Manager approvals, ceilings and PIN

What a ceiling is and how to set it

Refund, Void bill and Apply discount each have their own ceiling. Up to the ceiling staff can do it themselves; above it the system asks for a manager PIN first. A store that has not set anything uses the safe default of 0, meaning approval every time.

Steps

1. Open Settings › Approvals
2. Enter the ceiling for each actionEnter 0 to require approval every time
3. Tap Save for each oneEvery ceiling change is written to the audit history

Good to know

• A high ceiling means more money can leave without a manager checking. Set only what you need.

Who can approve

The Who can approve list shows users whose role may approve for a manager, marked Ready to approve or No PIN set. Each approver sets their own PIN on My account. Adding or removing the right is done on the users and permissions page.

Good to know

• If no approver has a PIN, anything above the ceiling cannot be done.
• A manager who still has to change their first PIN cannot approve yet.

Asking for approval at the till

When an amount is above the ceiling, a Manager approval required window opens: choose the manager's name and let them type their own PIN. Once approved the action continues at once and both the person doing it and the approver are recorded.

Good to know

• If nothing happens after confirming, read the message under the button; it always says why.
• The approver has not set a PIN yet is not the same as The approver PIN is incorrect: the first needs a PIN set, the second needs another try.
• PIN must be changed first means a temporary PIN a manager set; that approver changes it themselves first.
• Too many wrong PINs lock that person's approvals for a while; wait the time shown and try again. It never locks signing in.

New store: the owner has no PIN yet

A new store has no ceilings, so every amount needs approval, and an owner who has just signed up has no PIN. If you are the approver chosen, the approval window shows No PIN yet. Set your PIN now: tap it, enter the password you sign in with, type a new PIN twice, and the PIN is filled into the approval window; tap Approve and the action continues. On Bill History the same button sits in the notice before a refund.

Steps

1. In the approval window, choose your name and tap No PIN yet. Set your PIN now
2. Enter the password you sign in with, then a new PIN of at least 6 digits twice
3. Tap ApproveThe PIN you just set is already filled in

Good to know

• Do not type your password into the PIN box: a PIN and a password are different things.
• You can set it ahead of time in the Owner PIN step of the setup wizard, or on My account.

Purchase order approval

Stores that use purchase order approval see a Purchase order approval section on the same page. Set the PO total above which a second person must approve (0 means every PO), and how far a supplier bill may differ from the PO. Set it for the whole store or per branch.