Retail Pro 9 User's Guide: Chapter 14. Employee Management

Retail Pro® 9
User’s Guide
Chapter 14. Employee Management
Retail Pro International LLC

400 Plaza Dr., Suite 200
Folsom, CA 95630 USA
USA 1-800-738-2457
International +1-916-605-7200
www.retailpro.com
Retail Pro® 9 – Chapter 14. Employee Management
About this Guide

This document explains how to use the Employee Management area of Retail Pro® 9.2.
If you believe the information presented here is incomplete or inaccurate, we encourage you
to contact us at emanuals@retailpro.com.
Retail Pro International, LLC

USA 1-800-738-2457
www.retailpro.com
Copyright © 2014 All rights reserved. Retail Pro International.

Retail Pro International, LLC
USA 1-800-738-2457
www.retailpro.com
Trademarks
Retail Pro and the Retail Pro logo are registered trademarks and/or registered service marks in the United States and other countries. Oracle
and Oracle 11g are registered trademarks and/or registered service marks of Oracle Corporation. All rights reserved. Other parties’ trademarks
or service marks are the property of their respective owners and should be treated as such.
Document Revision History
Date Revision
12/2082010 Added info on Override users and Hold/Unhold, Edit permissions.
04/08/2011 Added section on Default Employee Groups
10/31/2012 Updated to explain case-sensitive passwords controlled by “Enforce Strong
Passwords” policy.
01/23/2013 Updated info on strong passwords and communicating employees from a “strong”
password system to a “weak” system.
07/25/2013 Added Show Browser Controls field to field list.
02/10/2014 Misc updates for 9.20 (R5) URC 5.
© 2014 Retail Pro International, LLC All rights reserved.

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Table of Contents
About this Guide ........................................................................................................................................................ ii
Introduction................................................................................................................................................................. 4
About Employee Management ....................................................................................................................4
Employee Management Security Permissions........................................................................................5
Accessing Employee Management .............................................................................................................7
Employees ....................................................................................................................................................................8
Creating Employee Records........................................................................................................................... 8
Copying Employees ........................................................................................................................................10
Editing Employee Records............................................................................................................................11
Employee Passwords......................................................................................................................................11
Assigning Employees to Stores...................................................................................................................16
Assigning a Maximum Discount %............................................................................................................18
Allow Increase Employee's Discount % Up to Customer Discount %...........................................18
High Security on Documents.......................................................................................................................19
Inactivating/Activating Employees ...........................................................................................................19
Enabling/Disabling Employees...................................................................................................................21
Resetting Employee Accounts (Password) .............................................................................................22
Employee Fields ...............................................................................................................................................23
Employee User-Defined Fields....................................................................................................................26
Employee Menu Buttons...............................................................................................................................27
Communicating Employee Records .........................................................................................................27
Groups .........................................................................................................................................................................29
About Employee Groups...............................................................................................................................29
Default Employee Groups.............................................................................................................................29
Creating Employee Groups ..........................................................................................................................30
Assigning Employees to Groups ................................................................................................................32
Copying Employee Groups ..........................................................................................................................33
Editing Groups ..................................................................................................................................................33
User Security Policies......................................................................................................................................34
Deleting Groups ...............................................................................................................................................44
Security Overrides............................................................................................................................................45
Log Event ............................................................................................................................................................46
Permission Audit ..............................................................................................................................................47
Employee Group Menu Buttons.................................................................................................................48
Check In/Check Out ................................................................................................................................................49
Time Shifts..................................................................................................................................................................50
Creating Time Shifts........................................................................................................................................50
Copying Time Shifts ........................................................................................................................................52
Editing Time Shifts...........................................................................................................................................52
Deleting Time Shifts........................................................................................................................................52

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Defining Overtime Rates ...............................................................................................................................53

