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How to be a clerk

Abstract

Quetzal has features which are secured from access by clerk level employees. Clerks can be assigned a PIN, and granted access rights to locations. Once pinned into the terminal, a clerk can process sales, but cannot arbitrarily decide to open the cash drawer or print the receipts from transactions finalized earlier in the day.

Quetzal philosophy

In addition to unlocking the front door in the morning, aiding customers and tidying-up, a typical clerk has to ring in sales through the point of sale system. Quetzal has several features which are locked down so that operations are kept secure from clerk level employees. If a clerk tries to access a secured feature the pin pad will be presented. Entering a manager's pin will allow the action to proceed, but won't change the pinned in user.

Quetzal has the best interests of your business in mind, while still making it painless and easy to access those features that are sometimes essential but require that extra level of security.

Accessing the system with the shared password

At the beginning of the day, someone will have to unlock the system and fetch the latest items, prices and inventory from Quetzal's cloud system. Any person entrusted with the key to the front door should probably also know the shared password to get into the point of sale software.

The shared password is unique per location. The shared password can be changed at any time from the administration screen.

Terminal access rights

The terminal screen is the only screen which can be accessed by a PIN instead of an email address and password. Once a user has been assigned a PIN it does not mean they are automatically able to access the terminal screen. A user also requires access rights to the terminal. The terminal access rights are divided into two levels, clerk and manager.

If a user is assigned manager level rights, the clerk level switch will also be turned on, because a manager level user can also perform all functions that a clerk level user can perform.

In addition to access rights, a user must also be assigned location access. If, for example, you have a four (4) location operation, you might want a specific user to be able to access only two (2) of those locations. The user's PIN will be the same for all the locations he or she has access to, but will only work at accessible locations.

Pinning in and fast clerk switching

Once access rights and accessible locations have been set for a user and the user is told their PIN number, they can PIN into the terminal. Whenever the terminal screen is minimized, it is automatically locked and requires a PIN each time it is accessed. Upon entering a correct PIN, the PIN pad will slide out of the way and the terminal screen will maximize. If you type an incorrect PIN, all five (5) dots will briefly flash red before clearing in preparation for another attempt.

If you do not know your PIN number, a user with appropriate access rights will need to generate you a new PIN in the adminstration screen.

While in the terminal screen, the currently pinned in user appears at the top of the transaction details panel. At the time that a sale is finalized, the currently pinned in user will be recorded as the clerk who processed that sale, for reporting purposes.

The currently pinned in user can be switched at any time, without needing to first minimize the terminal screen. Simply press on the name of the clerk in the transaction details panel, and the PIN pad will slide into view above the terminal screen. Pressing cancel will dismiss the PIN pad and the previously pinned in user will remain the current user.

Correctly entering a new PIN will cause the PIN pad to slide out of view, and the currently pinned in user will be changed immediately and their name will appear in the transaction details. A new clerk can pin in at anytime, even in the middle of a transaction, and no data or details will be lost.

Alternately, a clerk can clock out by holding down the user button. Doing so will sign them out of the terminal screen.

Manager level functions

There are some functions of a point of sale system which can be extremely useful under certain circumstances, but which could pose a security risk to your operation if any employee were able to access them at their leisure. Instead, these functions are protected behind the manager level access rights.

A clerk cannot open the cash drawer on demand. When a sale is finalized, if any change is due, the cash drawer will pop the first time the sales receipt is printed. Printing subsequent copies of the sales receipt will not pop the cash drawer again. A manager can pop the cash drawer from the transaction finalize panel by pressing the open drawer button, even if change is not due.

Once the transaction finalize panel has been dismissed and a new transaction begun, a clerk can no longer print the sales receipt for that transaction. However, a manager can find the transaction using the transaction summary report under the terminal screen's reporting tab, and reprint the sales receipt for any transaction done that day.

Whenever a user who only has clerk level access rights tries to perform a function requiring manager level access, the PIN pad will automatically appear. A manager must enter their PIN in order for the function to be performed.

When a manager enters his or her PIN to approve a manager only function, this does not change the currently pinned in user.