FooodPosWiki

POS access groups

What a POS user may do at the POS. Make a POS group, tick its rights (tables, orders and every action on them, payment, shift, day end, kept items, Pay later, deposits, Member, kitchen, QR, stock, printers, reports, bookings, menu design), the Manager group tick, and who may hand the rights out.

Who uses it:OwnerWhere:Back officeWindows POSAndroid POS
On this page

A POS access group says what its people may do at a POS: open tables, take orders, void, discount, take payment, close a shift, run the day end, and more. Every POS user is in exactly one POS group.

When somebody without a right presses its button, the POS asks for a manager's code and PIN where it can, so the manager approves it on the spot. See Manager approval.

A new restaurant has three POS groups: ADMIN (Administrator, every POS right, for the owner's POS account), MANAGER (Outlet Manager) and CASHIER (Cashier). All three can be changed.

Before you start

  • You need Access Groups, View in your back office access group to see the screen, and Access Groups, Edit to change it.
  • An Administrator may give every POS right. Anybody else may give only the POS rights their back office group lists under POS rights this group may give. See Back office access groups.

Open POS access groups

  1. In the menu, under MASTERS, click General Setup, then User, then POS access groups.
  2. The list of POS groups opens.

The list, part by part

POS access groups: each group, how many rights it ticks and who is in it.
  1. POS access groups: under MASTERS, General Setup, in the User row.
  2. Search…: finds a group by code or name.
  3. Show inactive: also lists switched-off groups, faded.
  4. + New POS group: makes a POS group.
  5. Code, Name: the group's code and name. Manager group marks a group of managers.
  6. Grants: how many rights it ticks, or Nothing.
  7. Members: how many POS users are in it, active and inactive. Status: Active or Inactive.
  8. Edit and Delete. Delete is greyed while people are still in the group.

Make or change a POS group

  1. Click + New POS group, or Edit on a group's row.
  2. Type a Code (up to 20 characters) and a Name.
  3. Tick the rights, row by row. The box in a column's head ticks or clears that whole column; All ticks or clears every box.
  4. Click Create group (or Save on a group that exists). The big green SAVED shows.
  5. Put POS users in it on POS users: Edit, Access group.
A POS group's window: POS rights only, each with View, Edit and its actions.
  1. The grey line: a POS group holds POS rights only, and only POS users can be put in it. There is no Everything (*) box on a POS group.
  2. Manager group: makes the group's people managers. Only an Administrator can tick or untick it, and doing so signs the group's people out once.
  3. The count and All: how many of the POS rights the group grants. All ticks every box, or clears them all.
  4. Screen: one row per POS right, with its code in grey.
  5. View: may see that part of the POS.
  6. Edit: may work in it.
  7. Actions: the extra rights, each ticked by itself. The boxes in the column heads tick or clear a whole column.
  8. An action, such as Void a line or bill. Without it, the POS asks for a manager's code and PIN.
  9. A dash: the right has no View or no Edit. Reports on the POS has only its two actions.
  10. Menu design on the POS has only Edit.
  11. Save: the people in the group have the new rights from their next request; a POS shows them from its next pull.

Every POS right

RightIts actionsWhat it is for
Table Plan (POS)—The table screen.
Take OrdersVoid a line or bill · Apply a discount · Change an item's price · Key an open price · Transfer / merge / split · Reprint a bill or a receipt copy · Apply a promotion · Redeem a voucher · Give away a voucher · Return items (negative quantity)Ringing up orders, and each act on a bill.
Take PaymentReverse a payment · Change payment methodTaking payment. Change payment method corrects the method of a payment on a paid bill.
Shift Open/CloseCash in / cash out · X-read · Z-readOpening and closing a shift, and its readings.
Business Day End—Closing the business day.
Kept Items (Custody)Hand a kept item back · Write a kept item offFinding a customer's bottle (View) and putting one on the shelf (Edit). Handing it back and writing it off are ticks of their own.
Pay later (POS)Collect a debt or convert a hold sale · Put a bill on Pay later · Pay later over the limit or overdueThe Pay later lists (View).
Deposits (POS)Refund a deposit · Forfeit or extend a deposit · Use a deposit offline, or void one in the same shiftSeeing deposits (View); taking one, topping it up, using it on a bill (Edit).
Member (POS)Take a member wallet payment · Take a member points payment · Use a member voucherFinding a member and putting them on a bill (View); registering a new member (Edit).
Kitchen Queue / KDSReprint a kitchen ticketThe kitchen queue. A ticket printed twice cooks the food twice, so its reprint is its own tick.
QR Incoming Orders—The QR orders guests send.
Key in stock documents (stock in, wastage)—A delivery received, or stock thrown away, keyed in at the POS (Edit).
Kitchen printers (set up on the POS)—Setting up a kitchen printer in the POS's Hardware.
Point a kitchen station at a printer (on the POS)—Edit only.
Reports on the POSSales reports (the Reports button, email a report) · Commission listThe POS's own reports.
Reservations (on the POS)—Bookings on the POS.
Menu design on the POS—Edit only: a new category, a new item, a dish's price and its modifier groups, from the POS's Settings.

Delete a POS group

  1. Move the group's people to other groups first, on POS users.
  2. Click Delete on the group's row. The back office asks Delete access group "Cashier" (CASHIER)?, This cannot be undone. Click OK.

What if…