Assigning Shifts to Employees ....................................................................................................................55
Sales Commissions ..................................................................................................................................................55
About Sales Commissions.............................................................................................................................55
Defining Commission Levels/Codes .........................................................................................................57
Copying Commissions ...................................................................................................................................57
Editing Commissions ......................................................................................................................................57
Deleting Commissions ...................................................................................................................................57
Assigning Commission Levels to Employees.........................................................................................58
Sales Targets..............................................................................................................................................................59
About Sales Targets ........................................................................................................................................59
Creating Sales Targets....................................................................................................................................61
Store Sales Targets ..........................................................................................................................................62
Region Sales Targets.......................................................................................................................................64
District Sales Targets.......................................................................................................................................65
Department Sales Targets ............................................................................................................................66
Setting Employee Sales Targets .................................................................................................................68
Editing Sales Targets.......................................................................................................................................69
Deleting Sales Targets....................................................................................................................................70
Sales Target Reporting...................................................................................................................................70
Importing/Exporting Security .............................................................................................................................71
Exporting Security ...........................................................................................................................................71
Importing Security...........................................................................................................................................72
Appendix A: Default Group Assignments.......................................................................................................74
System ..............................................................................................................................................................74
Customers...........................................................................................................................................................76
Sales Orders .................................................................................................................................................83
Merchandise..................................................................................................................................................87
Purchasing......................................................................................................................................................96
Transfers....................................................................................................................................................... 106
Adjustments............................................................................................................................................... 107
Slips.................................................................................................................................................................. 110
Licensing....................................................................................................................................................... 119
Audit................................................................................................................................................................. 119
Employee...................................................................................................................................................... 121
Auto Utilities .............................................................................................................................................. 122
X/Z-Out ......................................................................................................................................................... 126
POS ................................................................................................................................................................... 129
Groups............................................................................................................................................................ 132
Sub Locations ........................................................................................................................................... 134
Loyalty............................................................................................................................................................ 135

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Index.......................................................................................................................................................................... 136

iii
Introduction
About Employee Management
Security is a priority for any retailer and should be one of the first things you consider after
installing Retail Pro. The Employee Management area provides a number of tools for
managing employees:
You can control employee access to selected areas and features of the program, including:
 Accessing areas and features within areas. For example, you can control which
employees can access Inventory or add new customer records.
 Exchanging data. You can control who can exchange data between Retail Pro 9 and
Retail Pro 8.
 Changing preferences and security rights. After you take the time to set up your
preferences and security rights, it is prudent to control who can change those settings.
Retail Pro security is controlled through employees and employee groups.
Employee management is one component of PCI compliance. PCI compliance requires certain
events to be logged. See Retail Pro PCI Guide
Sample employee record:

4
Basic Steps for Employee Management

1. Log on as a sysadmin user (or as a user with sufficient rights to create new employees and
assign permissions).
2. Create groups (employees who will share the same access rights).
3. Create employee records for your employees.
4. Select security rights for each group for the available areas.
5. Assign the appropriate employees to each group.
6. Change passwords for individual employees, if necessary.
Employee Access to ECM Controlled via Security Administrator

Employee access to the Enterprise Communications Manager (ECM) is handled separately and
is provided via Security Administrator, located in the \ECM\SecAdmin folder.
Importing Employees via ECM

When you use ECM to import employees into Retail Pro 9 from a Retail Pro 8 station, the
Enabled field for these employees is cleared. In addition, the employees are not assigned a
name or password. To allow these employees to access Retail Pro 9, you need to select the
Enabled field, at which time you are prompted to give them a unique log-in name and
password.
Reference: See Enabling/Disabling Employees
Assign Imported Employees to Stores
When you import Employees into Retail Pro 9, those employees must be assigned to stores in
order for them to be available for listing on receipts and sales orders created at those stores. In
addition to assigning employees to stores, you should set the Shift, Till, and any other needed
settings.
Reference: See Assigning Employees to Stores
Note: This is only necessary for employees brought into v9 from v8. New employees are
assigned to all stores by default.
Employee Management Security Permissions

You can control employee access to the following Employee Management features:
Employees
Permission Description
Commissions – Access Allow group members to access the Commissions area.
Time Shifts – Access Allow group members to access the Time Shifts area.
Change Password Allow group members to change user passwords.

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Commissions – View Other Allow group members to view commissions for other subsidiaries.
Subsidiaries
Time Shifts – View Other Allow group members to view time shifts for other subsidiaries.
Subsidiaries
Sales Targets – View Other Allow group members to view sales targets for other subsidiaries.
Subsidiaries
Modify Dates When Allow group members to modify dates when checking in/out.
Checking In/Out
Access Employee Allow group members to access the Employees area within
Employee Mgmt.
Create/Copy Sales Targets Allow group members to create sales targets by clicking New, or
by clicking Copy to copy an existing sales target.
Inactivate Sales Targets Allow group members to inactivate sales targets
Delete Check In/Out Status Allow group members to delete Check In/Out status.
Change Till Allow group members to change to a different till.
Switch Drawers Allows group members to switch to using a different cash drawer.
Change Employee Name Allows group members to change the employee name during
During Check In/Out Check In/Out.
Increase Employee’s Allows group members to exceed their defined Maximum

Discount % Up to Discount % (defined in employee record) in order to apply a
Customer’s Discount % customer discount.
Employee – Create/Copy Allows group members to create and copy employees.
Employee – Edit Allows group members to edit employees.
Employee – Allows group members to delete employees.

