Product Discount Authorization Codes - Overview

Introduction

In Perfect Gym, product discount authorization codes are a security feature designed to control the application of discounts at the Point of Sale (POS). This feature ensures that only authorized staff members can approve specific price reductions, helping managers maintain oversight of revenue and prevent unauthorized discounting.

• In this article, you will learn how to create, manage, and assign authorization codes to your staff, as well as how to apply them during a sale.

• This article will be helpful for system Managers and PG Champions.

Before You Start

You must have a role with the following permissions to manage these codes:

• SystemManager.ProductDiscounts.View: To access the page.

• SystemManager.ProductDiscounts.Add: To add new codes.

• SystemManager.ProductDiscounts.Edit: To edit existing codes.

• SystemManager.ProductDiscounts.Delete: To delete codes.

Instruction

When adding or editing a code, you will use the following fields:

• Name: The unique identifier or description for the code. This field is required.

• Employee: The employee who is authorized to use this code. This is selected from a dropdown list of all active employees.

• Code: The actual authorization code (e.g., a password or PIN) that the employee will use. This field is required.

Step-by-Step Instructions

Viewing Authorization Codes

1. Navigate to the Product discount authorisation codes page.

2. The grid displays all existing codes, with columns for Name, Employee, and Code.

3. For security, the Code column displays **** and does not show the actual code in the main view.

Adding a New Code

1. Click the Add new code button (or Add button) at the top of the grid.

2. A new, blank row will appear for you to enter details.

3. In the Name field, enter a unique name for this code.

4. From the Employee dropdown, select the employee who will own this code.

5. In the Code field, enter the new authorization code.

6. Click the Update icon (which looks like an "add" icon in this context) to save the new code.

Editing an Existing Code

1. Find the code you wish to modify in the grid.

2. Press … then click Edit icon.

3. The row becomes editable, and the full Code value is now visible.

4. Modify the Name , Employee , or Code as needed.

5. Click the Update icon (checkmark image) to save your changes.

6. To discard your changes, click the Cancel icon (X image).

Deleting a Code

1. Find the code you wish to delete in the grid.

2. Press … then click Delete icon.

3. A confirmation pop-up will ask you to confirm the deletion.

4. Click OK to permanently delete the code.

Connecting to Product Discounts

1. Edit existing product discount code

2. Select appropriate authorization code for discount in Additional authorization.

3. Press Update.

Hints

• Where to find a report with sales with that discount: Go to the PGM -> Reports -> All reports -> Sale -> POS Transactions with discount.

• Unique Name Required: The Name for each code must be unique. If you enter a name that already exists, the system will display an error message ("Code with this name already exists") and prevent you from saving the change.

• Required Fields: The Name and Code fields are mandatory. The system will not let you save a new or edited record if these fields are empty.

• Conditional Deletion: The Delete button may not be visible for all codes. Based on system logic (CanDelete), if a code is currently in use or otherwise protected, the delete button for that specific row will be hidden, even if you have the "Delete" permission.

• Code Masking: The actual Code value is masked in the main grid view (****) for security. It is only visible when you are in "Edit" or "Add" mode.

• Multiple employees: This feature connects only one employee to one code, allowing only one additional authorization for a product discount. To bypass this, create a manager profile without login and link the password to it for use by all employees.

How to use product discount authorization codes on PosWeb?

1. Find the product which will be connected to the discount. 
2. Choose the product.
3. Now you can choose between Regular sell or created discount.
4. If your employee will select the discount option, it will be necessary to enter the discount code.
5. After typing the code the discount will be calculated. 

Use Case Examples

• Example 1: Adding a New Manager's Override Code

  • Goal: To create a new authorization code for a new manager, "John Doe."

  • Settings: Click Add new code. Enter John Doe - Mgr Override in the Name field. Select "John Doe" from the Employee dropdown. Enter a secure PIN (e.g., 4567) in the Code field. Click the Update icon to save.

• Example 2: Updating a Compromised Code

  • Goal: An employee, "Jane Smith," reports that her code is no longer secure and needs a new one.

  • Settings: Find the row with the Name Jane Smith - Auth Code. Click the Edit icon. In the Code field, delete the old value and enter a new one (e.g., 9876). Click the Update icon.

• Example 3: Reassigning a Code to a Different Employee

  • Goal: A front-desk employee is promoted, and their "Till Override" code needs to be reassigned to their replacement, "Mike Brown."

  • Settings: Find the row for the "Till Override" code. Click Edit. Change the Name field to Mike Brown - Till Override. Select "Mike Brown" from the Employee dropdown. Click the Update icon.

• Example 4: Deleting a Temporary Code

  • Goal: A temporary code (Weekend Sale 20%) was created for an event and is now expired.

  • Settings: Find the row with the Name Weekend Sale 20%. Click the Delete icon. Confirm the deletion.

• Example 5: Error on Duplicate Name

  • Goal: A user tries to create a new code named Manager Override, but a code with that name already exists.

  • Settings: Click Add new code. Enter Manager Override in the Name field. Fill in the Employee and Code fields. Click the Update icon. The save fails, and the error "Code with this name already exists" appears next to the Name field.