Who is this for?
StoreHub merchants in the Philippines who want to stop staff from applying special discounts (like Senior Citizen or PWD) without a manager's approval.
Overview
By default, cashiers may be able to apply special discounts freely. This guide explains how to enable 'Cashier Access Control'. This requires a manager to enter a PIN code before a special discount (Senior Citizen, PWD, National Athlete, etc.) can be applied on the POS register. This helps prevent unauthorized discounts and keeps your sales data accurate.
Before You Begin
Your Employees must have their roles (Manager vs. Cashier) correctly assigned in BackOffice under 'Employees'.
You know the 4-digit PIN that belongs to each of your managers. This is the same numeric PIN a manager uses to log in to the POS.
Step-by-Step Guide
Enable Manager Approval in BackOffice
This setting controls whether cashiers need a manager's approval to apply special discounts on the POS. It helps prevent unauthorized discounts and keeps your records accurate.
1. Go to 'Settings', then 'Stores'.
2. Tap the name of the specific store you want to set up.
3. Go to the 'Cashier Access Control' tab.
4. Find the setting called 'Discount'. This controls approval for all types of discounts, including special BIR discounts.
5. Choose one of the following options for the 'Discount' setting:
'Any Cashier': Any staff member can apply discounts without needing a manager PIN.
'Require Manager Access': If a cashier tries to apply a discount, they will need a manager to enter their PIN for approval. Managers can apply discounts directly without needing another manager's PIN.
'Disable': All staff, including managers, will need a manager PIN to apply any discount. This provides the highest level of control.
6. Tap 'Save' to apply your chosen discount approval setting.
Want manager approval for voids or refunds too?
The 'Cashier Access Control' tab also has separate 'Void' and 'Refund' settings. Set each one to 'Require Manager Access' or 'Disable' the same way you set 'Discount', then tap 'Save'. Each setting is controlled on its own, so turning on approval for discounts does not turn it on for voids or refunds.
How It Works on the POS Register
1. When a cashier attempts to apply a special discount (e.g., Senior Citizen), they will enter the customer details and tap 'Confirm'.
2. The POS will show a pop-up prompt: 'Enter Manager PIN'.
3. A manager enters their PIN. If the PIN is correct, the discount is applied to the cart.
Approval is by manager PIN only. There is no option to approve a discount with an employee ID card, badge, or login instead of a PIN. To keep PINs secure, give each manager their own PIN and do not share it.
View Discount Activity Logs
You can check who approved a discount and when it happened.
1. In the BackOffice, go to 'Employees'.
2. Click on the 'Activity Log' section to see the name of the employee who authorized the discount.
Do Customer Details Print on the Receipt?
When a Senior Citizen or PWD discount is applied on the POS, the cashier enters the customer's name and ID number in the customer details form. Yes, these details automatically print on the customer's sales receipt, and they are the same on a reprinted receipt or an e-receipt. They are also recorded with the sale, so they appear in your BIR reports.
For the full steps on applying these discounts and entering customer details, see How to Apply BIR Special Discounts on Your POS.
Troubleshooting
Issue | Solution |
Manager PIN is not working | In BackOffice, go to 'Employees', then 'Manage Employees'. Reset the PIN for that manager and make sure their role is set to 'Manager'. |
Cashier can still discount without PIN | Make sure you tapped 'Save' in BackOffice. Then, on the POS, tap the menu, then 'Sync' to pull in the new settings. |
Error: "Employee does not have manager access" | The PIN entered belongs to a staff member with a 'Cashier' role. A staff member with a 'Manager' role must enter their PIN. |
A manager changed their PIN and it does not work on the POS | PIN changes take effect after the POS updates. On the POS, tap the menu, then 'Sync'. If it still does not work, log out and log back in on the POS. |
A deleted employee's PIN still works on the register | A deleted account's PIN keeps working until that account is fully logged out of the POS. On the POS, log the deleted employee out completely, then tap the menu and 'Sync'. The PIN will then stop working. If it still works after that, contact StoreHub Support. |
FAQs
1. Which discounts does this setting affect?
This setting applies to general manual discounts and BIR Special Discounts, including Senior Citizen, PWD, Solo Parent, National Athlete/Coach, Medal of Valor, and Diplomat discounts.
2. Can I set this for one store only?
Yes. The 'Cashier Access Control' settings are unique to each store. You must configure each store individually if you have multiple locations.
3. Can I also require manager approval for voids and refunds?
Yes. The same 'Cashier Access Control' tab has separate 'Void' and 'Refund' settings. Set each one to 'Require Manager Access' or 'Disable', then tap 'Save'. Each setting is controlled on its own.
4. Can staff approve a discount with an ID card instead of a PIN?
No. Approval is by manager PIN only. There is no option to use an employee ID card, badge, or login. To keep PINs secure, give each manager their own PIN and do not share it.
5. I deleted an employee, but their PIN still works. Why?
A deleted (or deactivated) account's PIN keeps working until that account is fully logged out of the POS. Log the deleted employee out of the POS completely, then tap the menu and 'Sync'. The PIN will then be blocked. If it still works after that, contact StoreHub Support.
Need Help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].
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