Manager Overrides Overview

While carrying out normal day-to-day transactions at the POS terminal, there are many situations where an intervention from the Manager could be required to complete the transaction. Deciding on what particular actions require Manager interaction and authority is a business policy decision that the retailer must make. iVend Retail provides the mechanisms under the Manager Overrides functionality to support approval controls over many POS actions that could be deemed necessary to need the store manager to oversee and intervene before they are completed.

The iVend Retail system has many in-built controls within the application that provide checks and approvals before the transaction or activity can be completed at the POS.

The Manager Override settings are found in the Retail Profile that is defined in the application. Log into the iVend Management Console and navigate to: Administration > Retail Configuration > Retail Profile – the Retail Profile Search screen pops up.

Select a Retail Profile and click [F4 Edit] to edit or [F7 View] to view an existing Retail Profile.

Note: The Manager Override settings are listed under “Manager Override Required” section of the Retail Profile settings page.

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Retail Profiles are explained in detail in a separate article. The Retail Profile can be assigned at the Enterprise, Store, POS and even down to the individual User. This provides a great deal of power and flexibility to build controls at many levels with the business and store operations.

Documented below are some of the situations where the application can be configured to enforce that an approval or consent from the Manager us required before the process can be completed; these cover many transactions and activities at the POS.

While some of the options are obvious, there are still a few that perhaps need a better explanation as to their purpose:

1. Cost Protection Override

Check this box to allow sale of an item even if the selling price of the item is less than the cost of the item. This setting ensures that the manager has had to intervene and has consciously made the decision to allow the sale of an item even though it will fall below the item’s cost price. Another way to look at this setting is that the application ensures that items are not sold (inadvertently) with a selling price that is below their cost price. Loss Prevention has been considered with this control setting.

2. Credit Limit Override

This option has three (3) choices:

· Allow: This setting allows the cashier to perform a Credit Override for the customer without manager intervention. The cashier will receive a system message warning that the customer has insufficient credit to complete the transaction however, the cashier can choose to continue regardless.

· Allow with Manager Override: This setting will enforce that a manager override is required before the cashier will be allowed to continue to complete the transaction for the customer when they have breached their credit limit.

· Don’t Allow: This setting blocks the cashier from being allowed to complete the transaction at the POS for a customer when their credit limit is breached. This setting also blocks the manager override, therefore enforcing the rule that a customer is not allowed to go over their credit limit at any time.

3. Reprint Transaction Receipts

Under normal functioning of POS operations, reprinting of the transaction receipt may not be required. Therefore, if a transaction receipt needs to be re-printed, the application can be configured to have the manager intervene before is re-printed where the manager can first see why there is a need for the receipt to be printed again. Loss Prevention has been considered with this control setting.

4. Change Sales Person in Special Order Edit

This setting ensures that while editing a special order, the sales person can only be changed with the manager’s approval

5. Change Sales Person in Refund

As for the setting to control Special Orders, this setting ensures the manager override is needed before the sales person can be changed in the refund transaction.

6. Deleting Suspended Transactions

This is a very important setting and comes in handy in stores having large numbers of transactions e.g. Supermarkets, etc. It is quite a normal situation where an ongoing transaction needs to be suspended. It is however not normal practice to delete a suspended transaction. This setting should be used to ensure the manager’s intervention (override) is needed when a suspended transaction is deleted. Loss Prevention has been considered with this control setting.

7. Void Sale

Turning this setting on will ensure a manager override is performed before the cashier voids the entire sale transaction. Loss Prevention has been considered with this control setting.

8. Void Item

Similar to the Void Sale setting, turning this on will ensure a manager override is performed before the cashier voids an item in the sale transaction. Loss Prevention has been considered with this control setting.

9. Transaction Mode Change

Switch this setting on whenever manager override is required to change the transaction mode (Sale, Special Order, Refund, Layaway, etc.) at the Terminal POS. This might be desirable where some POS counters are setup for one purpose only, such as a Special Order counter or a Refunds counter.

10. Customer Search

Switch this setting on whenever the manager override is required to search on the registered customer’s listing at the POS terminal.

11. Product Search

Switch this setting on whenever the manager override is required to search on the products listing at the POS terminal.

12. Sale Information Edit

Switch this setting on whenever the manager override is required before the cashier is allowed to edit the Sale Information at the POS.

13. Item Information Edit

Switch this setting on whenever the manager override is required before the cashier is allowed to edit the Item Information at the POS.

14. Transaction Search

Switch this setting on whenever the manager override is required before the cashier is allowed to search for a transaction at the POS.

15. Fulfilment

Switch this setting on whenever the manager override is required at the POS before the cashier is allowed to Add, Edit or Delete the Fulfilment information attached to a transaction.

16. Return Product after Return Date Expired

Switch this setting on whenever the manager override is required to before the cashier is allowed to finish a Return transaction where the ‘Return By’ date has expired.

17. Suspend/Recall

Switch this setting on whenever the manager override is required before the cashier is allowed to either Suspend a transaction or Recall a suspended transaction. Loss Prevention has been considered with this control setting.

18. Product Surcharge Waiver While Return

Switch this setting on whenever the manager override is required before the cashier is allowed to waive the product level surcharges during a return transaction.

19. Payment Cancellation

Switch this setting on whenever the manager override is required to before the cashier is allowed to cancel a payment transaction. This setting is widely used in situations where the transaction value is rather large. The manager override in such situations ensures control over payment related mismatches. Loss Prevention has been considered with this control setting.

20. Cash Out

Switch this setting on whenever the manager override is required at the time of taking Cash Out from the register.

21. Cash In

Switch this setting on whenever the manager override is required at the time of depositing Cash Into the register.

22. Transaction Refund

Switch this setting on whenever the manager override is required before the cashier is allowed to proceed with processing a refund. This setting is useful if a special counter has been setup for Refunds and it is not a normal business practice for the retailer to allow refunds at the regular POS terminals where only sales are performed. Loss prevention has also been considered with this control setting.

This concludes the KB on Manager Override.