Tri-state policy: inherit · allow · block | HelloBooks POS Set the negative-stock policy at entity level, override per outlet. Block prevents oversell entirely, allow lets the sale go with audit, inherit follows the entity default.
Tri-state policy: inherit · allow · block
Set the negative-stock policy at entity level, override per outlet. Block prevents oversell entirely, allow lets the sale go with audit, inherit follows the entity default.
Part of HelloBooks POS · Inventory at POS
Some retailers genuinely want negative stock (back-orders, pre-bookings, pharmacy specials). Others must block it under audit rules. HelloBooks gives you a tri-state policy that scales from a single counter to a 200-store chain.
Every detail, dialled in
Built for the till, validated against the canonical accounting engine — so every POS sale closes the books cleanly.
Three policies, three outcomes
“Block” refuses the settle when stock is short — clean for audited businesses. “Allow” lets the sale through with a warning and an audit log. “Inherit” follows the entity-level default and is the safest choice for franchisees.
- Block — settle refused
- Allow — sale with audit
- Inherit — entity default
- Per-outlet override
Manager override always audited
Even on “Block” outlets, a manager passcode can override for a specific bill. The override carries a reason, ties to the manager ID, and lands on the shift Z-report.
- Passcode-protected override
- Reason mandatory
- Manager ID logged
- Visible on Z-report
Negative-stock report
A dedicated report shows every line that triggered or rode through negative stock — by outlet, by manager, by item. Auditors and franchisors love this report.
- Per-outlet roll-up
- Per-manager view
- Per-item ranking
- Exportable for audit
Why teams move off legacy tills
- Single global policy
- No override audit trail
- Franchisor cannot enforce
- Negative stock invisible
- Tri-state per outlet
- Override fully audited
- Franchisor sees compliance
- Dedicated negative-stock report
Questions, answered
What is the safest default?
Block. Allow only if your business model genuinely needs back-orders (pharmacy specials, pre-bookings).
Can a manager override on a Block outlet?
Yes — with passcode and reason. The override lands on the audit trail and the Z-report.
Where do I see negative-stock incidents?
In the Negative Stock report — by outlet, by manager, by item. Filterable by date range.
Can franchisees set their own policy?
Only if you allow them. The franchisor can lock the policy at the entity level and prevent outlet overrides.
Related POS features
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