Besides their security group, each user has their own rights: what they may do when selling (change prices, give discounts), when changing earlier sales, when printing, and (for hotels) with guests and key cards. You set them on the user's Rights tab.
Before you start
- You need the User management permission (Setup → Users).
- Administrators are never held to these limits. They approve exceptions for everyone else.
Steps
- Go to Setup → Users and open the user (or click New).
- Open the Rights tab. Rights are grouped into sections. Each section shows how many are on, for example 3 of 5 on.
- Tick the rights the user should have. Each one has a short description underneath.
- For Limit discounts to a percentage and Don't sell stock below cost, type the percentage in the box that appears next to the right.
- Click Save.
To set up several users the same way, choose a user in Copy rights from user… and click Copy. Their rights are copied onto this user. Check them, then Save. Use Tick all or Clear on a section to change all of its rights at once, and Find a right… to search.
The sales limits
Rights marked manager can approve are checked by Business Sensor every time a sale, invoice or sales order is saved, at the till and on the invoice and sales order screens. On a sales order only the price and discount rights apply; the rules about earlier sales are for invoices. When an approved sales order is turned into an invoice, it isn't checked again:
| Right | When it's off (or the limit is on) |
|---|---|
| Change prices when selling | The price must be the item's list price. |
| Give discounts | No discount on a line or on the whole sale. |
| Limit discounts to a percentage | The price after discount can't go below list price minus the percentage, and a discount on the whole sale can't be more than that percentage of the sale. |
| Don't sell stock below cost | Stock items can't be sold below their latest purchase cost plus the percentage. Items never purchased have no limit. |
| Reduce an earlier day's sale | A sale dated before today can't be lowered. |
| Change the customer on an earlier sale | A sale dated before today stays with its customer. |
| Change a credit sale's due date | The due date of an earlier credit sale stays as it is. |
When a sale breaks a limit, it isn't saved. Instead, the cashier sees what's wrong and a manager can approve it on the spot with their own sign-in. See When a sale needs a manager's approval. Every approval is recorded under Reports → Invoice Audit Trail.
New users start with these rights on: change prices, give discounts, reduce an earlier sale, change the customer, change the due date. Both limits start off, at 5%. Users created before this change keep the rights they had. Check your existing cashiers' Rights tabs once.
Tips
- Prefer a discount limit over taking away Give discounts completely. The cashier can still give small discounts, and only larger ones need a manager.
- The list price a cashier is held to is the same one the till shows. It includes price-mode and department prices.
Common problems
- A cashier says every discount now asks for a manager → their Give discounts right is off. Turn it on, and set Limit discounts to a percentage if you want a ceiling.
- The percentage box isn't showing → it appears only while its right is ticked.
- An administrator isn't being stopped → that's intended. Administrators are never held to the sales limits.
- The Hotel sections are missing → they show only for hotel (reservation) businesses.