Access rights to warehouses and stores: how to restrict access and protect the cash register
If in Torgsoft sellers can see other warehouses, purchase prices, change the price in a sale, delete items from a sale, or conduct inventory with balances shown, a “grey zone” of access appears in the system. In such a zone, it is difficult to understand who exactly created the problem, and some errors or abuses can even be made invisible to the owner. Therefore, access rights to warehouses, stores, the cash desk and prices should be configured not “for convenience”, but as an element of accounting control and security.
Access rights make sense only when each employee works under their own user account or badge, not under a shared account. If sellers log in to the program under one login or receive a role without restrictions, the system loses the main value of control: it becomes impossible to accurately identify the author of an action, and therefore impossible to reliably investigate a price change, a sale from another warehouse, item cancellation from a receipt, or inventory adjustment. If you are not sure which rights to leave for the seller, cashier, storekeeper or inventory manager role, it is better to contact technical support.
Below is an analysis of the most common situations related to access violations and algorithms for preventing them.
1. Sale of someone else’s goods: the seller deducts stock from another store
Symptom. Sales appear in reports for one Accounting Center (for example, "Store 1"), although they did not physically occur there, or stock misgrading and confusion arise between warehouses.
Cause. A setting is enabled in the program that allows the seller, when scanning or selecting an item, to see stock balances across the entire retail network and independently choose which warehouse to deduct the sold item from. In addition, the seller’s user account is not limited to a specific Accounting Center.
How to check? Go to Settings → Parameters → Accounting tab. Check the status of the Allow sales from all retail outlets switch in the "Sale" form. Also check the user card (Settings → Users) to see whether Restrict access to Accounting Centers is enabled for this user.
How to fix?
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Uncheck Allow sales from all retail outlets in the "Sale" form and Allow sales from all retail outlets in the "Sale with invoice issuance" form in the accounting parameters.
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In the user card (seller), click Set available Accounting Centers for the user and leave the checkbox only for the store where this employee physically works.
How to prevent this from happening again? For each new seller, be sure to set the current Accounting Center as the only available one. Prevent switching between Accounting Centers on the main form by removing the corresponding permission in the user card: Allowed to switch Accounting Centers on the main form.
2. Commercial secret leakage: the seller sees purchase prices
Symptom. Regular staff know the cost of goods, purchase prices from suppliers and the owner’s margin. This information can be discussed with customers or passed to competitors. Also, during goods receipt, the seller sees the old purchase price.
Cause. The user has been granted excessive access rights. By default, an unconfigured role or the "Owner" role has access to all financial indicators, including supply history.
How to check? Go to Warehouse → Warehouse Status under the seller’s login. If the purchase price or cost is displayed in the item card or columns, access is not restricted.
How to fix? Go to Settings → Users. Select the required employee, click Edit and uncheck Allowed to see purchase prices. Cost can be hidden by closing the column in the Warehouse Status form through Role settings.
How to prevent this from happening again? Never grant regular staff access to the "User" role with the No role restrictions parameter enabled. Entrust goods receipt to an inventory manager, or allow the seller to enter only the barcode and quantity, while you handle pricing yourself.
3. Cash desk fraud: deleting an item from a receipt and unauthorized discounts
Symptom. The customer paid for the item in cash (possibly without receiving a receipt), after which the seller canceled the item in the "Sale" form. The item returns to warehouse stock, while the seller keeps the money. Another option: the seller independently changes the sales price or gives a discount to “their own” customers.
Cause. The access settings do not block the ability to delete items from a sale, and the rights to manually change the sales price are not restricted.
How to check? Log in as the seller in "Sale" mode, add an item and try to change its price, give a manual discount or delete it from the list using the "Cancel" button. If the program allows this without additional confirmations — the cash desk is vulnerable.
How to fix?
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Deletion: go to Settings → Parameters → Access tab. Enable the Seller cannot delete items in a sale switch. If deletion is needed (for example, the customer changed their mind), enable Register deletion of an item from a sale and select Entering a reason and responsible person (with mandatory administrator badge scanning).
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Prices: in Settings → Users, remove the seller’s permissions Allowed to change price according to price list in sale and Allowed to change selling price in sale.
How to prevent this from happening again? Periodically check the report Warehouse → Canceled items from sales to see who deleted items from receipts, when, and for what reason. Set up personal badges for each employee and use the seller registration mode For each sale to know exactly who was at the cash desk.
4. Fictitious inventory: perfect balances despite actual shortages
Symptom. The seller conducts inventory on their own. The inventory statement shows no discrepancies (or minimal ones), but physically there are shortages of goods on the shelves.