Inactivate/Delete
Freeform UDF/Aux Entries Allows group members to enter freeform data into these fields:
in Employees Freeform UDF/Aux Entries in [Area Name].
Reset Locked User Accounts Allows group members to reset user accounts that are locked.
Enable/Disable Employees Allows group members to enable and disable employees.

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Groups
Groups - Access If selected, allows group members to access the employee
groups area.
Groups – Create/Copy If selected, allows group members to create group records by
clicking New button or by clicking Copy to copy an existing
record.
Groups – Edit If selected, allows group members to edit group records.
Groups - Delete If selected, allows group members to delete groups.
Groups – Modify Permissions If selected, allows group members to modify (select/clear)
group security permissions.
Groups – Assign Group Member If selected, allows group members to assign employees to
groups.
Groups – Deassign Group Member If selected, allows group members to remove employees from
groups.
Notes:
 You can have Retail Pro log when various user events occur by checking Log Event
next to any permission. See Account Auditing.
 PCI compliance requires events to be logged.
 You can specify which permissions can be overridden (by a user from a group with
sufficient security rights) by checking Override next to any permission. See Security
Overrides.
Accessing Employee Management

To access the Employee Management area, select Employee Mgmt from
the Home Screen and choose one of the following sub-areas:
Button Description
Select Groups to add, view or edit groups.
Select Employees to add, view, or edit employee records.
Select Commissions to define, view or edit commissions.

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Button Description
Select Time Shifts to define, view, or edit time shifts.
Select Change Passwords to change the current logged-on user's password.
Select Sales Targets to set sales goals for employees.
Employees
Creating Employee Records
Create a record for each employee who is to have access to Retail Pro. PCI compliance requires
each employee have a unique user name.
Important! To create employee records, you must be a System Administrator user (System
Administrator field in your employee record must be selected).
Steps Instructions Screen Elements

1. Select Employee Mgmt > Employees
from the home screen.
2. Click the New button.

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3. Enter the employee’s contact
information (name, address, phone,
email, etc.).
The login name is the username the
employee will enter when logging
in to Retail Pro 9.
If “Require Password Change” is
selected, the first time the employee
logs in, a prompt for changing the
password will be displayed. This
enables you to assign a default login
password to employees.
If the “System Administrator”
checkbox is selected, the employee
will be a sysadmin level employee,
meaning all permissions will be
selected.
The Employee and Employee Code
fields are for entering identification
codes or numbers, including those
that may have been assigned in
legacy systems.
4. Enter information in the other

Employee fields as needed and
then click the Save button.
Assigning Employees to Groups

After you have created a new employee, you can assign the employee to one or more
employee groups. The security rights of the group(s) to which an employee belongs
determine that employee's access to area features.
Reference: See Assigning Employees to Groups
Disabling/Enabling New Employees

When you add a new employee record, the employee is, by default, both active and enabled. If
necessary, you can disable a new employee until the employee is ready to begin working. See
Enabling/Disabling Employees

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Password Restrictions
By default, the only restriction on passwords is that the password cannot be blank; it must
contain at least one character.
By default, passwords are NOT case sensitive. To enforce case-sensitivity, you MUST select the
“Enforce Strong Passwords” policy.
Copying Employees
A fast way to create a new employee record is to copy an existing record that offers the closest
match.
When copying employee records, Retail Pro creates a new employee record that contains the
same information as the original, except for the Retail Pro Login Name, which is Copy_(old
name).
Note: You must be assigned the security permission “Retail Pro 9 > Employees > Create/Copy”
to copy an employee record.
Copying “Sysadmin” Employees

Please note the following when copying an employee whose SYSADMIN flag is selected.
 If the employee copying the record is also a sysadmin user, then the new record’s
SYSADMIN flag will be selected.
 If the employee copying the record is NOT a sysadmin user, then the new record’s
SYSADMIN flag will be NOT be selected.

1. Select Employee Mgmt > Employees from the home
screen.
2. Find and select the desired employee record.

Touch or click the Copy button.
3. Change the name and make any other necessary changes

to the record.
Touch or click Save.

