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POSitive Security Options |
  
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POSitive Security Options |
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As the number of employees in your business increases, your desires for heightened controls in your point-of-sale program may also increase. POSitive has many security lockout and transaction tracking features. These are either automatically functional in the program or need to be activated on a per employee basis. The use of Security Groups can assist in rapidly applying security settings.
Although these security options will help, the ultimate responsibility for monitoring abuses rests with your store management and not with POSitive software.
Security Controls
Each employee using POSitive is assigned a unique ID and Password and can also be granted various access rights to portions or procedures within POSitive.
PASSWORDS - The passwords may be changed on a regular basis to minimize compromises in the program.
SALESID - Once an employee is assigned a SalesID, it can not be edited.
Keys To Effective Security
For POSitive Security to be effective, the following must be in place.
1) Each employee must have and use his/her own ID and Password. Consider changing passwords every few months so that passwords are not compromised.
2) For maximum security, each workstation must have the option "Ask For ID Each When Creating New Transactions" turned on. This will mean the employee will have to log on much more frequently, but in order to assure access rights, this must be set.
| • | To check each workstation setting, go to Maintenance: System Setup: and select Stations. |
| • | In turn, edit each workstation in the list |
| • | Choose Transactions under General. |
| • | Place a checkmark on Ask For ID When Creating New Transactions. For even tighter security, activate "Force Cashier Login Between Invoices |
| • | Choose OK to save and quit. |
3) For each employee, grant rights and limits for each of the module settings. This is on the Employee File: Security tab. (If the employee does not display a security tab, then the employee is currently assigned to a security group. You will need to change the security group setting to "unassigned" to be able to make individual changes to the employee's security rights.)
4) For each employee, set appropriate invoicing and refunding limits. This is on the Employee File: Options tab.
When an employee is added to POSitive, the employee is granted access to ALL portions and procedures of POSitive. No limits are in place unless management sets those limits.
To Change Or Review Employee Security Settings
| • | Go to Main Menu: Management: Employees |
| • | Highlight an Employee |
| • | Choose Security View at the left. If you have access to changing security options it is because the employee record selected the Unassigned Group. If the employee is already assigned to a specific group, you will see the statement: "Security has been set using a Global Security Setting:" followed by the name of the Group. |
| • | If you want to manually adjust security for the employee, edit the employee and select the Unassigned Security Group to gain access. |
An Alphabetical List of Security Options (click on ? for more information on that setting)
Accounting
Access To General Ledger (global)
Access To GL Setup
Access to Checkbook
Access To AR Section
Able To Accept AR Payments
Access To AP Section
Admin
Access To Manager Menus
Access Employee Records
Access Company Setup
Access File Integrity
Access To Time Cards - (allows employee to change time in and time out manually)
Access To Commissions
Access To Cost Verifier
Able To Delete Companies
Able To Access System Setup
Able To Access Station Setup
Able To Access Printers
Able To Add/Edit Tax Rates
Access To E-Mail Marketing
See Costs On Screen/Reports
Access To Registration
Log-In Only At Program Start
Allow To Change Encryption Key
Able To Change Invoice Date ?
An invoice is not editable after it is created and is always dated the date of creation. There may be circumstances when back dating an invoice may be needed. There is an invoice button option to change the date of the invoice, but it can only go back as far as 14 days from the current date. Note: if you use this feature consider running Invoice Verification on a regular basis to make sure Management: Sales Summary is properly refreshed. |
Customers
Access To Customer Records
Add Customer Notes
Edit Customer Notes
Change Customer Credit
Can Set Customer Defaults
Can Add/Edit Customer Terms
E-Commerce
Able To Access E-Comm Setup
Add/Edit Internet Orders
Void Internet Orders
Retrieve E-Commerce Orders
Access To Internet Inventory
Files
Able To Import Files
Able To Export Files
Able To Access Definitions
Able To Access Editors
Access To Purge Data
Access Verify Routines
Access File Verification
Inventory
Access To Inventory Menus
Able To Add/Edit Inventory
Add/Edit Promo Pricing
Able To Add/Edit Departments
Able To Add/Edit Categories
Access To Category Defaults
Add/Edit Serial Numbers
Adjust Physical Inventory
Change Stock Quantities
Access To Inventory Reports
Access To Print Labels
Access To Inventory Maintenance
Able To Add/Edit Item Notes
Access To SKU Manager
Managers
Access Credit Card Manager (Credit Cards) ?
If unchecked, then a POSitive Alert will state that access to Management: Credit Cards is not allowed. |
Access Gift Cert. Manager (Gift Cards) ?
If unchecked, then a POSitive Alert will state that access to Management: Gift Cards button is not allowed. |
Access Frequent Buyer Mgr. (Loyalty Programs) ?
