Numeric passcode, reason mandatory | HelloBooks POS Discounts, voids, returns, negative-stock sales — every sensitive action requires a manager passcode and a reason. The audit trail tells the regulator (and the franchisor) what happened, when, and why.
Numeric passcode, reason mandatory
Discounts, voids, returns, negative-stock sales — every sensitive action requires a manager passcode and a reason. The audit trail tells the regulator (and the franchisor) what happened, when, and why.
Part of HelloBooks POS · Operations
A POS without manager-override discipline is a POS that leaks discounts and dignity. HelloBooks gates every sensitive action behind a numeric passcode (per manager) plus a written reason. Everything is auditable; nothing is anonymous.
Every detail, dialled in
Built for the till, validated against the canonical accounting engine — so every POS sale closes the books cleanly.
Per-manager passcode
Each manager carries their own numeric passcode (hashed at the user level, not the device). The passcode is what the till requires; the manager identity is what the audit trail records.
- Per-manager passcode
- Bcrypt-hashed at user level
- Updated on rotation
- Multi-outlet manager supported
Reason mandatory
Override is not just a passcode tap — it is a passcode + a reason. Discount overrides require a code; void overrides require a description; negative-stock overrides require justification. Empty reason = no override.
- Free-text or coded reason
- Pre-set reason library
- Different reason per action type
- No empty submissions
Audit trail per override
Every override lands on the bill, on the shift Z-report, and on the entity-wide audit trail. Filter by manager, by action, by reason, by date. The regulator (and the franchisor) get one source of truth.
- Per-bill override visibility
- Z-report rollup
- Entity-wide audit trail
- Filter / export
Why teams move off legacy tills
- Single shared "manager" passcode
- Reason optional or absent
- Audit trail patchy
- No way to attribute
- Per-manager passcode
- Reason mandatory
- Audit trail authoritative
- Attribution by manager ID
Questions, answered
How is the passcode rotated?
Self-service from the manager profile, or forced rotation by HQ at any cadence. The hash is stored at the user level (PosManagerPasscodeHash).
What actions trigger an override?
Discount above policy, line void after print, return without bill, negative-stock sale, HSN edit, opening a closed shift. Configurable per entity.
Can a cashier be promoted to manager temporarily?
Yes — a temporary manager grant for a shift, fully audited. Reverts on shift close.
Can the audit trail be tampered with?
No — it is append-only and lives in the canonical audit module. Read access is permissioned; write access is engine-only.
Related POS features
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