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Adding, Editing & Deleting POS User Role Policy in Ginesys HO

Owned by
Deepankana Roy (Unlicensed)
Last updated: Jul 11, 2022 by
Subhasree Banerjee (Unlicensed)
10 min read

Policy is the course of action introduced or pursued by an organisation or individual. You can create certain set of rules for a particular user by Role Policy. Role Policy overrides Site Policy and Master Policy. For example, suppose HO does not allow to give discount in gift voucher issue through Site policy and Master Policy but for a particular user HO allows to give discount on gift voucher through Role Policy. In this scenario only that particular user can give certain percentage of discount on gift voucher. 

This article describes how to manage user Role Policy in Ginesys HO. 


 Add Role Policy

Prerequisites

  1. The users' role must have access to the Role Policy feature by enabling Add app operation for the feature through POS Manager - Security- Configure.

Step-by-step guide

The steps are as follows:

  1. Go to POS Manager- Security - Configure - Role Policy.

  2. List of Role Policies Module opens.

  3. Click on Add button.

  4. Policy window will open.


  5. Put in the Policy Name (Mandatory Field) and Remarks.

  6. Policies are available in the Configured User Settings area.

     Configured User Settings
     Common :

    • Allow back dated entry up to (in days) - It allows users to entry the Back Dated data in store if HO provides the value which is greater than zero (0).

    • Negative stock checking mode - If the stock of an item is not available, then the user will get a Negative Stock warning message.

       Application of Negative Stock Check

      Negative Stock Check will be applied and based on what value is specified for it in the Item definition / User Profile. Item definition for Negative Stock Check can be set to Profile, Warn, Ignore or Stop. User Profile for Negative Stock Check can be set to Warn, Ignore or Stop. 

      Important information

      The priority of Item Definition logic is more than User Profile logic; in other words, if the value of Negative stock check is Stop in Item Definition, then for a negative stock of that particular item, the entry of the particular document will stop with proper message to user; even if Negative stock check value is Ignore in User Profile.

      Suppose Negative stock check value for Item - A001 is set to Stop in Item Definition and Negative stock check value is Ignore in User Profile of the user. Then if A001 goes into negative stock, the user will find that the entry of the particular document will stop with a negative stock warning.

      Setting                                                                                     Effect

      Ignore                                                                                      User will not know if stock goes to negative

      Warn                                                                                        User will get a warning and may choose to ignore or cancel.

      Stop                                                                                         User will not be able to proceed.

      To illustrate,

      1. Stock-in-hand – 10
      2. Issued quantity – 25
      3. Received quantity – 12
      4. Negative Stock check is set to Warn in both User Profile and Item Definition.



    • Allow blind session closure - If the value of the policy set as Yes, it allows user to close a session without entering opening and closing amount for the current POS session in emergency situation. 
    • Allow to run drawer summary report - If the value of the policy set as Yes, it allows to run drawer summery report for the current POS session after closing a session.
    • Validity of credit notes (issue against POS bill) in days - Number of days the credit note, issued against POS bill, would remain valid. 
    • Validity of credit notes (issue against other bill) in days - Number of days the credit note, issued against other bill (Gift Voucher bill etc.), would remain valid. 
    • Display transaction rate - If this policy value set as Yes, then the users will be allowed to view rate of items and amount values at various back office transaction modules.
    • Accept quantity in multiple of sale factor only - If this policy value set as Yes, then during any transaction, the users will be forced to accept quantity of items in multiple of sale factor specified in Item definition. If it is not specified, then the component units of the item can be billed in any quantity irrespective of sale factor.
      For example, suppose Item A001 has three components to it - a tiffin box, a water-bottle and a carrying bag and has a sale factor of 3. But if this policy does not have any specific value; the three components of A001 (the tiffin box, the water-bottle and the carrying bag) may be sold separately as distinct items.
     Delivery Slip and POS Bill : 

