was processed.
4.
Compare the transaction time with the work schedule or video surveillance.

Step 3. Checking changes in documents from previous periods

Scheme: «Backdated editing»
1.
Make sure the option Keep a document change log. is enabled.
2.
Open File → Document Change Log.
3.
Look for:
changes in quantity or amount several days after the document was created;
edits in documents from previous periods;
mismatches between the document date and the change dates.

Step 4. Analyzing discount usage

Scheme: «Discount into the pocket»
1.
Open Analysis → Discount Usage Analysis.
2.
Filter:
manual discounts;
transactions for a specific discount card.
3.
Sign of a violation:
one card is used many times during the day by different customers.

How to understand that fraud has been confirmed

There are specific records in the logs indicating the user and the time.
The detected transactions are confirmed by logs and do not match real events.
Systemic patterns have been found (one salesperson, one scheme).

How to reduce the risk of abuse in the future

Configuring roles in the accounting software

In the Salesperson role, restrict access rights:

1.
Prohibit deleting items from sales.
2.
Prohibit manual entry of the discount card number.
3.
Hide purchase prices.
4.
Prohibit selling goods into negative stock.
5.
Be sure to enable change logging.

Audit logs in Torgsoft make it possible to accurately reconstruct the chain of staff actions. Regular log review combined with correct access roles makes most fraud schemes practically impossible.

Програма обліку товару | Торгсофт



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