How to Approve a Cashier's Discount or Credit Sale

Many shops do not want every cashier giving discounts or letting customers pay later. Without Sale Approvals, a cashier without those permissions is simply blocked and the customer waits while someone senior takes over the till. With Sale Approvals, the cashier sends the sale to a supervisor and carries on.

Before you start

• You need to be the business owner or an admin to switch modules on and edit roles.
• Decide who your supervisors are. They need a role that you can give the approval permissions to.

Step 1: switch on Sale Approvals

1. Open Settings → Business Settings and choose the Modules tab.
2. Tick Sale Approvals and save.

Step 2: give your supervisors the permissions

1. Open Access Controls → Roles and edit the supervisor's role.
2. Tick Approve cashier discounts, Approve cashier credit sales, or both.

   

3. Save. Anyone with that role now sees Pending Approvals under Sales.

What the cashier does

1. The cashier rings up the sale on the POS as usual, including the discount or the unpaid balance.

   

2. Instead of the sale being refused, it is sent for approval. The cashier sees Sent to a supervisor for approval. Keep the customer's money until it is approved.
3. When the supervisor decides, the cashier is told. If it was approved, the sale is recorded and they hand over the goods and receipt. If it was denied, they return the customer's money.

Nothing is recorded while the sale waits: no sale, no stock leaves, no payment and nothing on the register. A cashier can also Withdraw a request, for example if the customer leaves.

What the supervisor does

1. Open Sales → Pending Approvals. The menu shows how many sales are waiting, and a notification arrives with each new one.

   

2. Click Review on the sale. You see the cashier, the items, what the sale needs approval for (a discount, a credit sale or both), what the customer paid and what would be left owing.
3. Choose Approve. If you want to change the discount first, tick Change the discounts before approving, adjust them, then approve. The total, change and balance are worked out again.

   

4. Or choose Deny and, if you like, give the cashier a reason.

What happens next

An approved sale is recorded as the cashier's own sale, on the cashier's cash register, with every normal POS rule applied. It never lands on the supervisor's register. The Decided (last 7 days) tab shows what was approved or denied and by whom.

Common problems

"The cashier's cash register is closed"

The cashier closed their register before you approved, and the sale takes money. Ask them to open their register again, then approve. A sale that is entirely on credit can still be approved.

"You cannot approve a sale you sent for approval yourself"

Approvals always need a second person. Ask another supervisor.

The supervisor cannot see Pending Approvals

Check that Sale Approvals is ticked under Modules and that their role has at least one of the two approval permissions. They need to log out and in again after a role change.