Set up permission groups and operations (Retail essentials)

Article
11/29/2021

Important

This content is archived and is not being updated. For the latest documentation, see Microsoft Dynamics 365 product documentation. For the latest release plans, see Dynamics 365 and Microsoft Power Platform release plans.

Applies To: Microsoft Dynamics AX 2012 R3

This topic explains how to link permissions to operations that can be performed at the point of sale (POS). Operations are the tasks that a staff member can perform. Every time that a staff member performs an operation in Retail essentials, a series of checks is performed to determine whether the staff member has permission to perform the operation.

You use the Operations form to link a permission to an operation. Each permission is typically linked to one operation. However, you can also link a single permission to multiple operations. Staff members can be assigned to POS permission groups. Permissions for staff members can be modified after the staff members are assigned to a POS permission group.

Note

In Retail essentials, the forms that you use to complete these tasks might include only a subset of the controls that are available for other configurations of Retail. If a topic about these forms describes controls that you don't see, it may be because you’re using Retail essentials.

Set up a POS permission group

Click Retail essentials > Employees > Permission groups.
Press CTRL+N to create a new permission group. Then, enter an ID number and a description for the POS permission group.
On the Permissions FastTab, select the check box for each permission to assign.
Specify the maximum discount amounts and percentages.
Select the type of price override to allow.

Set up operations

Click Retail essentials > Channels > Setup > POS > Operations.
In the Operations form, select an existing operation. Alternatively, click New to add a new operation, and then enter an ID number and a name for the operation.
In the Permission ID column, select the permissions to link the operation to.
In the Check user access column, select the check box to indicate that Retail essentials checks a user's permissions before the operation is performed.
In the User operation column, select the check box to indicate that the operation can be used.

Operations

The following table lists the operations that a staff member can perform in Retail essentials. The table is sorted alphabetically.

