How to monitor staff actions in Torgsoft and find changes in documents, checks, and cash register

Where to Check Staff Actions, Document Changes, and Cash Register Operations in Torgsoft

If stock balances suddenly change in Torgsoft, documents disappear, the cash register does not balance, suspicious discounts appear, or items disappear from receipts, the investigation should begin not with assumptions but with action logs and control reports. The software records document changes, deletion of items from sales, price revisions, manual discounts, cash collections, and other user actions. Therefore, when roles and logs are configured correctly in Torgsoft, you can not only identify who made the changes but also understand exactly how an error or abuse occurred.

Situation 1. Changing or Deleting Warehouse or Financial Documents

 Symptom: warehouse balances have changed, supplier settlement amounts are incorrect, or a financial document has disappeared from the cash register.

 Cause: an employee, such as a warehouse worker, inventory manager, or salesperson, intentionally or accidentally edited or deleted a goods receipt note, goods issue note, write-off act, or financial document.

How to check:

1. Open File → Document Change Log. This section records all changes to receipts, sales, returns, internal transfers, write-offs, and financial documents. You will see who changed or deleted the document, when it happened, and the amount involved.

2. Open File → User Action Log for Edit Forms. This report provides detailed information: which field was edited, its previous value before editing, and its new value.

3. Open File → User Action Log. This report shows information about messages and errors that occurred while working with Torgsoft.

How to fix it:

Manually restore the document to its original values using the data from the "Document Change Log", or create an adjusting financial or warehouse document.

How to prevent it from happening again:

1. Enable logging: Settings → Parameters → Access → «Keep a log of system messages received by the user» and «Keep a system message log».

2. Restrict permissions for the "Salesperson" or "Warehouse Worker" role: enable the «A financial document can be changed only by its author» switch in «Settings» - «Parameters» - the «Access» tab.

3. Use the «Invoice Control» function after checking a goods receipt. A document marked «Control Completed» cannot be edited until an administrator removes this mark.

Situation 2. An Item "Disappeared" from the Receipt (Cash Theft at the Checkout)

 Symptom: during an inventory count, a shortage of a popular item is discovered. Cash register revenue is lower than expected.

 Cause: the salesperson takes money from the customer and scans the item so that the customer hears the beep and sees the amount, but does not print the receipt. After the customer leaves, the salesperson cancels or deletes the item from the sales form and keeps the money.

How to check:

Open Warehouse → Cancelled Items from Sales. In this report, the owner can see which salesperson deleted an item from an open receipt, when it happened, at which accounting center, and which item was deleted.

How to fix it:

Conduct an unscheduled inventory count and deduct the shortage amount from the responsible salesperson's salary.

How to prevent it from happening again:

1. Strict method. Open Settings → Parameters → Access and enable «The salesperson cannot delete items from a sale». The «Cancel» and «Cancel All» buttons will no longer be available to the salesperson. An administrator will need to be called to remove an item that was scanned by mistake.

2. Flexible method. Enable «Register the deletion of items from sales». When an employee attempts to delete an item, the software will require them to select a reason from the drop-down list and/or scan the badge of a senior salesperson or administrator for confirmation.

3. Display a sign for customers stating "Exchanges and returns are available only with a receipt" — this encourages customers to request a receipt and disrupts the theft scheme.

Situation 3. Unauthorized Price Changes and Discounts for Friends

 Symptom: declining profitability, items being sold at reduced prices, and frequent use of large discounts for selected customers.

 Cause: the salesperson manually changes the selling price during a sale or uses their own or someone else's discount card with a high discount rate for customers who do not have a card and keeps the difference. Alternatively, the inventory manager may have reduced the price in the price list without authorization.

How to check:

1. For price changes. Open Warehouse → Sales Price Changes. Specify the period to view the full price revision history, including the previous value, the new value, and the user who made the change.

2. For manual discounts. Open Analysis → Discount Usage Analysis. Set the filter to "Discount type: manual discount on an item", "Discount: excessive discount percentage", or "Sold below cost price". Profitable sales will be highlighted in black, while loss-making sales will be highlighted in brown.

How to fix it:

Cancel the manually created price revision acts. Fine the staff by the amount of lost profit.

How to prevent it from happening again:

1. In the software user's profile, in the "Settings" - "Users" form, disable the «Allowed to change the selling price during a sale» switch.

