Storekeeper rights for internal transfers: warehouse setup, price hiding, and logistics scenario control

In retail businesses with multiple stores or a central warehouse, the internal transfer of goods is a routine daily process. This logistics workflow is essential for replenishing store shelves on time, preventing product shortages, and redistributing surplus stock between retail locations. 

However, when delegating these tasks to employees, business owners want to retain maximum control over the movement of inventory. Business owners usually have the following questions: 

In this article, we take a detailed look at the logistics workflow in Torgsoft and the storekeeper access rights settings that provide comprehensive answers to these questions.

1. Restricting access to accounting centers: where goods can be transferred from and to

One of the main tasks when configuring storekeeper permissions is to clearly define their area of responsibility. If a storekeeper works at Warehouse No. 1, they should not be able to transfer goods to any other accounting center without proper authorization.

To address this issue, Torgsoft provides a restriction on access to the accounting centers that can receive an internal transfer.

• If this restriction is enabled in the role or user settings, the storekeeper will be able to select only the warehouses approved in advance by the manager as recipients when creating a transfer note. For example, if the storekeeper has access only to "Store 2", they will not be able to allocate goods to "Store 1".

• If this restriction is enabled but no permitted recipient warehouse is selected, the program will consider that no accounting centers are available, and the storekeeper will not be able to create an internal transfer at all.

Badge-based authorization

Business owners encountered situations where scanning a badge to create an internal transfer opened the "Transfer Across the Retail Network" form, allowing the storekeeper or salesperson to transfer goods from any accounting center to any other center while bypassing their restrictions. This behavior has now been corrected: even when a badge is scanned, the program strictly follows the configured role restrictions, and the user cannot perform an unauthorized transfer.

2. Data confidentiality: hiding prices and stock balances at other locations

A storekeeper only needs information about product quantities, storage locations, and barcodes to perform their work. Access to commercial information should be restricted.

• Hiding prices. In the access settings, you can clear the «Allowed to view purchase prices» checkbox. You can also prevent wholesale prices from being displayed in the product availability and warehouse status forms.

• Hiding stock balances at other warehouses. The «Allowed to view warehouse status» setting lets you specify which accounting centers' stock balances the storekeeper can see. If the storekeeper does not need information about the network's strategic inventory, you can revoke the «Allowed to view the quantity of goods in the central warehouse» permission.

• Internal Transfer Register. If a storekeeper has restricted access to accounting centers, they will not see all of the company's transfer notes in the register. Their list will include only the internal transfers in which their warehouse is the sender or recipient.

3. Logistics workflow: assigning a transfer note to a specific storekeeper

For large warehouses, task routing is particularly important: how does a storekeeper know which transfer note they need to pick right now?

Torgsoft provides a mechanism for assigning a storekeeper to an internal transfer document.

• When creating a transfer note or allocating goods, the manager can select a specific storekeeper from the employee list and assign them to the document.

• The "Internal Transfer Register" form includes a "Storekeeper" column and a corresponding filter.

• After opening the register, the storekeeper simply filters the list by their surname and sees the tasks assigned to them. The storekeeper's details can also be printed directly on the internal transfer note.

For more convenient order picking, you can also configure the printing of a «Storekeeper Receipt». When goods are dispatched or sold, a receipt listing the products is printed on a dedicated printer installed directly in the warehouse. This allows the storekeeper to begin picking immediately, even while the customer or delivery driver is still on the way to the warehouse.

4. Shortage control and editing restrictions (Protection against manipulation)

Logistics operations often use the «Goods in Transit» mode. When goods are transferred between warehouses, they are deducted from the sender's stock but added to the recipient's stock only after they have actually been received.

The receiving party must open the transfer note and verify the goods actually delivered using a barcode scanner (the «Verify Transfer Note» button).

The risk of theft and quantity editing

Business owners often report the following risk: 100 units of a product are dispatched from a warehouse. The receiving storekeeper accepts the delivery but enters only 90 units during verification and misappropriates the remaining 10. Because the system allows discrepancies to be recorded, the shortage will appear at the dispatching warehouse, while the dishonest employee avoids responsibility.

To prevent such manipulation, the role settings (Settings - Role Settings - Document tab) include the «Allowed to close and apply transfer note verification results» permission.

• If this restriction is enabled by revoking the storekeeper's permission, the warehouse employee will only be able to scan the delivered goods and record discrepancies in the program. However, they will not be able to apply the results or close the transfer note independently.

• A senior manager or the business owner must apply the final results and post the actual quantity after reviewing the discrepancies recorded by the storekeeper. This protects the business from uncontrolled changes to the quantity of received goods.

By configuring all the listed restrictions and permissions, the business owner creates a transparent and secure logistics system. Storekeepers see only their assigned tasks and work strictly within the warehouses allocated to them, without access to commercially sensitive information, while management retains close control over any transfer discrepancies.