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Editing Employee Records

1. Select Employee Mgmt > Employees from the
home screen.
Find and select the desired employee record.
2. Navigate to the desired field, click in the field and
type or select the desired information.
3. Click the Save button.
Employee Passwords
The definition and communication of employee passwords (and policies regarding passwords)
is an important consideration for retailers.
This topic explains:
 How to define passwords when creating employee records
 How to communicate passwords and policies to ensure that passwords are controlled
in the way you want
About Usernames and Passwords

When you create a new employee record, you must enter a login name and password.
The password that you enter must abide by the policies set out in Employee Mgmt > Groups >
Policies. Please refer to current Payment Card Industry standards for the use of strong
passwords.
Max Field Lengths for Employee Names and Passwords.
Field DB Table Name Max Field Length

Employee Name EMPLOYEE.EMPL_NAME 8 characters (8 bytes if multi-byte character set
is used in Rpro9)
User Name CMS_USER.USER_NAME 8 characters (8 bytes if multi-byte character set
is used in Rpro9)
Password CMS_USER.PASSWORD 60 characters (60 bytes if multi-byte character
set is used in Rpro9)

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Restrictions on User Login Names and Passwords

 By default, passwords are NOT case sensitive. To enforce case-sensitivity, you MUST
select the “Enforce Strong Passwords” policy.
 Do not use double quotation marks.
 Only use alphanumeric characters, underscores, dollar sign and pound sign. This is
important because some ASCII-7 characters are represented DIFFERENTLY in different
languages in the command console. For example, the character code corresponding
to the back-slash will be displayed as back-slash "\" in US, but as yen character "¥" in
Japan.
 Do not use language-specific characters that cannot be entered in different languages
- once Rpro9 language is selected you will not be able to enter a login name from an
incompatible character set (e.g. cyrillic letter in a login name cannot be entered when
language is set to French).
Passwords and PCI Compliance

The use of strong passwords is required for PCI compliance. You can configure Retail Pro
employee security so that complex, or strong, passwords are required.
In addition to requiring the use of strong passwords, you must define a number of other
settings that help prevent access to the system by unauthorized users.
 Auto-generate a strong password for new employees.
 Have passwords expire and require change at least every 90 days (with a grace period
before expiration), and prevent previous passwords from being reused for a given
period of time. The new password cannot be the same as any of the last four
passwords.
 Lock the user account after a pre-specified number of login attempts (not more than
six attempts), with a lockout duration of 30 minutes or until an administrator enables
the user.
 Require the user to re-enter the password to reactivate a terminal that has been idle
for more than 15 minutes.
Strong Password Requirements
When you enable strong passwords for, the passwords for users must meet the following
requirements:
 Not contain all or part of the user's account name
 Be at least seven characters in length
 Contain characters from three of the following four categories:
o English uppercase characters (A through Z)
o English lowercase characters (a through z)
o Base 10 digits (0 through 9)
o Non-alphanumeric (e.g. !, $, %)

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To enable strong passwords (v9):

1. Select Employee
Mgmt > Groups
from the home
screen.
2. Select the group

for whom
strong
passwords will
be enabled and
then click Form
View.
4. Select the Policy
tab.
Double click the
Enforce
Strong
Password
field, or select
the field and
press <F4>.
5. Select Enable,
and then click
OK.

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6. Save the
changes.
Changing Passwords
1. Log on to Retail Pro 9 using your old
password.
2. Select Employee Mgmt > Change
Passwords from the home screen.
3. Enter your current password.

Enter the new password.
Confirm the new password by entering
it again.
Click OK.
4. Click OK to close the confirmation

dialog.
5. Select Options > Log On/Out and login

using the new password.

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Password Modified Date Fields

The following employee fields record the date/time of password changes.
Field Description
Password Modified Date the employee's password was last modified. When communicating
Date employees, this field determines whether or not an employee's password will
be updated at the target location.
PWD Last Edit Date + Date the employee's password was last modified, along with the time zone.
Time Zone
PWD Local Last Edit Date the employee's password was last modified, in the local time.
Date
Require Password Change

Retail Pro 9 includes a “Require Password Change” field. When you create a new employee, the
Require Password Change field is selected by default.
This setting enables you to assign a default
password. The first time the employee logs
in to Retail Pro, a prompt displays,
explaining that the password must be
changed.

15
Assigning Employees to Stores

You can assign employees to specific stores. This is used to restrict employees to only viewing
stores and subsidiaries to which they are assigned. Employees can only be listed on
documents for the store to which they are assigned. If an employee tries to create a document
at a store to which he/she is not assigned, the following dialog is displayed:
To assign an employee to stores:

1. Select Employee Mgmt >
Employees from the
home screen.
2. Select an employee from
the list and then click the
Store Assignment button.
3. Select the checkbox for
individual stores as
needed. You can use the
Check All and UnCheck
All buttons to select/clear
all checkboxes.
Click OK when finished.

