How to setup approvals / overrides on the Zulu Point of Sale...

Created by Matt Reid, Modified on Sun, 22 Feb at 6:41 PM by Matt Reid

This guide walks through configuring POS action approvals — controlling which actions require manager authorisation on the register.

Step 1: Set Up User Groups

Go to: Users > Groups

Create or edit groups for your POS staff. The key permission is:

Point of Sale - Manager

This determines who is a POS manager. Managers can: - Perform any action that requires "Manager Approval" without entering a PIN - Authorise other staff by entering their PIN when prompted

Example Setup

Group	POS Register	POS Manager
POS Staff	ON	OFF
POS Manager / Shift Supervisor	ON	ON
Admin (Default Zulu Group)	ON	ON

Assign each user to the appropriate group on their user profile.

Note that the 'POS Staff' group has 'POS MANAGER' permission set to OFF which means any user assigned to that group will be subject to requiring ANOTHER user with relation to Admin or (in this case) POS Manager to approve certain actions.

Step 2: Configure Approval Settings

Go to: Setup > Settings then click `Point of Sale` and scroll down to `Approvals`

You'll see four actions, each with a dropdown. These control the global policy for the entire POS system.

Action	What It Controls
Discount	Applying discounts to a sale or individual line items
Void Line	Deleting/removing a line item from a sale in progress
Price Change	Manually editing the unit price on a line item
Refund	Entering return/refund mode on the register

Options

Each action has three options:

Unrestricted Anyone can perform the action freely. No PIN prompt, no restrictions. The Manager group permission is ignored for this action.
Manager Approval (default) Staff without the "POS Manager" group permission will be prompted for a manager PIN before they can proceed. Staff with the permission can perform the action freely. This is the default for all actions.
Disabled Nobody can perform the action at all — not even managers. The action is completely blocked with a message. Use this to turn off actions you don't want anyone using (e.g. disabling discounts entirely).

Step 3: Verify

Ensure you SIGN OUT and SIGN IN again to refresh your permissions
Log in as a non-manager POS user
Try to apply a discount — you should see the PIN prompt
Enter a manager's PIN — the action should proceed
Change Discount to "Unrestricted" in settings
Try again as the same user — no PIN prompt this time
Change Discount to "Disabled" — nobody can discount at all

Notes

The default for all four actions is Manager Approval, which matches the previous behaviour. No changes are needed if you're happy with the existing setup.
Staff PINs are set on each user's profile under Personal Settings.
All manager overrides are logged for audit purposes.