Cashier permissions
Eight permissions govern what a cashier can do from the screen. Learn them one by one with what happens when each is denied, then see how scopes add limits of another kind.
On this page
Cashier permissions are a separate group in the Roles and permissions screen titled Cashier (POS app). They are granted to a role and reach every user with that role, and can be overridden for a single user from their record. See Roles for the general principle.
The eight permissions
| Permission | What it allows | Without it |
|---|---|---|
| Selling | Creating invoices from the sale screen | The cashier cannot sell at all; it is the base permission |
| Returns from the screen | Returning items from a previous invoice with a return reason | The return button is hidden; returns from the web only |
| Receipt vouchers from the screen | Taking a payment from a customer on account without an invoice | No receipt is recorded except with an invoice |
| Cancel own invoices | Cancelling an invoice they created in their shift | Cancelling from the web only |
| Edit price while selling | Changing the line price by hand | Price comes from the price list only; discounts stay within the limit |
| Define item from the screen | Adding a new item for an unknown barcode while selling | The unknown barcode is refused until the item is defined on the web |
| Define customer from the screen | Adding a new customer while selling | Picks from existing customers only |
| Credit sale in a customer's name | Leaving part of the invoice as debt on a customer within their credit limit | Cashier invoices stay cash even when a customer is named; any shortfall in payment is refused |
Credit sales is the riskiest
Grant it only to people you trust. With this permission a partially paid invoice is accepted and the rest is recorded as debt on the customer, provided a customer is chosen and their balance stays within the credit limit. Exceeding the limit is refused unless the user also holds the credit override permission from the sales permissions.
How the permission reaches the app
- Open Home, Roles and permissions and pick the cashier role.
- In the Cashier (POS app) group switch on the permissions you want and save.
- The app reads the user's permissions on sign-in and on every data refresh, and shows or hides the buttons accordingly.
The five cashier flags in the Point of sale tab of the user record (Returns, Receipt vouchers, Edit price, Cancel own invoices, Define items) are the other face of these permissions: derived from the role and saved as an individual override. See Setting up a cashier user.
POS management permissions
Another group titled Point of sale (management) belongs to the manager, not the cashier:
- Active POS terminals: view, update, block, release seat, delete. They govern the Active POS terminals screen.
- POS settings: view and update.
Shifts, promotions and quick items follow the sales and catalog permissions: "Shifts" under sales, "Promotions" and "Quick items" under catalog.
Scopes: limits of another kind
A permission says what they do; a scope says on which things. From the scopes tab of the user record:
- Allowed cashboxes: they pick only from these on vouchers, and their cashier cashbox must be among them.
- Allowed warehouses: their cashier warehouse must be among them.
- Item groups they sell from: the cashier device reaches nothing else.
- Branches and Amount limit: restrict what they see on the web and what they post without approval.
Details in User scopes.
Start from the "Cashier" template
The ready role templates carry the common mix: selling, returns and receipt vouchers with no price editing and no credit sales. Copy the template and adjust instead of building from scratch.
What happens in the books
Permissions write no entries, but they decide which entries can originate from the screen: a screen return reverses sales and stock like a web return, a screen receipt voucher debits the shift cashbox and credits the customer balance, and a credit sale leaves the balance debited to customer receivables (1400) instead of the cashbox.
Frequently asked questions
The cashier picks a customer but the invoice refuses a partial payment. Why?
Because their role lacks "Credit sale in a customer's name". Without it their invoices stay cash even when a customer is named. Grant the permission to the role or the user.
Can I let one cashier edit prices without the others?
Yes. On the user record, Point of sale tab, switch on "Edit price" for them alone; it is saved as an individual override above their role.
What is the difference between the returns permission and the cancel permission?
A return creates a new document that brings items back from a posted invoice and keeps the original. Cancelling reverses the whole invoice as if it never happened, and only for the cashier's own invoices.