Setting up a cashier user
A cashier is an ordinary user with a carefully filled "Point of sale" tab. This article goes through every field and shows what happens if it is left blank.
On this page
Everyone who sells from the cashier app is a user under Home, Users with the POS user option switched on. What sets them apart from other users is the Point of sale tab on their form. Fill it carefully once; every shift afterwards opens on what you set here.
Steps
- Open Home, Users and create a user or open an existing one, as in Creating a user.
- Give them a role that carries cashier permissions, such as the "Cashier" template. See Cashier permissions.
- Switch on POS user.
- In the Point of sale tab set the fields below and save.
Fields of the Point of sale tab
POS price list
The list this cashier sells with. Blank means the register price list from company settings. Useful when a branch sells at different prices. See Price lists.
POS cashbox
The cashbox that receives the cash of their shift and from which their opening float is taken. Blank means the default cashbox for the point of sale. The important rule: two shifts can never be open on one cashbox; if a second cashier tries to open the register on a cashbox held by an open shift, they are refused with ERR_CASHBOX_BUSY and the name of who holds it.
POS warehouse
The warehouse their sales are taken from and their returns go back to. Blank means the default warehouse. See Warehouses.
Cashier difference account (employee)
A party from Accounts with the employee role. When set, the shortage or surplus at shift close is posted to this employee's balance in "Employee receivables" instead of the general "Cash differences" account, so you know exactly how much each cashier owes. A party that is not an employee is refused. Details in Where differences are posted.
Discount limit %
The highest discount percentage the cashier can grant on a line or an invoice from the screen. Blank means no extra limit beyond what their permissions allow.
Item groups they sell from
Blank means all items. When you pick groups, the cashier's device only reaches those groups and their sub-groups. Useful for a shop with two registers each selling its own goods.
Cashier flags
Five switches: Returns, Receipt vouchers, Edit price, Cancel own invoices, Define items. They are derived from the role automatically and saved here as individual overrides, so if one cashier should differ from their role, change them here.
What happens on save
The system never saves a cashier with empty defaults. If you leave the cashbox, price list or warehouse blank it fills them from company defaults within the user's scopes, and if nothing fits the save is refused with ERR_POS_DEFAULTS_MISSING naming what is missing. The cashier's cashbox must also be one of their allowed cashboxes in Scopes, otherwise ERR_CASHBOX_OUT_OF_SCOPE appears.
A cashbox per cashier
Create a cashbox named after each cashier in Cashboxes and banks and link it here. The expected cash at shift close is then computed from their movements alone, and their drawer balance shows separately in the liquidity report.
What reaches the app
When the cashier signs in the app receives their settings: price list, cashbox, warehouse, discount limit, flags and permissions. Any change here reaches the app when it refreshes the sign-in data or restarts.
What happens in the books
No entry is written when the user is saved. The effect shows later: every cash invoice by this cashier creates a receipt voucher debited to their cashbox, and every count difference at shift close is posted to their employee balance if one is set, otherwise to cash differences (5220).
Credit sales need a permission
Enabling a user as a cashier does not let them sell on credit. Without the "Credit sale in a customer's name" permission their invoices stay cash even when a customer is chosen. See Cashier permissions.
Frequently asked questions
Can two cashiers work on one cashbox?
Not at the same time. A cashbox held by an open shift refuses another cashier. Create a cashbox per cashier or close the first shift.
I changed the cashier price list but the app prices did not change. Why?
The app reads cashier settings on sign-in. Ask the cashier to refresh their data or sign out and back in.
What is the difference between the cashier difference account and the cash differences account?
Cash differences is a general expense account collecting the differences of all shifts. The cashier difference account posts this cashier's differences to their balance as an employee, so they can be tracked and settled with them.