Chapter 21
Administration
21.1 Users#
Creating a user#
- Administration → Users → “Add User.”
- Enter Full Name and a unique Username.
- Choose a Role: Cashier (POS and sales only), Staff (all features, no user management), Admin (full access including user management), or any custom role your business has created.
- If your business has multiple branches, choose the user's Branch (one only) and their Visibility: Branch-level (the default — sees only that branch) or Company-wide (sees every branch; only a company-wide admin can grant this). Make anyone who should change Settings, roles, or branches Company-wide (section 21.5).
- Set a Password and Confirm Password (minimum 6 characters).
- Leave “Active (can log in)” checked, and click “Create User.”
Managing an existing user#
- Edit — change their details, role, branch, or visibility
- Change Password — sets a new password for them and forces them to log in again
- Deactivate / Activate
- Unlock — shown when an account is locked after 5 failed login attempts
21.2 Roles & Permissions#
Administration → Roles lists built-in roles (Admin, Staff, Cashier — these can't be deleted) alongside any custom roles you've created. “+ Add Role” opens a name field and a checkbox grid of permissions grouped by category.
Built-in role defaults#
| Role | Access |
|---|---|
| Admin | Every permission in the system |
| Staff | Everything except Users, Settings, Roles, Branches, Audit Log, Stock Transfers, Back-date Sales, Edit / Void Sales, and View Profit |
| Cashier | POS and Sales (Access Sales / POS) — none of the management permissions. On Core and Growth, also Count Cash while Settings → “Cashiers can count the cash” is on. |
Full permission reference#
| Permission | Controls |
|---|---|
| users.manage | Manage Users |
| settings.manage | Manage Settings (also the Subscription page's unlock code) |
| roles.manage | Manage Roles & Permissions |
| branches.manage | Manage Branches |
| audit.view | View Audit Log (and the Dashboard's high-risk change alerts) |
| products.manage | Manage Products |
| categories.manage | Manage Categories |
| stock.manage | Manage Stock (in/out/adjustments) |
| stock.transfer | Transfer Stock Between Branches |
| stock.mark_damaged | Mark Stock as Damaged (and clear a mistaken mark) — see section 9.4 |
| suppliers.manage | Manage Suppliers |
| purchases.manage | Manage Purchases |
| customers.manage | Manage Customers |
| transactions.manage | View Customer Transactions |
| distributor.manage | Manage Direct Deliveries |
| sales.access | Access Sales / POS (and proformas) |
| sales.backdate | Back-date a sale in POS |
| sales.edit | Edit / Void Sales (and cancel proformas) |
| financial_accounts.access | Access Financial Accounts |
| cash.count | Count Cash: count a drawer at closing (section 15.5) |
| expenses.manage | Manage Expenses |
| suspense.manage | Manage the Suspense Account |
| profit.view | View Profit: profit in reports, exports, and on the Dashboard (section 19.4) |
21.3 Branches#
- Administration → Branches → “+ Add Branch.”
- Enter the Branch Name and, optionally, its Name on Receipts, Address, and Phone. They print at the top of the branch's receipts, goods-received notes, and proformas; any left blank print the business's (section 21.5).
- Click “Create Branch.”
The new branch automatically gets its own Cash account (see section 15.1).
The Branches page shows how many of your branches are in use. When they all are, “+ Add Branch” is replaced by “All your branches are in use. Contact your provider to add another.” Reactivating a branch also needs a free place.
21.4 Audit Log#
A read-only record of who changed what — voids, permission changes, and edits to users, branches, accounts, and settings. Filter by User, Action, Entity, and a date range; check “Include archived (1+ year old)” to search older history; “Export” downloads the filtered rows (this export is available on every plan). Opening the Audit Log marks the Dashboard's high-risk change alerts as seen.