Cause. The seller sees stock balances in the program during counting and instead of physically counting goods, simply “adjusts” the numbers to those required by the program.
How to check? Go to Document → Inventory Statement under the seller’s login. If the table displays the Quantity in stock column (balance according to the program) — this employee cannot conduct an objective stocktake.
How to fix? Go to Settings → Parameters → Access tab and activate the Restrict inventory statement for inventory conducted by seller setting.
How to prevent this from happening again? Always conduct “blind” inventory. When the restriction is enabled, the seller will see only the item name and barcode. They will enter only the quantity they physically have in hand, without knowing how many units should be in stock, what their cost and wholesale price are. It is also advisable to remove the Allowed to see negative and zero balances permission in the user card to hide potential accounting errors from staff that may provoke theft.
Frequently Asked Questions
In order for the seller to work exclusively with his store and not see information from other points, the program provides a function to restrict access to accounting centers. Go to the "Settings" - "Users" menu, select the desired employee and check the "Restrict access to accounting centers" box. After that, click the "Set available accounting centers for the user" button and leave only the store where this seller actually works checked.
For reliability, it is also recommended to remove the permission "Allow switching of accounting centers on the main form". This will eliminate the possibility of the user accidentally or intentionally switching to the database of another store.
If you want to avoid situations when the seller removes balances from someone else's store, you need to change the global accounting settings. Go to "Settings" - "Parameters" - the "Accounting" tab and uncheck the "Allow sales from all points of sale on the "Sales" form".
Disabling this setting ensures that when adding a product to a check, the program will write it off exclusively from the current accounting center (store) in which the seller is authorized, without offering a choice from other warehouses of the retail network.
To protect trade secrets from ordinary staff, it is necessary to restrict user rights. Settings - Role settings - close access to the cost price column in the necessary forms.
In addition, it is recommended to enable the setting "Negative and zero balances can only be seen by the owner" in the access parameters. This will hide information about accounting errors and negative balances from staff, which unscrupulous employees could use for fraud.
Access restrictions apply not only to the cash register, but also to reports, viewing the warehouse status and internal transfers. In the user card ("Settings" - "Users"), you can configure "Restrict access to the accounting centers of the recipient of the internal transfer" so that the employee can move the goods only to the warehouses that he is allowed to.
You can also edit the parameter "Allowed to see the status by warehouses" by selecting from the list only those stores or warehouses whose balances this employee is allowed to view. Access to view the status of other accounting centers will be closed for him.
The prohibition on editing sales prices and discounts is configured in the role and user settings. Go to "Settings" - "Users", select the employee and remove the permissions: "Allowed to change the price according to the price list in sales" and "Allowed to change the sales price in sales". To block manual discounts, disable the parameter "Allowed to change the discount percentage when ordering the product" (in the "Settings" menu - "Settings" - "Role" tab).
For full control over the cash register, it is also recommended to activate the "Seller cannot delete goods in the sale" function (the "Access" or "Role" tab). After that, the seller will not be able to arbitrarily delete an already scanned product from the receipt (the "Cancel" buttons will disappear), which effectively prevents fraud.
Yes, the Torgsoft system allows you to configure such restrictions very flexibly. If an employee (for example, a regional manager or a product expert) supervises several points at once, you can give him access only to them.
To do this, in the user card, enable the "Limit access to accounting centers" option, click the "Set available accounting centers for the user" button and check the boxes opposite those several warehouses or stores with which the employee has the right to work. Other retail outlets in the network will be invisible to him.
To do this, you need to create and configure different "Roles" in the "Settings" - "Role Settings" menu item. A role is a template of access rights that determines which menu items and program functions will be open to an employee. For example, you can configure a separate "Storekeeper", "Product Expert" and a separate "Seller" role.
For a cashier (the "Seller" role), only the "Sales" form for sales and returns is usually left available, closing access to all other information. And for the "Storekeeper" role, access is opened to "Goods Arrival", "Internal Movement" and inventory, but may restrict viewing of financial reports.
To check the current rights of an employee, go to the "Settings" - "Users" menu and click the "Change" button on the card of the desired user. In this window, you will see a list of all individual restrictions in the form of checkmarks: which cash registers, accounts and types of goods he has access to, whether he can switch accounting centers and whether he is allowed to see purchase prices.
You can also use the "Access rights setup wizard" button directly in the user card. This wizard allows you to conveniently and step by step go through all the set limits (access to accounting centers, viewing the status of warehouses, cash registers, analysis items, etc.) and immediately edit them if necessary.
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