Knowledge Base

Retail Express

Managing POS Security Features

The POS Security area controls which POS functions are enabled or disabled for different Security Profiles e.g refunds, editing of sales and viewing cost information.

To explain the different sections of user security:

Profile Security	Used to create Security Profiles, and enable/disable access to Back Office functionality for each Profile.
POS Security	Used to enable/disable POS features for each Security Profile
Users	Individual logins for staff members. Each user is assigned to a Security Profile, and inherit access to different features of the system as defined in the Profile Security and POS Security areas.

📋 Note: The ability to access POS Security Features is determined by the User Security Profile. If you cannot access this feature please contact your company administrative staff.

The ability to create vouchers can be turned on/off per Security Profile, along with the specific type of Voucher e.g. Credit Note, Gift Voucher etc. For example, your system could be configured so that Store Managers can issue Credit Notes, while all staff are able to create Gift Vouchers. See the Voucher section below for more information.

Enabling/Disabling features for Profiles

To manage access to POS features:

Navigate to Staff > POS Security Features
Select a Profile from the drop-down
Tick the Enabled tick box to enable access to the required features
Untick the Enabled tick box to remove access
Click Save
Ensure all users log out of POS for the changes to take effect (note that closing the browser will not be enough for the changes to take place - see the article on Logging Out for more information)

Tip: If you need to create a new Profile navigate to Staff > Profile Security. For detailed information, see the Profile Security article.

mceclip0 - 2023-07-08T184514.135.png

📋 Note: Should a User try to access a function they are not enabled for a security prompt will appear at POS. An authorised user can enter their User ID and Password to perform an override and grant temporary access to the function.

List of Features

Feature	Explanation
Allow Change of Fixed Price Group	Allow the user to change a customer Fixed Price Group from within POS
Allow Change Of Price Group	Allow the user to change a customer Price Group from within POS
Allow Creation Of Blank Refunds	Allow the User to create Blank Refunds at POS
Allow Creation Of Refunds	Allow the User to create Refunds at POS
Allow Creation Of Zero Quantity Refunds	Allow the User to refund a sale with zero quantity of stock
Allow Discount Past Maximum Discount	Allow discounting of a sell price in a sale past the Maximum Discount Rule for that product
Allow Duplicate Customer E-Mail Address	Allow the User to create customers with Duplicate Email Addresses
Allow Editing And Changing A Processed Sale	Allow the ability to edit existing products, add/reverse payments and other income-related functions in Processed sales
Allow Editing Invoice Email Message	Allow the user to edit the default message when emailing an invoice
Allow Editing Of Payment Dates	Allow the User to Edit the Payment Date against an order
Allow Editing Order Comment History	Allow the user to edit/delete the comment history that has been created against an order
Allow Editing Voucher Expiry Date	This is a legacy setting no longer in use. Manage Voucher settings and expiry here
Allow Forward Date Invoice	Allow the user to change the date of the invoice to a future date
Allow Insufficient Credit	Allow the User to finalise a credit order for a customer with insufficient credit available
Allow Items On Blank Refunds To Exceed Current Sale Price	Allow the user to add items to a Blank Refund in POS at a value greater than the Current Sale Price for that item.
Allow Money In / Out	Allow the user to perform Money In/Out
Allow Negative Dispatch	This is a legacy setting no longer in use. You cannot apply a negative dispatch.
Allow Negative Payments	This is a legacy setting no longer in use. You cannot enter a negative payment amount, please see Processing a Refund or Return.
Allow Override of Invalid Coupon	Allow the user to add an invalid Coupon to an Order (the Coupon Code must still be valid) e.g. expired code.
Allow Override Of Minimum Deposit	Allow the User to finalise a sale when the Minimum Deposit has not been met.
Allow The User To Change The Register's Theme	Allow the user to change the register's POS Theme
Allow The User to View All Transactions in POS	If enabled, users can view all transactions in POS for any Outlet when using the Lookup, Search and Return functions. If unticked, the user will be restricted to viewing only transactions for Outlets as per the Outlet Access list in their User Settings.
Allow The User To View Any Offline Server Details	Allow the user to view any Offline Server details
Allow The User To View The Dashboard	Allow the user to view the POS Dashboard
Allow Transfers	Allow the user to access Transfers at POS
Allow Transfers - Void	Allow the user to Void Transfers in POS
Cancel Order	Cancel or VOID a Sale. This does not delete the sale or any payments made, which will still apply to income, however does exclude the sale from any stock movement calculations.
Change User/Date	Change the Staff Member, Outlet, Register, Sales Date/Time associated with the sale. This will only change the date of the sale, and will not affect the date/time of payments or of allocation/fulfilment of products.
Edit Order Status	Manually edit the order status (e.g., Incomplete, Awaiting Payment)
Marketing & Loyalty	Allow the user to access the Marketing & Loyalty page to manage Loyalty Redemption and Survey Segments questions
No Tax On The Order	Allows access to the "No Tax" checkbox to Remove Tax from the order.
Show Comments	View and apply Public and Private Comments to the order. Public comments appear on the invoice and receipt. Private comments are only viewable by staff.
Show Costs	Access display of associated Cost Price and GP information for all products on an order.

Enabling/disabling different voucher types for each Profile

All users will have access to redeem all voucher types, provided vouchers are enabled as a Payment Type. However, you can restrict the ability to create individual voucher types within POS to specific Profiles only.

Navigate to Staff > POS Security Features
Select the Security Profile from the drop-down
Scroll to the bottom of the page to locate the Voucher Type section
Tick the Enabled option to enable access to a particular voucher
Click Save
Ensure all users log out of POS for the changes to take effect (note that closing the browser will not be enough for the changes to take place - see the article on Logging Out for more information

📋 Note: Loyalty is a legacy voucher type no longer in use.

mceclip0 - 2023-07-08T184524.197.png

Return to Top