    • Allow adhoc return without sale bill reference - If this policy value set as Yes, then the users will be allowed to return item without sales bill as reference.
    • Allow back dated reprint for POS bill up to (in days) - Users will not be allowed to take back dated reprints of POS bills after specific number of days.
    • Allow bill level discount - If this policy value set as Yes, then the users will be allowed to give the Bill Level discount. 
    • Allow cash refund - If this policy value is set as Yes, then it allows the user to refund cash to the customer in exchange of items returned. Otherwise, the cashier will only issue the credit note at the time of returning an item.
    • Allow item level discount - If this policy value set as Yes, then the users will be allowed to give the Item Level discount. 
    • Allow mode of payment modification - If this policy value set as Yes, the user will be allowed to modify the mode of payments. In the rush hour it is impossible to take the whole card details from the customer. If HO allowed to modify the Mode of Payment, the the user can update the Mode of Payment details. 
    • Allow price overwrite - The users will be allowed to edit price of a bill item.
    • Allow to change the auto adjust credit note amount - If this policy value set as Yes, then the users will be allowed to modify the automatically adjusted credit notes' amount in case of POS Order tagging in POS Bill.
    • Allow to clear promotion - If this policy value set as Yes, then the users will be allowed to clear/resume both item level & bill level promotions.
    • Allow to void POS bill in which the credit note was issued - Users will be allowed to Void the POS Bill against Credit Note issued if this policy value set as Yes.
    • Allow void bill printing - If this policy value set as Yes, users will be allowed to print void bill.
    • Allow void delivery slip printing - If this policy value set as Yes, users will be allowed to print void Delivery Slip.
    • Bill expiry for item return (in days) - 
    • Customer selection mandatory for POS bill - If this setting set as Yes, then customer must be mentioned in each bill.
    • Maximum allowable discount percentage - User will be allowed to provide manual discount (Item/Bill level) up to the specified percentage.
    • Maximum allowable discount amount - User will be allowed to provide manual discount (Item/Bill level) up to the specified amount.
    • Number of copies of Delivery slip to print - POS will automatically print the specified no. of copies of a Delivery Slip i.e. total number of Delivery Slip printed would be the number of copies +1 (the original). In simpler terms, if the value for this policy is 2, then a total of (2+1= 3) Delivery Slips would be printed.
    • Number of copies of return / Exchange Bill to print - POS will automatically print the specified no. of copies of a Return / Exchange (any return item present) Bill i.e. total number of bills printed would be the number of copies +1 (the original). In simpler terms, if the value for this policy is 2, then a total of (2+1= 3) bills would be printed.
    • Number of copies of Sale Bill to print - POS will automatically print the specified number of copies of a Sale (no return item present) Bill i.e. total number of bills printed would be the number of copies +1 (the original). In simpler terms, if the value for this policy is 2, then a total of (2+1= 3) bills would be printed.
    • POS return reason entry required - If this policy value set as Yes, then user will be forced to provide a reason while taking a return for any item in POS Bill. The return reason will be configured and synced to POS by HO.
    • Sale person tagging mandatory - If this policy value set as Yes, then users will be restricted from saving the bill/delivery slip if sales person is not tagged in any Item.
    • Trade Group to be applied in case of the customer GST state is different from the store state - 
    • Void Bill reason entry required - If this policy value set as Yes, then on voiding POS Bill, users have to provide Valid Reason.
    • Void Delivery slip reason entry required - If this policy value set as Yes, then on voiding Delivery Slip, users have to provide Valid Reason.
     Goods Receive & Return :

    • Short Goods Receive Tolerance % - Users will be allowed to make short entry upto specified tolerance %. (To know more please Click Here)
    • Excess Goods Receive Tolerance % - Users will be allowed to make excess entry upto specified tolerance %. (To know more please Click Here)
    • Allow damage Goods Receive - User will be allowed to receive damage quantity in Goods Receive Document if this policy value set as Yes.
    • Reconciliation mode in Goods Receive - User will be allowed to receive items packet wise if this policy value set as Yes. Sometime for high valued items, HO does not allow to receive items packet wise to avoid damage item receive or any other reason.
    • Packet creation mode - From this settings HO can decide in which mode the packet will be created. The mode mode can be Adhoc or against GRT. 
    • Restrict Goods Return entry - HO can restrict the goods entry into the site for particular reason.
    • Settle with overdue GRT Advice - Action to perform when overdue GRT Advice found while settling a date.
     Other Bills :

