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Users and roles

What you’ll do here: give each person their own sign-in, choose what they may do, and set the cashier’s limits.

The three roles

Every user has one of three roles:

RoleSigns in withCan do
CashierA PIN of at least 4 digitsBilling, receipts from customers, returns within the shop’s rules, and the reports that don’t show costs.
ManagerA passphrase (8+ characters, letters and numbers)Everything a cashier can, plus purchases, supplier payments, stock correction, day closing, GST reports, printer setup, and approving cashiers’ discounts and changes.
OwnerA passphraseEverything: users and PINs, shop settings, financial reports, backups and restore, data import, and the audit log.

A screen a user may not open says so, for example “Purchase Bill needs Manager sign-in. Ctrl+U to change user.”

Adding a user

Only the owner can do this.

  1. Open Masters › Users & PINs. The screen is headed USERS, PINs & PASSPHRASES.
  2. Type the person’s Name and a short User name (for example zzcounter1).
  3. Choose the Role.
  4. Type their PIN / passphrase. A cashier’s PIN is at least 4 digits and not easy to guess. A manager’s passphrase is at least 8 characters with letters and numbers.
  5. Click Add user, or press PgDn.

Users & PINs (owner only). Open it from Masters › Users & PINs.

Give the person their PIN in private. Ask them to change it to one only they know (Masters › Change my PIN / passphrase).

Resetting someone’s PIN

When a cashier forgets their PIN, or is locked out after too many wrong tries:

  1. Open Masters › Users & PINs.
  2. Pick the user in the list.
  3. Type the new PIN in New PIN / passphrase for selected user.
  4. Click Change.

When someone leaves

  1. Open Masters › Users & PINs and pick the user.
  2. Click Remove selected user (staff left).
  3. Setu asks “Remove …? They can no longer sign in or approve. Their bills stay.” Click Remove user.

Their old bills keep their name. Do this on their last day.

Login history

In Users & PINs, press F7 for a user’s login history: when and where they signed in. Masters › Operator login history and Utilities › Operator logbook (owner) show everyone’s.

What a cashier may do: operator powers

The owner sets the cashier’s limits in Masters › Operator powers (or F8 in Users & PINs). The page says “What a cashier may do without a manager’s PIN, and the balances a cashier sees while billing.”

SettingStarts atWhat it means
Cashier Modify Bill limit (₹)1,00,000A cashier’s change to a saved bill above this is still saved at once, and shown to the owner to review. The counter is never stopped.
Cashier discount limit %5A bigger discount needs a manager’s PIN.
Cashier can change rateOffOff: changing a rate on the bill needs a manager’s PIN.
Cashier can take returnsOnOff: every return needs a manager.
Cashier return window (days)7Returns against older bills need a manager’s PIN.
Cashier sees balances while billingHide all balancesHide all balances; Hide cash and bank only; or Show all.

Save with Ctrl+W or PgDn.

What a cashier never sees

To keep the shop’s buying prices and margins private:

  • Purchase costs and margins are never shown to a cashier: not on items, not on bills, not in reports. Reports about what goods cost, such as the Purchase register, Day book, Creditors outstanding and supplier ledgers, say “Only the owner or a manager sees purchase costs.”
  • Balances while billing are hidden unless the owner allows them (above).
  • Today’s takings on the main menu are for the owner and managers only.

A cashier can still see customers’ ledgers, Debtors outstanding and the Cash book.

Manager approval at the counter

When a cashier needs a manager, for example for a big discount, a Manager approval box opens on the bill:

  1. The manager comes to the counter.
  2. They type their Manager user name and their PIN or passphrase.
  3. They press Enter (Approve). Esc (Cancel) leaves the change out.

The cashier stays signed in. The approval is recorded with the manager’s name.

The owner’s review

Setu never stops a cashier from serving a customer. When a cashier saves something the owner should check, such as a bill change above the Modify Bill limit, Setu saves it and lists it for the owner. At sign-in, the owner sees what was saved this way in the last 7 days, with a pointer to Reports › Audit log.

Good habits

  • One user per person. Never share a sign-in.
  • Change user (Ctrl+U) at every change of shift.
  • Keep at least one manager besides the owner, so someone can approve at the counter when the owner is away.
  • The owner’s passphrase is the key to the whole shop. Keep it written down somewhere safe at home.