What do each of the Orchid POS Access Permission Options do?

Total Access

• Turns on all permission options and grants unlimited access to all features and functions within Orchid POS.
• Ability to override permission-based Point of Sale functions (like processing a return or going below set minimum price) that other staff does not have permission to access.

Settings Menu

• Grants access to most Back Office Settings pages except for those detailed individually below, with ability to alter any option or setting within.

Store Settings

• Allows access to Store Settings page where store contact information, invoice image, and sales tax rate are located.

Inventory System

• Inventory System being on allows access to all parts of the inventory menu.
• Each inventory type, as well as the Physical Inventory tool do have their own "Manage" option, so that you can allow access to some but not all inventory types. In these cases, you would turn Inventory System off, and apply permission based on each individual type.
• This includes all inventory information, functions and features within including ability to view, edit, adjust and delete
  • Cost
  • Inventory levels
  • Product description and organization (like category) details
  • Pricing and discount levels
  • Course and travel setup, pricing, cost, and availability

Purchase Order System

• Allows access to all pages within the main Purchase Orders menu and all information, functions and features within including ability to view, edit, adjust and delete
  • Cost and margins
  • Order information
  • Inventory levels
  • Product description and organization (like category) details
  • Pricing and discount levels

Review Purchase Orders

• Allows the user to view and open purchase orders (including cost of items), without ability to edit contents or part details.
• Does not allow access to other purchase order related pages.

Receive PO With Limits

• Allows the user to view the purchase order and receive its items, without being able to see cost or otherwise edit the order.

Package System

• Allows the user to access, view, and edit product packages including part cost and margin information for included products.

Cash Drawer Settings

• Allows the user to create, edit, and delete cash drawers including assigned responsible employee.

Expense Account

• Allows the user to select Expense Account as a payment method to complete an invoice. Expense Account means that the store is taking responsibility for the amount due.

House Account

• Allows the user to select House Account as a payment method while completing an invoice, which creates a balance due on a customer account to be paid at a later time.

Void Invoice

• Allows the user to void (delete) and invoice, including associated payments.

Modify Serial

• Provides the ability to view, edit, and delete serial number details in products and gift certificate parts.

Change Sales Person

• Provides the ability to change the sales person of record on an existing, completed invoice.
  • This affects who is due commission for the invoice.

Change Invoice Date

• Provides the ability to change the invoice date on an existing, completed invoice.
  • This affects associated inventory records, reports, commissions, and accounting.

Create Gift Certificates

• Allows access to the Gift Certificate are of inventory along with the ability to create a new gift certificate part number.

Gift Certificate Override

• Allows the user to override a current gift certificate balance.
  • Example: if a customer’s gift certificate has a balance of $50, a user with this permission setting could pay $100 with it.

Process Customer Returns

• Allows the user to process a return in Point of Sale and issue refunds or credits for the return.
  • If the user does not have this permission and attempts to process a return, Point of Sale will ask for username and password of someone that does have permission.

Credit Card – Enter Auth Code

• Allows the user to select Credit Card – Enter Auth Code as a payment method in Point of Sale, which marks an invoice as paid with a credit card outside of the system and does not process payment.

Switch Cash Drawer

• Provides the ability to change which cash drawer was used for a particular transaction, on an existing, completed invoice.

Manage Quick Keys

• Allows the user to create, edit and remove Point of Sale product quick keys.

Travel Reservations

• Allows the user to book a customer on a travel reservation in Point of Sale.

Override Serial Number

• Allows the user, when notified by Point of Sale that an entered serial number for a product is not available, to bypass the warning and proceed with the sale.

Show Full Birth Date

• Allows the user to view birth year along with month and day. If this permission is off, the year is hidden from view.

Report Selector

• Provides access to all reports including those with business financial information such as profit.
• Provides access to the Report Builder, where sales and customer reports can be exported.

Table Editor

• Provides access to the Table Editor page and the ability to view, edit, and delete any setting within including accounting information.

Minimum Price

• Each item for sale in your database has the option to set a minimum price. This permission allows the user to go below that minimum price without notification.
  • If the user does not have this permission and attempts to sell something below the minimum price, Point of Sale will ask for username and password of someone that does have permission.

Printer Settings

• Provides access to the Printer Settings page and allows ability to turn mapped printing on and off.

Count In/Out

• Provides access to the Count In/Out page where a cash drawer’s sales are counted and totaled for the day.
  • Recommended for most salespeople, particularly if they are opening or closing the store or a shift.

Process Unattached Returns

• Allows a user to return any non-inventoried item without that item having been purchased by the customer, creating a credit or refund due.
  • Inventoried items cannot be returned unless they have purchase history to reference.
  • This feature can be helpful when first transitioning from another POS system, until customer sales history is readily established.

Time of Sale Inventory Adjustment

• Allows the user to adjust inventory in when notified by Point of Sale the item being sold is out of stock.

Post Physical Inventory

• Provides the ability to post results of an inventory count using the Physical Inventory feature.

View Customer Tax ID

• Allows the user to view the Tax ID field available in a contact record’s Customer Info.

Count In/Out Reports

• Allows the user to view daily sales and monies received reports from the Count In/Out page. This does not include standard end of day reports which are available to all users with Count In/Out permission.

Storefront Control Panel

• Provides access to the Storefront control panel, which details how your online store looks and works.

Edit Store Notes

• Allows the user to not only view store notes but edit them. Store notes are visible to all users from the main POS home screen.

Physical Inventory

• Provides access to the Physical Inventory page, which is used to perform a count of a store’s inventory items.
  • Additional permission required to post those changes, actually affecting inventory.

Sales Tally

• Allows a user to view Sales Tally report from the Reports menu, which shows details of all salespeople’s sales and profit for a selected time frame.
  • This page is can be a useful tool for sales goals, but some businesses prefer that not all staff has access to cost and margin information.

Contact System

• Provides access to the Contacts menu and pages, were users can create, view, edit, and delete customer and vendors.

Contacts Export

• Allows the user to export customer and vendor contact information from the Contacts page including name, address, phone number, and email.