POS user permissions: decide who can refund, void and discount

Roles and permissions, in plain terms

A permission is one thing a person may do, such as Refund a sale or View product costs, stock value and margins. A role is a named set of permissions, and every staff member has one. PointLit starts each business with a set of roles that follow how a shop usually divides its work. They are your own copies: change any of them, or press New role and build one for a job your shop has that ours did not guess.

The starting roles

• Owner: every permission in PointLit.
• Manager: runs the shop. Products and prices, refunds, voids and discounts, stock adjustments and counts, purchasing and supplier payments, staff, settings, product costs and every report.
• Cashier: rings sales, opens and closes their own shift and records cash in and out, adds customers, receives stock sent to the branch and sees piece counts at every branch. No refunds, voids or discounts.
• Warehouse: adjusts and counts stock, receives deliveries, handles purchasing, prints labels and reads the stock reports.
• Kitchen: reads products and stock and runs production, for shops that make part of what they sell.

Refunds, voids and discounts sit behind permissions

Three acts make money disappear from a till: a refund, a void and a discount. In PointLit each is its own permission (Refund a sale, Void a sale in full, Apply a discount to a line or a bill), and the Cashier role holds none of them, so each needs a second person by default. If you trust a senior cashier with refunds, add the permission to your copy of the role, or make a Senior cashier role.

In Reason codes you write the reasons your staff pick from: Refund reasons, Void reasons and Discount reasons. Picking a reason is optional and a free-text note sits beside it. A reason you retire is no longer offered, but bills and refunds that named it keep it.

Who sees costs, and which branches

Product costs, stock value and margins are a permission of their own, so a cashier can sell all day without seeing what you paid. Each member's Locations setting limits the branches where they can ring up sales, read stock and open a shift. A report emailed on a schedule to an outside address never carries cost figures or staff names. The page for cosmetics and perfume shops shows how a beauty counter uses these settings.

Seeing what happened, and who did it

The Audit log lists every privileged action the business has recorded, newest first. Staff activity shows who is signed in right now, at which shop and on which screen. The Refunds and voids, Discounts and Cash variances reports put the same story in numbers, so a pattern stands out before it becomes a loss.

How it works in PointLit

1. Open Roles and review the starting roles. Change any permission, or choose New role.
2. In Members, add each person, give them a role and set Locations to the branches they work in.
3. In Reason codes, add the refund, void and discount reasons your shop uses.
4. Read the Audit log and the staff reports when a figure needs explaining.