Support Center

About the administration screen

Abstract

The administration screen is primarily used for configuring settings and managing users and their privileges. Locations, taxes, payments and hardware are all configured via the administration screen. Only the owner, manager or the most trusted employees should be granted access to this screen. This article provides an overview of the basic features provided by the administration screen.

Quetzal Philosophy

In a small retail chain with up to ten locations everyone performs lots of jobs. Enterprise level privileging with access controls over every single feature would get in the way and make the whole system unnecessarily complicated. Quetzal's rights access is easy to configure and provides broad-stroked control over major groups of functionality. Hardware, payment integrations, taxes, receipt messaging and user privileges are all controlled by anyone who has access to the administration screen.

User account configuration

Quetzal supports multiple user accounts for tracking sales per clerk and granting special access rights to trusted employees. Each user has a full name which identifies them throughout the system. A PIN can be assigned for accessing the terminal screen.
Users can also be assigned optional email address and password for logging into the administration, management or reports screens.

Providing an email address and password to a user is only necessary if that user will need access to any screen other than the terminal. Access to the terminal screen is granted by the PIN and no email or password is required.

The access rights and location access can be drilled into and will be discussed below. A summary of the access rights and location access is displayed on the main user details screen for getting a quick glance at a user's rights.

On the details screen of user account, a graph of that user's last 30 days of sales is displayed by revenue. The sales are combined from all locations that that user may work at.

The owner is marked with a special crown icon and has certain extended capabilities in the system. The owner always has access to every screen and can log into every location.

The owner's email address must be unique among all Quetzal accounts. Changing the owner's email requires confirming that you have access to that email account and that the email address is unique.

Additional users can be created and assigned access rights, PIN, and login credentials at any time. User accounts, with the exception of the owner, can be deleted at any time. If a user has done sales in the past, that user will continue to be displayed in historical sales reports from the reports screen.

Access rights for a user are primarily granted at the level of an entire screen. The only exception is the terminal screen which has two levels of access, clerk and manager. If a user is given access to the management screen, for example, they will have the rights to do anything that can be done in the management screen. Similarly, if the user is given access to the reports screen they will be able to run all reports and have no reporting restrictions.

If a user is given clerk level access to the terminal they can use their PIN to access the terminal screen. There are some functions of the terminal screen that are restricted to users with manager access. For example, if a clerk tries to pop the cashdrawer when a cash payment has not been made the pin pad will be automatically revealed requesting a manager's PIN. If the pin pad is dismissed the cash drawer will not be popped.

If your organization has more than one location users are shared across all locations. Users can be set to have access only to specific locations. Even if a user knows their PIN and has clerk access to the terminal, they will not be able to use that PIN in a location where they have not been granted location access to.

Learn more about how to manage user accounts.

Location configuration

Each Quetzal organization supports up to ten (10) physical locations. Any number of iPads and Laptops may be used at a single location, however item inventory levels and sales history are tracked independently for different locations. Items, users, and customers are automatically shared by all locations.

To purchase a license for additional locations contact Quetzal's Support Team

A location has an optional name to identify it, otherwise it will be identified by its 8-digit code. Each location has an address which is printed on the sales receipt, and a shared password. The shared password is shared with the employees who need to open the software at the beginning of each day. When viewing a location you will also see a graph of the last 30 days of sales revenue performed by all users. This gives you a quick glance at how well the location is doing without needing to go to the reports screen.

Taxes are configured per location. This is because different locations are often situated in different states or provinces where different local and city taxes may apply. Each location may have up to three tax percentages configured. Sales receipt footer content may also be specified per location. This allows each location to provide the customer with customized information such as the hours of operation for this location.

Learn more about how to configure locations.

Learn more about how to configure taxes.

Account configuration

Account settings are global to the entire organization, they apply to all locations. From the account tab you can change the name of the organization. This is typically the name of your store. It is displayed at the top of the Quetzal screen and is also printed on sales receipts and included in customer emails.

Number and date formatting can be set to change the preferred appearence of numbers and dates throughout all of Quetzal.

Currency symbol and left or right-sided placement of the currency symbol is for display purposes only.

All prices, costs, payments and reporting information can only be tracked in a single currency. No currency conversion is performed if the symbol is changed. It is highly recommended that you set the currency symbol to match the currency that your store accepts when you are first setting up and then do not change the symbol after you have a critical mass of historical sales data.

The terminal's lane number is specific to the iPad you are currently using. Lane numbers are used to manage access to network-based payment terminals. When there is more than one each payment terminal can be assigned a lane number and the iPad's lane number can be set to match its own payment terminal. Lane numbers are also used to support multiple customer-facing back displays. There are five (5) lane numbers, so each location can support up to five (5) networked payment terminals and up to (5) back displays.

Learn more about how to configure a back display.

Learn more about how to configure integrated payments.

The right-hand side of the account tab also allows you to configure the global receipt settings. You can upload a logo which will be printed at the top of sales receipts. An email address can be specified as the "Reply To" email address for emailed sales receipts. And the receipt footer message is printed on the sales receipt. This message is common to all locations and is printed in combination with the custom footer message configured per location.

Basic Payment Configuration

The integration tab is used for integrations of all sorts, including payments, printers, additional hardware, and third-party services.

Under the payments integration the top section allows you to specify which basic or built-in payment types you accept. Cash is always accepted and cannot be disabled. Accepting personal checks is optional and can be enabled. If you want to allow customers to charge up their accounts or to store gift cards or charge cards you can enable store credit.

Learn more about how to use store credit.

The bottom half of the panel is dedicated to more advanced payment methods involving integration with external payment systems. If you use a payment system that accepts credit, debit or gift cards but which is not integrated with Quetzal, you can activate those options under the "sidecar" button.

Payments taken via sidecar will be recorded in Quetzal's reports generically as either credit, debit or gift card, and the charge amount must be keyed manually into the sidecar payment device at the time of sale.

Learn more about how to configure integrated payments.

Configure receipt and label printers

Under the integrations tab is a printers integration panel. This panel is used for configuring the connection to receipt and label printers. These configuration options are custom per iPad. Printers can be auto-detected or manually configured by IP address for more complex printer and multi-lane arrangements.

This panel allows you to see the connection status of configured printers and to send test print jobs to connected printers.

Learn more about Quetzal printers.