Operation	Description
Activate device	This operation is not supported in Retail essentials.
Add affiliation	Add a preselected affiliation to a transaction. The affiliation must have been set up previously in Retail essentials.
Add affiliation from list	Add an affiliation to a transaction by selecting in a list. The list of affiliations must have been set up previously in Retail essentials.
Add loyalty card	Enter a loyalty card for a customer account.
Add shipping address	Add a shipping address for the customer on the transaction.
Add to gift card	Add money to the specified gift card.
Bank drop	Record the amount of money that is sent to the bank and other information, such as the number of the bank bag.
Bank totals verification	Generate a report that contains all the bank operations that are performed during the current shift. This operation is performed when the shift is closed.
Blank operation	This operation represents a customizable button that can be programmatically changed by a software developer for any specialized operation that the business requires.
Blind close shift	Set the current shift to blind close, and log off the cashier.
Calculate total	Update prices when quantity discounts are not calculated automatically in Microsoft Dynamics AX for Retail POS.
Change password	Display a form that an employee can use to change his or her password.
Change unit of measure	Change the scanned item's unit of measure.
Clear quantity	Reset the quantity of an item to 1.
Clear salesperson	This operation is not implemented in this release and might not appear in future releases.
Close shift	Close the current shift.
Copy the bank check	Generate a report that contains information about all the operations that are performed on the current register during the current shift.
Create customer order	Create an order for a customer.
Customer	Open a form where the cashier can type a customer ID to search for the customer. If a customer is found, the customer is added to the transaction.
Customer account deposit	Make a payment to a customer’s account.
Customer add	Open the Add customer form, where the cashier can enter information about a new customer. When the information is saved, the new customer is added to the customer list.
Customer clear	Clear a customer from the transaction. If any price agreements apply to the customer, prices and discounts in the transaction might change.
Customer search	Open a form where the cashier can search for a customer. The cashier can then add the customer to the transaction.
Customer transactions	Display the transactions for the selected customer.
Database connection status	Switch the database that Retail essentials uses from the store database to the register's offline database, or from the offline database to the store database.
Declare start amount	Declare the amount that is in the cash drawer when the day or shift starts.
Deposit override	Modify the deposit amount that is displayed by default for a customer order.
Design mode disable	Prevent changes to the screen layout of the terminal. The functionality profile of the terminal specifies whether the cashier has access to this operation.
Design mode enable	Allow changes to the screen layout of the terminal. The functionality profile of the terminal specifies whether the cashier has access to this operation.
Disassemble kits	Disassemble a kit into its individual component products.
Display total	Display the balance of the transaction on the customer display.
Edit customer	Modify a customer account.
Edit customer order	Modify a customer order.
Expense accounts	Record money that is removed from the cash drawer for occasional expenses.
Extended log on	Assign alternate logon credentials, such as a card swipe or bar code, to a cashier.
Float entry	Register a float entry to the cash drawer, such as an addition or a change.
Gift card balance	Display the balance of a gift card.
Inactivate device	Deactivate a POS device.
Income accounts	Record money that is put into the cash drawer for a reason other than a sale.
Inventory lookup	Look up on-hand inventory for the current store and other available locations.
Invoice comment	Enter a comment about the transaction. The comment is saved together with the transaction, and appears on the receipt or invoice.
Issue credit memo	Issue a central credit memo, and print a copy.
Issue gift card	Issue a gift card, and print a copy.
Issue loyalty card	Issue a loyalty card to a customer.
Line discount amount	Enter a discount amount for a line item in the transaction. This operation is used only for discountable items and only in specified discount limits.
Line discount percent	Enter a discount percentage for a line item in the transaction. This operation is used only for discountable items and only in specified discount limits.
Lock register	Lock the register when the cashier must leave the register. The cashier unlocks the register by logging on.
Log off	Log off from the register, and suspend all sales until the next logon.
Minimize pos window	Minimize the Retail POS window.
Open drawer	Open the cash drawer when a sale is not made. This operation is recorded in the database.
Override line product tax	Override the tax on the selected line item, and use a different tax. The new tax must have been specified previously in Retail essentials.
Override line product tax from list	Override the tax on the selected line item, and use a tax that the cashier selects in a list. The list of taxes must have been specified previously in Retail essentials.
Override transaction tax	Override the tax on the transaction, and use a different tax. The new tax must have been specified previously in Retail essentials.
Override transaction tax from list	Override the tax on the transaction, and use a tax that the cashier selects in a list. The list of taxes must have been specified previously in Retail essentials.
Packing slip	Print a packing slip for a sales order.
Pair hardware station	This operation is not supported in Retail essentials.
Pay card	Accept a credit card or debit card as payment. The cashier types the card’s number and expiration date. The cashier can also specify overpayment or underpayment, if the store allows overpayment or underpayment. The cashier can also start this operation by swiping a credit card or debit card. In this case, Retail POS automatically completes the transaction.
Pay cash	Accept cash as payment. The cashier can specify that the customer pays the transaction’s total. The cashier can also specify overpayment or underpayment, if the store allows overpayment or underpayment. If overpayment is allowed, Retail POS displays the amount that exceeds the transaction's total.
Pay cash quick	Complete the transaction in "one touch," provided that the customer pays the exact amount of the transaction’s total in cash.
Pay check	Accept a check as payment.
Pay corporate card	This operation is not implemented in this release and might not appear in future releases.
Pay credit memo	Accept a credit memo that was issued by the store.
Pay currency	Accept payment in various currencies. The cashier selects the payment currency, and Retail POS calculates the transaction’s total in that currency. The cashier can also specify overpayment or underpayment, if the store allows overpayment or underpayment.
Pay customer account	Charge the transaction to a customer’s account. The cashier can also specify overpayment or underpayment, if the store allows overpayment or underpayment. Retail POS also checks whether the customer is blocked. If the customer has not already been added to the transaction, the customer can add the customer at this point. You can also check a customer’s credit before you allow the payment, if credit checking has been set up in Retail essentials.
Pay gift card	Accept a gift certificate or gift card that was issued by the store.
Pay loyalty card	Accept a loyalty card for payment.
Pharmacy prescriptions	This operation is not implemented in this release and might not appear in future releases.
Pharmacy prescription cancel	This operation is not implemented in this release and might not appear in future releases.
Picking and receiving	Open the Picking and receiving form, where you can select a purchase order or transfer order to receive or pick merchandise for.
Popup menu	Select a button grid that is associated with the button. When the button is clicked, Retail POS displays the selected button grid in a separate window.
Price check	Check the price of a product. When Retail POS asks for the item number the cashier can scan the product or search for it. When the item is found, Retail POS displays the price of the product, and the cashier can add the product to the transaction.
Price override	Override the price of a product, if the product has been set up for price overrides. Retail POS displays a number pad that the cashier can use to enter the new price.
Print X	Print an X report.
Product comment	Add a comment to the selected line item in the transaction. The comment is saved together with the transaction and appears on the receipt.
Product sale	Add a product to the transaction. The button must be configured specifically for the product.
Product search	Search for a product by item number, product description, or category. Search results can be sorted.
Recall order	Open the Sales order form, where you can search for a customer, and the customer's sales orders and quotations.
Recall transaction	Recall a suspended transaction.
Redeem loyalty points	Redeem loyalty points as a transaction discount.
Reprint Z	Reprint the Z report that was printed when the most recent shift ended.
Reset password	Display a form where someone who has password reset permission can reset an employee's password by using a temporary password.
Return product	Perform a return of individual products. The next scanned product is displayed as a returned product that has a negative quantity and price.
Return transaction	Perform a return of a whole transaction.
Safe drop	Perform a safe drop to move money from the register to a safe.
Sales invoice	Display information about a sales invoice for a specific customer.
Search	Open a form where you can search for a customer, product, or category.
Search shipping address	Open a form where you can search for a shipping address.
Select hardware station	This operation is not supported in Retail essentials.
Set quantity	Change the quantity of a line item in the transaction.
Show blind closed shifts	View a list of shifts that have been blind closed.
Show journal	View the register’s journal. You can then view transactions, reprint receipts, or print invoices.
Stock count	Open the Stock counting form, where you can scan or enter bar codes.
Sub menu	Select a button grid that is associated with the button. When the button is clicked, Retail POS displays the selected button grid instead of the existing button grid.
Suspend shift	Suspend the current shift. The shift can be logged on to later.
Suspend transaction	Suspend a transaction. The transaction can be recalled later.
Task recorder	Use task recorder to record POS tasks that can be reviewed later for training purposes.
Tender declaration	Open the Tender declaration form.
Tender removal	Record the removal of money from the cash drawer.
Time clock	Access time clock functions in Retail POS.
Total discount amount	Enter a total discount amount. This amount is divided among all items in the transaction.
Total discount percent	Enter a total discount percentage. This percentage is divided among all items in the transaction.
Transaction comment	Add a comment to the transaction. The comment is saved together with the transaction and appears on the receipt.
View product details	View on-hand quantity and other details for the currently selected product.
View time clock entries	View time clock entries for the store.
Void payment	Void all payment methods that have been applied to the transaction.
Void product	Void a line item in the transaction. The line item is removed from the transaction’s total and appears marked as voided.
Void transaction	Void the transaction. Voided transactions are saved in the database and have a void status.
Windows workflow foundation	Initiate custom operations and workflows.
X report for bank cards	Generate an X report that contains information about all the bank card operations that are performed during the current shift. You can perform this operation without closing the shift.

Set up permission groups and operations (Retail essentials)

Set up a POS permission group

Set up operations

Operations

See also

Additional resources