Restricting salespeople’s rights when working with VIP clients: protecting finances, history, and prices in Torgsoft
Working with VIP clients — is a special mode in the program designed for privileged customers (partners, wholesalers, friends) who are allowed to buy goods on credit, leave advance payments, or receive special service terms. However, giving ordinary cashiers full access to the profiles of such counterparties creates risks related to human error or fraud.
Business owners most often ask technical support specialists the following questions:
«Can VIP clients be completely hidden from certain employees?»,
«How can the debt amount or total purchase amount of a VIP client be hidden from a salesperson in the sale mode?»,
«How can changing the payment acceptance date be prohibited so that payments are not recorded retroactively?»,
«How can sales below cost be prevented if a VIP client has a very large discount or the cashier wants to give a manual discount?».
Torgsoft has a detailed access rights management toolkit that provides clear answers to these questions and helps protect commercial information.
Hiding VIP clients and their financial information
Can the cashier be prevented from seeing VIP clients at all?
Yes. If the specifics of your business require only the owner or administrator to work with VIP clients, you can completely hide them from salespeople. To do this, go to Settings - Parameters - Role, select the «Salesperson» role, open the «Clients» section, and clear the checkbox «Allowed to see VIP clients». After that, users with this role will not be able to find or view privileged clients in the general list.
How can financial indicators (debt, purchase amount) be hidden directly during a sale?
If the salesperson still needs to sell goods to a VIP client, confidential data may need to be hidden. In the «Sale» window, the client information panel normally displays the client’s debt, total purchase amount, amount for discount calculation, and other data. To prevent the cashier from seeing these figures, Torgsoft provides role-based management of fields in the «Client» frame. In the role settings, you can disable access to displaying debt and purchase amounts for the «Sale» and «Return» forms. As a result, the salesperson will be able to select the client and sell goods to them, but will not know their financial history.
Prohibiting changes to financial parameters and history
How can a salesperson be prohibited from changing the debt payment date?
One of the most important security settings is control over payment dates. If a salesperson can change the payment acceptance date from a VIP client, this creates ideal conditions for financial fraud (for example, recording money retroactively). To avoid this, in the role settings (Settings - Parameters - Role - Clients), you need to clear the checkbox «Edit the last payment acceptance date from a VIP client».
How can debt growth be limited?
To prevent a salesperson from endlessly selling goods on credit, a limit must be set. The client card contains the field «Max. debt amount (VIP)». The owner specifies the maximum amount, and once the client’s debt reaches this value, the program will technically block the salesperson’s ability to release goods on credit.
Also, to protect data, in the «Purchases» tab (client card), you can hide columns with retail prices, discount percentages, and bonus balances from the salesperson by restricting access through field visibility settings. And to prevent the salesperson from independently changing a regular customer to VIP status, access to editing the «VIP client» switch is blocked through role access settings for the «Clients» form.
Prohibiting sales below cost and controlling manual discounts
How can sales at a loss be prevented when large discounts are applied?
Even the most respected VIP client should not cause losses for the store. If a client has a large discount card or promotional discount, the sale price may fall below the cost of the goods. To protect the business, the «Minimum sale price control» setting is used in the user card (Settings - Users). The owner can set the value «Sell at cost + min. product markup» for the salesperson. In this case, regardless of the client’s status or the salesperson’s attempts to give a manual discount, the program will not allow the price to be lowered below the specified limit (cost plus the minimum markup set in the settings).
In addition, at the product level (in the product type card), you can set the «Maximum discount (%)». For example, if the markup on a product is very small (for example, 5%), you set the maximum discount to 0% or 2%. If a VIP client with a 10% discount comes in, the program still will not allow the system to apply a discount greater than the set limit, protecting you from losses.
How can manual discounts and price changes be prohibited?
To prevent the salesperson from manipulating the amount payable, in the role access rights settings, you need to disable the parameter «Allowed to change the sale price in sale». This will block the ability to change the final price to their own value and keep the difference. You should also check whether the salesperson has access to the setting «Sell goods at cost with markup» (located in the «Other» tab in the client card), because this function allows goods to be sold almost at the purchase price. Access to it can also be hidden from ordinary staff.
Torgsoft allows you to build a reliable control system where the salesperson acts only as a checkout operator. By using a set of settings (restricting the visibility of clients and fields, controlling payment dates, debt limits, and minimum price control), the owner ensures that no transaction with a VIP client will harm the company’s finances.
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