Creating and Managing Retail Permissions

Creating and Managing Retail Permissions

Introduction

Retail permissions in iVendNext define what actions users can perform at the Point of Sale (POS), such as processing sales, overriding prices, or managing shifts. By configuring these permissions, businesses can enforce security policies, prevent fraud, and streamline operations.


This guide provides a step-by-step approach to setting up retail permissions, covering transaction rights, price/discount controls, shift settings, and more.




Step 1: Accessing Retail Permissions

To create or modify retail permissions:


  1. Navigate to: Home > Retail > Settings > Retail Permissions.

  2. Click "Add Retail Permission" to define a new role or edit an existing one.


Notes
Permissions are assigned to roles (e.g., Cashier, Manager), not individual users. Assign roles via User Profiles later.



Step 2: Configuring Transaction Rights

The Transaction Rights tab controls basic POS operations. Enable/disable permissions as needed:


Permission

Description

Example Use Case

Sale

Allow completing sales.

Cashiers can process transactions.

Void Transaction

Permit canceling entire sales.

Managers only, to prevent misuse.

Suspend/Recall

Pause and resume transactions.

Useful for hold orders.

Cash In/Out

Add/remove cash from the drawer.

Restricted to supervisors.



Step 3: Setting Price and Discount Limits

Under the Price and Discount Detail tab, define boundaries for pricing flexibility:


  • Price Override Lower/Upper Limit:


  • Minimum/maximum price an item can be sold for.

  • Example: Prevent selling below cost (Lower Limit = $10).


  • Maximum Discount % (Item/Sale):


  • Cap discounts to maintain profitability.

  • Example: Cashiers can’t exceed a 20% discount per item.




Step 4: Managing Shift Permissions

The Shift Settings tab controls shift operations:


Permission

Description

Recommended Role

Open/Close Shift

Start/end a shift.

Manager

Count Shift

Reconcile cash and payments.

Supervisor

Suspend Resume

Temporarily pause a shift.

Cashier/Manager


Quote
Restrict shift closures to managers to ensure accountability.



Step 5: Miscellaneous Permissions

The Miscellaneous tab includes critical security settings:


  • Tax Override: Allow modifying tax rates.

  • Credit Limit Override: Permit exceeding customer credit limits.

  • X Tape Report: Access end-of-day transaction reports.



Step 6: Assigning Roles to Users

After configuring permissions:


  1. Go to: Home > Users and Permissions > User.

  2. Open a user profile (e.g., "Pepper Potts").

  3. Assign the role (e.g., "Cashier") under the Roles section.




Best Practices for Retail Permissions

  1. Least Privilege Principle: Grant only necessary permissions (e.g., Cashiers shouldn’t void transactions).

  2. Audit Logs: Regularly review POS activity for discrepancies.

  3. Role Profiles: Use Role Profiles to assign multiple roles efficiently (e.g., "Senior Cashier" = Cashier + Shift Count permissions).



Troubleshooting

  • Issue: A user can’t perform an action (e.g., override prices).
    Solution: Check their assigned role’s permissions in Retail Permissions.

  • Issue: Discount limits aren’t enforced.
    Solution: Verify Maximum Discount % values under Price and Discount Detail.



Conclusion

Retail permissions in iVendNext ensure security, consistency, and operational control. By following this guide, you can tailor permissions to your business needs, reducing risks and improving efficiency.



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