Manager PIN at the till
A manager types their PIN before a cashier takes items off a bill, gives a big discount or cancels a bill - and every approval is recorded.
How it works
With the manager PIN on, a cashier who tries one of these gets a Manager approval box on the billing screen:
- taking an item off a bill, or lowering its quantity;
- giving a discount above your limit;
- cancelling a bill.
A manager standing nearby types their own PIN on the keypad. The action goes ahead and the cashier stays signed in - the manager isn't signed in on that counter. The Audit Trail records who asked and who approved.
Admins and Managers are never asked: they are the ones who approve.
Switch it on
- Go to Settings › Billing Settings › Approvals.
- Tick Ask for a manager's PIN at the till.
Choose when it's needed:
- Taking items off a bill - no PIN, a PIN only for items already saved on the bill (restaurants: or sent to the kitchen), or a PIN for every item, even before the bill is saved.
- Discounts above this need a PIN (%) - for example 5: up to 5% the cashier gives it, more needs a PIN. 0 means every discount needs one. A customer's automatic tag discount never does.
- Cancelling a bill needs a PIN - cashiers whose role can't cancel bills can then cancel one with a manager's PIN.
- Click Save.
The manager PIN is part of the Standard plan and above.
Set your PIN
Each manager sets their own PIN:
- Click your name at the top right and choose My approval PIN.
- Type a PIN of 4 to 6 digits twice and click Save PIN.
To change it, you need your current PIN. PINs that are too easy, such as 1234 or 1111, aren't accepted, and two people in a business can't have the same PIN.
Under Who can approve on the Approvals tab, Admins see who has a PIN. If someone forgets theirs, an Admin clicks Remove PIN and they set a new one.
To let a custom role approve too, tick Approve with PIN at the till for it in Users › Roles & permissions.
At the till
- The cashier presses X next to a saved item (or Discount, or Cancel).
- The Manager approval box opens and says what it's for.
- The manager types their PIN and presses ✓. The box closes and the change is made.
After 5 wrong PINs in a row, the box is locked for that cashier for 5 minutes.