If unchecked, then a POSitive Alert will state that access to Management: Loyalty Programs button is not allowed. |
Access To Price Manager (Promo Manager) ?
If unchecked, then a POSitive Alert will state that access to Inventory Center: Promo Pricing: Promo Manager button is not allowed. |
Access To Coupon Manager ?
If unchecked, then a POSitive Alert will state that access to Inventory Center: Management: Coupons is not allowed. |
Access Used Items Manager ?
If unchecked, then a POSitive Alert will state that access to Inventory Center: Management: Used Items is not allowed. |
Access Documents Manager ?
If unchecked, the button for Documents Manager on the Management tab of the ribbon bar is missing. |
Access Utilities ?
If unchecked, the button for "Data Utilities" on the Maintenance tab of the ribbon bar is missing. This means that the individual does not have access to: Verify Data, Purge Data, and Utilities. |
Menu Access
Access To Transaction Menu
Access To Management Menu
Access To Inventory Menu
Access To Purchase Menu
Access To RMA Functions
Access To E-Commerce Menu
Multi-Site
Access To Multi-Site Menu
Access Multi-Site Manager
Access Multi-Site Transfers
Pending
Add/Edit Layaways
Able To Void Layaways
Add/Edit Orders
Able To Void Orders
Add/Edit Service Orders
Void Service Orders
Add Service Appointments
Able To Enter Quotes
Void Quotes
Change Markup In A Quote
Add/Edit Contract Pricing
Void Recurring Invoices
Access To Voids List
Allow Order To Be Saved
POSitive Connect
Access To POSitive Connect
View Sales Information
Purchasing
Allow Access To Order List
Able To Place POs
Allow To Receive POs
Able To View PO History
Able To Change Terms On POs
Reports
Access Reports Menu
Access Employee Sales Report
Access Vendor Sales Report
Access To Sales Summary
Access Daily Balance History
Access To Tender History
Access Report Center
Able To Edit Transaction Reports
Able To Add Custom Reports
Able To Set Report Properties
RMA
Access To Customer Returns
Access To RMA Orphans
Able To Send RMAs
Able To Receive RMAs
Access To RMA Aging Report
Transactions
Add/Edit Invoices ?
If unchecked: The employee will not be allowed to create invoices of any type. |
Able To Void Invoices ?
If unchecked: The employee will not be able to go to Invoice History and void an already completed invoice. The employee is not warned, the option simply does nothing. (see also "Able To Void Active Invoices") |
Allow Price Changes ?
If unchecked: The employee will not be able to use the Adjust Price button or "tab" to the Price field and change the price of an item already on the invoice. When attempting to change the price, a prompt for Sales ID will automatically appear. Only by entering a manager's Sales ID will one be able to change the selling price. Alternative For Consideration: |
Allow Quantity Changes ?
If unchecked: prevents a specific employee or security group member from changing the quantity. Anyone using the Adjust Quantity invoice button will be prompted to enter a Sales ID. This provides for a "manager override" if the cashier/employee is not be able to adjust the quantity and sees a warning message "You do not have access to this section: Allow Quantity Change" |
Able To Delete Line Items ?
If unchecked: Once an inventory item is added to the invoice, the employee will not be able to remove the item from the invoice. A manager with rights to delete the item from invoice must step in. The manager will then need to log-out and the employee will need to log back in. |
Allow Discounts On Invoice - Note: if this is to be disabled, must also disable "Allow Price Changes" ?
If unchecked: The employee will not be able to apply a discount to either a single inventory item or to all items on the invoice. |
Allowed To Process Returns ?
If unchecked: The employee is not authorized to accept returned products from customers. enter a product to the invoice with a negative quantity. |
Accept Tender ?
If unchecked: The employee will not be able to complete an invoice by choosing to take payment. |
View Invoice History
Open Cash Drawer
Able To Change "Leave In Register" ?
If unchecked: The employee cannot change the amount of cash to be retained in the cash drawer for making change for the next day's transactions. When balancing the cash drawer, one is prompted with confirmation of how much change to leave in the drawer. |
Able To Balance Cash Drawer
Able To Test Cash Drawer
Able To Void Active Invoices ?
If unchecked: The employee will not be able to "cancel" or void an invoice currently being worked on. (see also "Able To Void Invoices") Option 1) A manager with rights to void the invoice must step in. The manager will then need to log-out and the employee will need to log back in. Option 2) As an alternative, the employee could choose to Suspend the current invoice and start over with a new invoice. Managers will need to Retrieve the suspended invoices and void them. |
Able To Enter Credit Card Authorizations
Able To Force Credit Card Transaction
Touch Screen - Able to Exit
Touch Screen - Access Manager Mode
Vendors
Access To Vendor Info
Access To Vendor Inventory
Access To Vendor Terms
Access To Vendor Shipping