Manager approval on the spot
When the person signed in may not do something, the POS asks a manager to approve it there and then: the manager's PIN, with their staff code if they like, then Approve. The window part by part, PIN alone or code and PIN, every message, what is recorded, why it works with the internet down, and the full list of what asks for a manager on the POS. On the Windows and the Android POS.
On this page
Some things on the POS need a right that not everybody has: voiding a bill, changing a price, ringing a return, taking a payment back. When a person without the right tries one, the POS does not simply refuse. It asks for a manager's approval on the spot: a manager comes to the POS, types their PIN, and presses Approve.
The person signed in stays signed in. The manager is not signed in by it: their name is recorded with that one act, as the person who approved it.
Before you start
- The manager needs the right themselves. Their POS access group must have the right the act asks for (the list is below). Being called "manager" is not enough. See POS access groups.
- The manager needs a PIN, set in the back office on POS users. A PIN is 4 to 30 figures. See PINs.
- This POS must know the manager. The PIN is checked against the list of people this POS keeps, which it gets from the cloud. A PIN set or changed in the back office works here once this POS has refreshed.
The approval window, part by part
Most acts open a window of their own for the approval. This one asks for a return rung by a cashier without the return right.
- The title: what is being approved: Return -1 x Teh Tarik, Manager approval for payment, the name of an open-price dish, Give voucher: manager approval.
- The red line: why the last PIN typed was refused. It is not there the first time. See What if….
- Why a manager is asked, in one sentence: A return needs a manager who may approve returns.
- The heading of the two boxes: A manager approves this return: their PIN, or their staff code and PIN. Its middle words name the act: voiding this bill, taking this item off, changing this price, keying this price, taking this payment, opening this shift.
- PIN: the manager's PIN. It shows as dots. This box must be filled.
- Staff code (optional): the manager's staff code, if they want to type it. The PIN alone is enough.
- Cancel: closes the window. Nothing is done, and what you were doing stays as it was.
- Approve: green. Grey until a PIN is typed. The POS checks the PIN, and the act goes through as the manager's approval.
On Windows, each box has a key at its end that opens the on-screen number pad or keyboard (see The on-screen keyboard). A PC keyboard types in them too.
The two boxes inside another window
Some windows do not open a second window: they show the same two boxes inside themselves, under their own fields, and their own button waits for the PIN. Void this bill, Void this item, Windows' Change price, the quantity pad for a return, the shift windows, the day end, Take back a payment, a refund and a change of payment method do this.
Approve something
- The person signed in does what they need: for example, presses Void bill.
- The POS asks for a manager: a window, or the two boxes in the window that opened.
- The manager comes to the POS and types their PIN. They may type their staff code too.
- Press Approve (or the window's own button, such as Void this bill).
- The act is done. The person signed in carries on as before.
The PIN alone, or the staff code and PIN
Both work. The difference is in what the POS says when it refuses:
| The manager types | When the PIN is right but the person may not approve this |
|---|---|
| The PIN alone | That PIN cannot approve this. Nobody is named, and it counts as a wrong PIN. |
| Staff code and PIN | The person is named, for example Siti may not void a bill either. Ask a manager to type their code and PIN. |
A wrong PIN says Invalid PIN. (PIN alone) or Invalid code or PIN. (code and PIN).
What is recorded, and the internet
- Checked on this POS. The PIN is checked against the list this POS keeps. Nothing goes to the internet, so an approval works with the line down.
- Nobody is signed in. The person at the POS stays who they are. The manager's name goes with that one act: the void, the price, the return, the payment. The cloud records the manager as having approved it.
- A payment is the manager's. After Manager approval for payment, the POS says Approved by Siti: the payment is recorded as theirs. Every payment taken on that bill's payment window is recorded as the manager's.
- Wrong PINs count. They count together with the sign-in screen's PIN pad. After too many, the POS makes everybody wait before the next PIN, and says how long.
What asks for a manager
Each of these asks for a manager only when the person signed in does not have the right. With the right, nothing is asked. The rights are named as they are in the POS access group, in the back office.
On the sales screen
| What you do | The right it needs | Where the manager types |
|---|---|---|
| Void a dish that has gone to the kitchen, or has reached the cloud | Void a line or bill | In Void this item. A dish not sent and not yet on the cloud comes off with no question. |
| Take some of a sent dish off with − | Void a line or bill | In the void window, once for all your taps. |
| Void the whole bill | Void a line or bill | In Void this bill. |
| Change a dish's price | Change an item's price | Windows: in Change price. Android: a Change price window after the keypad. |
| Ring an open-price dish | Key an open price | A window named after the dish, before its price pad. |
| Ring a return (a negative quantity), or return more | Return items (negative quantity) | Windows: in the quantity pad, or a window after −. Android: a Return items window. |
| Give away a voucher | Give away a voucher | Give voucher: manager approval. |
| A discount or a promotion, on a POS that works through its Main POS | Apply a discount, Apply a promotion | In the Discount window, or a window, after the Main POS refused it for the right. |
Payment and paid bills
| What you do | The right it needs | Where the manager types |
|---|---|---|
| Take payment | Take Payment, Edit | Manager approval for payment, when Pay is pressed. See Manager approval for payment. |
| Take a payment back off an open bill | Reverse a payment | In the take-back window. |
| Refund a paid bill | Reverse a payment | In the refund window. |
| Change the payment method of a paid bill | Change payment method | In its window, in Last bill. |
Shift and day end
| What you do | The right it needs |
|---|---|
| Open a shift | Shift Open/Close |
| Close a shift, or a Sub POS's shift from the Main POS | Shift Open/Close |
| Pay cash in or out | Cash in / cash out |
| Run the day end | Business Day End, and Z-read when it closes another POS's drawer |
Pay later, deposits and Member
| What you do | The rights |
|---|---|
| Pay later | Put a bill on Pay later, Pay later over the limit or overdue, Collect a debt or convert a hold sale |
| Deposits | Refund a deposit, Forfeit or extend a deposit, Use a deposit offline, or void one in the same shift |
| Member | Member (POS): finding a member, registering one; Take a member wallet payment, Take a member points payment, Use a member voucher |
Each window asks in the cases its own guide describes. See Related guides.
What does not ask for a manager
- A promotion marked "Needs a manager to apply" in the back office: a manager must sign in on this POS to apply it. On Windows the Promotions window says Needs a manager: ask one to sign in on this POS to apply it; on Android the promotion says · needs a manager, and a tap on it says Weekend Set needs a manager. Ask a manager to sign in and apply it.
- Reprint ticket without Reprint a kitchen ticket: refused, Reprinting a kitchen ticket needs a manager's permission. Ask somebody with the right to sign in.
- Move table and Split without Transfer / merge / split: refused. On Windows: Missing permission: pos.order.transfer.
- A discount on a POS that keeps its own bills: the Discount window asks for no manager.
- The reason chosen. A void or discount reason's Manager approval tick in the back office is not read by the POS. Whether a manager is asked depends only on the rights of the person signed in.
The Android POS asks for the same things, in the same words, with the same two boxes: PIN and Staff code (optional), side by side, and Cancel and a green Approve at the foot. On a phone held upright, the staff code box goes under the PIN box. With the on-screen keyboard up, the middle of the window scrolls, and the buttons stay at its foot.
A wrong staff code and PIN of somebody who may not approve names them in the act's own words, for example Siti is not a manager who may change prices.