21.5 Settings#
Administration → Settings groups its options into five sections — General, Receipts, Point of sale, Tax, and Optional features — listed down the left of the page (across the top on a phone); click one to jump to it. Each on/off option is a switch with a one-line explanation under it; click “How this works” for the full explanation. Options that depend on another, such as the tax rate and the expiry options, only appear while it is switched on. Change what you need, then click “Save settings” — the button stays at the bottom of the screen as you scroll.
| Setting | What it does |
|---|---|
| General → Current plan | Your plan, any add-ons, and how many users you can have. Changing plans or adding features isn't self-service; contact your provider. |
| General → Timezone | What “now” means everywhere — sale and purchase timestamps, reports, exports. Pick where the business operates; the local time is shown under it. Takes effect for everyone from their next page load. |
| Receipts → Business details | The business name, address, and phone printed at the top of receipts, goods-received notes, proformas, and customer statements. The name is required. A phone can hold two numbers, e.g. “024 123 4567 / 020 765 4321”. With more than one branch, only a company-wide admin changes these. |
| Receipts → each branch (multi-branch only) | A branch's Name on Receipts, Phone, and Address, printed on that branch's receipts, goods-received notes, and proformas. Leave any blank to print the business's. Customer statements always show the business's details. A company-wide admin sees every branch here; a branch-level admin only their own. |
| Point of sale → Discount type | Percentage or Flat amount, for both cart-item discounts and the order discount beside the POS total. |
| Point of sale → Start each sale with Walk-in Customer selected | Switch off if most of your sales go to registered (often credit) customers and you'd rather the cashier always chose one. |
| Point of sale → Show account balances to all staff | Switch off to hide account balances wherever staff choose an account (POS, purchases, expenses, deposits); only roles with Financial Accounts access keep seeing them. |
| Point of sale → Cashiers can count the cash | Core, and Growth without the Custom Roles add-on. Lets cashiers count the drawer at closing; Admin and Staff always can. Cashiers count blind. See section 15.5. |
| Tax → Taxpayer Identification Number (TIN) | Your business's TIN, printed on receipts, goods-received notes, and customer statements. See section 12.5. |
| Tax → Charge tax on sales | Charges tax on POS sales at the Default tax rate shown under it. See Chapter 12. |
| Tax → Selling and cost prices include tax | Whether your prices already include tax, or tax is added on top. See section 12.2. |
| Optional features → Record truck & driver on sales and purchases | Enterprise, or an add-on. Adds optional truck number, driver's name, and driver's phone fields to the POS, purchases, and direct deliveries. See Chapter 11. |
| Optional features → Track batches and expiry dates | Growth & Enterprise, or an add-on. Turns batch and expiry tracking on; the “expiring soon” warning period and whether expired stock can be sold appear under it. See Chapter 10. |
| Optional features → Sell services as well as products | Enterprise, or an add-on. Lets a product be set up as a service, which sells with no stock. See section 8.5. |
| Optional features → Proforma invoices | Growth & Enterprise. Adds Finance → Proformas, with how many days a new proforma is valid for and the default terms printed on it. See section 4.6. |
| Optional features → Keep count of damaged stock | Enterprise, or an add-on. Keeps count of damaged goods that may still be sold at a discount, and adds the Damaged Stock report. See section 9.4. |
| Optional features → Set a different selling price at each branch | Multi-branch only. Lets each branch sell a product at its own price; the product's selling price becomes the standard price. See section 8.6. |
| Optional features → Keep average cost per branch | Multi-branch only. Each branch keeps its own average cost, so its purchases only change its own cost and profit. See section 8.7. |
21.6 Subscription#
Administration → 🔑 Subscription shows the status of your subscription and is where a renewal (unlock) code is entered. Any user is taken here automatically if the system is locked.
| Status | Meaning |
|---|---|
| Active | Paid up. Shows the date it's active until and the days remaining. |
| Renew soon | Within 14 days of expiry. A yellow banner appears on every page; everything still works. |
| Grace period | Expired, but within the 5-day grace period. Everything still works — renew now to avoid being locked out. |
| Locked | More than 5 days past expiry. Every page redirects to Subscription until a new code is entered. |
Renewing#
- Open Administration → 🔑 Subscription and copy the Installation ID.
- Send the Installation ID to your provider with your renewal request. The code you receive only works on your installation.
- Paste the full code exactly as received (it starts “IBS3-”; older “IBS2-” codes still work) into “Enter unlock code” and click “Activate.”