2. To prevent the use of other people's cards, enable the «Prevent the salesperson from entering a discount card number using the keyboard (scanner only)» switch in «Settings» - «Parameters» - the «Access» tab. The salesperson will not be able to enter a memorized number of a relative's premium card unless the customer physically presents the card.

3. In the software user's profile, in the "Settings" - "Users" form, set the Minimum Sales Price Control field to «Prohibit sales below cost price». 

Please note that enabling this setting may cause delays when adding an item to the "Sale" form during the sales process.

Situation 4. Cash Register Amount Does Not Match (Cash Collection and Revenue Issues)

 Symptom: cash is missing from the cash register during a check or shift handover.

 Cause: the salesperson removes cash without recording it or performs a cash collection for a fictitious amount. Fictitious product returns may also be processed under someone else's badge to withdraw money from the cash register.

How to check:

1. Check Payment → Cash Register Totals. This section stores the history of every cash denomination check, including the time, amount, person who performed the check, and the difference between the balance recorded in the software and the actual cash amount.

2. In Payment → Financial Document → Cash Register tab, filter financial documents using the Select Cash Register Operations filter to see when and by whom withdrawal or cash collection documents were created.

How to fix it:

Create an adjusting cash receipt or cash payment order, meaning a financial document, to balance the cash register. Discuss the issue with the staff.

How to prevent it from happening again:

1. Enable the «Ask the salesperson for the cash register balance every day upon first login» switch in «Settings» - «Parameters» - the «Access» tab. The salesperson will not be able to start their shift until they count the cash and enter the amount. This records their personal responsibility for the money they receive.

2. Delegate cash collection permissions. In Settings → Cash Collector, you can assign a specific trusted employee to the cash register. When attempting to hand over the revenue, the software will first require the salesperson's badge or password and then the Cash Collector's password. The salesperson will not be able to withdraw money without an administrator.

3. Enable the «Link the sale to the salesperson (Salesperson registration: For every sale)» switch in «Settings» - «Parameters» - the «Parameters» tab and require badge registration. Every financial action will have a clearly identified author.

The main security rule for the owner is never to work under the same login as salespeople and never to share the password of the "Owner" software user. All restrictions, prohibitions on viewing purchase prices, and blocks on deleting documents work only when staff members sign in using their own restricted roles.

Frequently Asked Questions About Staff Action Control

Open File → Document Change Log. This section records all adjustments to warehouse and financial documents, including goods receipt notes, goods issue notes, write-off acts, and other documents. For a more detailed analysis, including which specific field was changed, use the File → User Action Log report for edit forms, which clearly shows the previous value before editing and the new value after editing.

Yes. The software is an impartial system that automatically records the exact time of every action. Every control report, including the User Action Log, Document Change Log, and Inventory Log inside an inventory document, contains columns with the date and exact time when the changes were saved. This information cannot be edited manually, allowing the owner to accurately reconstruct the sequence of events and determine who was working in the software at a particular time.

If an employee deletes an entire document, such as an invoice or financial order, the action is recorded in File → Document Change Log. The log stores the type of deleted document, its number, date, amount, and the author of the action. If a salesperson deletes an individual item from an open receipt during a sale, the action is recorded in Warehouse → Cancelled Items from Sales, provided that this option is enabled in the access settings.

All discounts granted by staff can be analyzed in Analysis → Discount Usage Analysis. To identify manual intervention by salespeople, set the «Discount type» filter to «Manual discount on an item» or «Manual discount on an invoice». The software clearly displays profitability: sales with a normal profit are shown in black, while sales that generated a negative profit because of an excessive discount are shown in brown.

This information is stored in Payment → Financial Document on the «Cash Register» tab. The list of cash orders contains a column showing the employee who performed the operation, while the cash collection document itself shows the name of the cash collector who received the funds. To analyze cash register balances and discrepancies, you can also use Payment → Cash Register Totals, which contains the complete history of daily reconciliations.

Yes. All actions performed during an inventory count are recorded in detail. Open the required inventory statement and click Log. A table showing the action history will appear, including which items were scanned, the quantities scanned, and whether quantities were entered manually. The «Author» column will contain the employee's full name or the name of the software user who performed the action.

The User Action Log is a global system log. It records system messages and errors. The Document Change Log, by contrast, is a specialized tool that tracks changes at a deeper level: it records changes inside warehouse and financial documents, including receipts, sales, and write-offs, and allows you to view the history of changes to a document's contents.

You need to configure the software user's permissions correctly. Remove the user's permissions to change prices, apply manual discounts, and view negative or zero stock balances.