    • Number of copies of Refund Bill to Print - System will automatically print the specified no. of copies of a Refund Bill. It is a mandatory field. If user requires the printing of Refund bills, then at least a value of 1 has to be assigned.
    • Number of copies of Deposit Bill to print- System will automatically print the specified no. of copies of a Deposit Bill. It is a mandatory field. If user requires the printing of Deposit bills, then at least a value of 1 has to be assigned.
    • Number of copies of Gift Voucher Issue to print -  System will automatically print the specified no. of copies of a Gift Voucher Bill. It is a mandatory field. If user requires the printing of Gift Voucher bills, then at least a value of 1 has to be assigned.
    • Customer selection mandatory for Deposit / Refund bill - If this policy value set as Yes, then users have to select the customer for Deposit / Refund bill. 
    • Customer selection mandatory for GV issue - If this policy value set as Yes, then user have to select the customer for Gift Voucher Issue.
    • Allow discounting in Gift Voucher issue - Users will be allowed to issue Gift Voucher at Discounted Value if this policy value set as Yes.
    • Void Deposit Bill reason entry required - Users will be forced to provide a reason for voiding the Deposit Bill if this policy value set as Yes.
    • Void Refund Bill reason entry required - Users will be forced to provide a reason for voiding the Refund Bill if this policy value set as Yes.
     POS Order : 

    • Number of copies of POS order to print - System will automatically print the specified no. of copies of a POS Order. 
    • Due date mandatory in POS Order - Users will be forced to provide due date in POS Order if this policy value set as Yes. 
    • Minimum percentage of advance against POS order - Users will not be allowed to save POS Order if specified percentage of order value is not received in advance from the customer.
    • POS Order cancellation reason entry required - If this policy value set as Yes, then the users will have to provide a reason for cancelling the POS Order Items.
  7. Select the required Policy you want to configure for the role from the Available Settings section one by one and click on the Right Arrow (->) to move the selected policy in the Configured Settings area. The policy will be removed from the Available Settings.

  8.  In the Configured Settings area, you will get four columns - Settings and Value. You can change the value of the policy from the Value column. 

  9. If you want to remove any configured policy from the Configured Setting section, select the policy and click on the Left Arrow (<-). Then the policy will be removed from the Configured Setting section.

  10. Click on Save & Close button to save the policies for the particular site. 
 Edit Role Policy

Prerequisites

  1. The users' role must have access to the Role Policy feature by enabling Modify app operation for the feature through POS Manager - Security- Configure.

Step-by-step guide

The steps are as follows:

  1. Go to POS Manager - Security - Configure - Role Policy. 

  2. List of Roles Policy module opens.

  3. Double click on a policy you want to edit.

  4. The Role Policy window will open and the previously created policies will be populated automatically. 

  5. You can change the policies as per your requirement.

  6. Click on Save & Close button to save the edited data. 
 Delete User Role

Prerequisites

  1. The users' role must have access to the Role Policy feature by enabling Add / Modify / Delete app operation for the feature through Desktop POS Manager- Security- Configure.

    Constraint on Delete operation

    Note: Role Policy cannot be deleted once it is tagged to a User. However it can be made Extinct.

Step-by-step guide

The steps are as follows:

  1. Go to POS Manager - Security - Configure - Role Policy. 

  2. List of Role Policies module opens.

  3. Select a policy you want to delete.

  4. Click on Action > Delete.

  5. "Do you want to delete the selected policy?" - this message will be displayed.


  6. If you click on Yes, then the role will be deleted permanently and you will get a message - "Record Deleted Successfully".

To go back to the main page click on the link: Managing POS Users from Ginesys HO