Navigation:  Getting Started > Your Company Setup Options >

POSitive Security Options

Previous pageReturn to chapter overviewNext page
Show/Hide Hidden Text

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.

Access To Vendor Incentives

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

Import AutoQuotes

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 - Restricted (System Setup) ?

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.

Restricted (System Setup)

If both options are checked, the employee will be allowed to make price changes on invoices and orders, but only to the percentage off limit defined by management in System Setup.  Changes to the price or discounting are checked against this value, and adjusted accordingly. Manager is given a chance to override.

Alternative For Consideration:
System Setup - Transactions: Transactions tab "Pop-Up And Display Item's Price Levels When Changing Price"  When activated, the employee will be shown a list of approved prices for the item and can select an approved price level for this invoice.  (see Price Selector)

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