Retail Permission

Introduction

iVendNext has a role-based permission system. It means that you set Retail Permissions on roles and then assign these roles to different individuals. Then these Roles determine the level of access that an individual has on the application.

Prerequisites

There are no prerequisites as such.

Steps To Create a New Retail Permission

The steps to create a new Retail Permission are explained below:

Navigate to: Home > Retail. Then under the Settings section click on the Retail Permissions shortcut. This should take you to the Retail Permissions List View screen.

The screenshot above depicts 3 different roles - Cashier, Merchandiser, and Manager. The individuals who are assigned these roles will have different levels of access to the application based on the permissions assigned to these roles.

Click on the Add Retail Permission Button. This should take you to the New Retail Permission Screen. 

Fill in the required information and select the desired permissions on the New Retail Permission screen. 

Enter the Retail Permissions Name and select the required permissions. These permissions are spread across the following tabs:

• Transaction Rights

• Price and Discount Detail

• Shift Settings

• Miscellaneous

Once you have filled in the required information and selected the desired permissions on the New Retail Permissions screen click the Save button, to save the data and exit the screen. 

New Retail Permission Screen Explained

The New Retail Permission Screen is split into the following Tabs. Each Tab contains information specific to the section it corresponds to. 

• Transaction Rights

• Price and Discount Detail

• Shift Settings

• Miscellaneous

Transaction Rights 

This section contains the retail permissions pertaining to POS transactions. 

You are required to check or uncheck the box to enable or disable the permission. These permissions are:

Sale

Check this box to give the assigned user permission to complete sale transactions at the Point of Sale. If left unticked, a manager override will be required.

Item Return

Check this box to give the assigned user permission to perform an item return at the Point of Sale. If left unticked, a manager override will be required. 

Sale Return

Check this box to give the assigned user permission to perform a sale return transaction at the Point of Sale. If left unticked, a manager override will be required.

Gift Certificate

Check this box to give the assigned user permission to sell and redeem gift certificates at the Point of Sale. If left unticked, a manager override will be required.

Sale with Fulfilment

Check this box to give the assigned user permission to Add, Edit or Delete the Fulfilment information attached to a transaction. If left unticked, a manager override will be required.

On Account Payment

Check this box to give the assigned user permission to take payment using On Account. If left unticked, a manager override will be required.

Suspend / Recall

Check this box to give the assigned user permission to suspend a sale transaction and recall a suspended sale transaction at the Point of Sale. If left unticked, a manager override will be required.

Delete Suspended Transaction

Check this box to give the assigned user permission to delete a suspended sale transaction. If left unticked, a manager override will be required. 

Void Transaction

Check this box to give the assigned user permission to void a transaction. If left unticked, a manager override will be required. 

Void Item

Check this box to give the assigned user permission to void an item in the sale transaction. If left unticked, a manager override will be required.

Cash In

Check this box to give the assigned user permission to deposit cash in the cash drawer. If left unticked, a manager override will be required.

Cash Out

Check this box to give the assigned user permission to take out cash from the cash drawer. If left unticked, a manager override will be required. 

Expense

Check this box to give the assigned user permission to record expenses paid from the cash drawer. If left unticked, a manager override will be required. 

Price and Discount Detail 

This section contains the retail permissions pertaining to Price and Discount. You can specify the Upper and the Lower Limit for Price Override and Discount Applied.

Price Override Lower Limit: 

This is the minimum price that can be set for an item. It ensures that the price does not go below a certain threshold, even if discounts or other pricing rules are applied. This helps maintain a minimum profit margin and prevents selling items at a loss. These limits can be defined based on various criteria such as item code, item group, customer group, supplier group, quantity, and amount

Price Override Upper Limit: 

This is the maximum price that can be set for an item. It ensures that the price does not exceed a certain threshold, even if additional charges or other pricing rules are applied. This helps maintain competitive pricing and prevents overcharging customers. These limits can be defined based on various criteria such as item code, item group, customer group, supplier group, quantity, and amount.

Maximum Item Discount %: 

This is the highest percentage discount that can be applied to an individual item. It ensures that the discount on any single item does not exceed a certain limit to prevent excessive discounting. These limits can be defined based on various criteria such as item code, item group, customer group, supplier group, quantity, and amount.

Maximum Sale Discount %: 

This is the highest percentage discount that can be applied to the total sale amount. It ensures that the overall discount on a sale does not exceed a certain limit to maintain profitability. These limits can be defined based on various criteria such as item code, item group, customer group, supplier group, quantity, and amount.

Shift Settings 

This section contains the retail permissions related to Shift Settings. Check or uncheck the box to enable or disable the permission. For example putting a tick against the Count checkbox would mean that the individual who is assigned the role of a Manager will be able to perform a Shift Count.

Open Shift

Check this box to give the assigned user permission to open the shift. This action is used to start a new shift. When you open a shift, it marks the beginning of the shift period for the cashier. This is typically done at the start of the workday or shift cycle.

Suspend Resume Shift

Check this box to give the assigned user permission to suspend and resume the shift. This action allows you to temporarily pause a shift and then resume it later. This can be useful in situations where there is a need to temporarily halt work, such as during a break or an unexpected interruption. Once the pause is over, the shift can be resumed without starting a new one.

Count Shift

Check this box to give the assigned user permission to count the shift. This action is used to count the different modes of payment used in POS transactions. This feature is particularly useful where various payment methods such as cash, credit cards, and digital payments are accepted.

Close Shift

Check this box to give the assigned user permission to close the shift. This action is used to end a shift. When you close a shift, it marks the end of the shift period for the cashier. This is typically done at the end of the workday or shift cycle. Closing a shift ensures that all attendance and work records are finalized for that shift.

Miscellaneous 

This section contains the retail permissions pertaining to Tax, Cash Drawer, Transaction Receipt, X Tape Report, and Credit Limit Override. 

Role-based permission involves assigning permissions to users based on their role within the organization. Permissions are specified for a role and then that role is assigned to a user. 

Let us try to understand this with an example. We have created two users - Pepper Potts and Tony Stark and have assigned them the role of a Cashier and Manager respectively. 

The image below displays Pepper Potts’s user card which indicates that she has been assigned the role of a Cashier.

The image below displays Tony Stark’s user card which indicates that he has been assigned the role of a Manager. 

Based on the permissions assigned to these roles, these users will have different levels of access to the application.

There are a few roles that come predefined with the application. However, additional roles can be created to suit business requirements.