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Impact on Viewing/Creating Documents

When viewing a list of documents in List View, if a user selects a subsidiary for which that user
does not have create or edit rights, the New and Edit buttons respectively are not active.
When a user first enters a document area, Retail Pro checks the default store that is assigned in
System Preferences > Local Preferences > Documents > Default Stores.
If the default store is not assigned to the employee, a dialog is displayed, informing the user
that a manager with sufficient security permissions must log on in order to allow the
employee to create documents for the store/subsidiary.
If the employee does not have a store assignment equal to the default store then Retail Pro
prompts for manager credentials to allow the employee to temporarily create a document in
that location. Clicking OK displays a prompt for the manager to enter a username and
password so the employee can create documents. The Edit button is active only for the
store(s) to which an employee is assigned.
Security
To perform an override of employee store and/or subsidiary assignment, a manager must
belong to a group that is assigned the following security permissions:
Retail Pro 9 > System > Change Employee Store Assignment
Retail Pro 9 > System > Change Employee Subsidiary Assignment
Sales Orders, Purchase Orders, Transfer Slips

When a user creates an order document or transfer slip, the To Store and To
Store/Subsidiary fields do NOT check to see what stores and subsidiaries the user is
assigned to.
When allocating merchandise among multiple stores on TOs, and POs, the Item Allocation
Grid does not allow users to populate the target store/subsidiary rows unless the user is
assigned to the store. For example, if the user is not assigned to store 001 then the user
cannot enter a quantity for target store 001.
Home Store Field

Employee records also contain a Home Store field. This field is used for reference and
reporting purposes only. For example, although an employee may be assigned to multiple
stores (for contingency purposes) using the Store Assignment button, in practice, the
employee usually works at one primary store. By assigning a Home Store to employees, you
can sort employee records by the Home Store field to view all employees by store, or filter
employee records to show only employees assigned to a particular Home Store.

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Assigning a Maximum Discount %

Assigning a maximum discount percentage to employees can prevent employees from giving
unauthorized discounts and preserve your profits.

home screen. Find and select an employee record.
2. Navigate to the Max Discount % field and make an

entry (without the “%” sign). The number you
assign will be the maximum discount percentage
allowed on transactions created by the employee.
3. Save the changes.
Allow Increase Employee's Discount % Up to

Customer Discount %
In Retail Pro 9, you can assign to customers a Discount % that is automatically suggested on all
receipts for the customer. You can also assign a Maximum Discount % to employees, to
prevent employees from giving discounts above a certain percentage.
The following security permission handles situations when a customer Discount % is greater
than the employee’s Maximum Discount %.
Retail Pro 9 > Employees > Allow Increase Employee’s Discount% Up To
Customer’s Discount%
This permission allows group members to exceed their defined Maximum Discount % (defined
in employee record) in order to apply a customer discount. For example, an associate may only
be allowed to give a 25% discount but a customer who comes in may be allowed a 75%
discount. With this permission selected, the associate can apply the 75% discount.

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High Security on Documents

In Local Preferences > Employees > Security, you can select to use High Security on
various document types.
When using High Security, a security dialog is displayed after a transaction is completed
(whether put on Hold or Updated). You must enter your user name and password in order to
start a new document. (Without the High Security feature enabled, the current logged on user
is entered by default on new documents.)
The High Security Logon provides an added level of security for situations in which:
 A logged-on user is away from a workstation and an unauthorized user tries to create a
document.
 Multiple cashiers share a single register. Each cashier can log in as necessary to
complete a sale.
In Local Preferences > Employees > Security, select the following options, as
necessary:
 High Security on Receipts and Sales
Orders
 High Security on Vouchers
 High Security on Transfer Orders
 High Security on Adjustment Memos
Inactivating/Activating Employees
You can inactivate an employee if the employee leaves the company or takes a leave of
absence. When you inactivate an employee, the employee's username and password are
deleted, so the user cannot log on to Retail Pro. If/when you activate the employee, the User
Registration Form is displayed, and you must define a new username and password for the
employee.

screen.
2. Select the employee to be inactivated and click the

Inactivate button.

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3. If a confirmation dialog is displayed, click OK to close.
To activate an inactive employee:

Employees from the home
screen.
2. Find and select an inactive
employee and then click the
Activate button.
3. Enter a Login (name).

Enter a Password.
Enter the Password again in
the Confirm Password field.
(Optional) Select Sysadmin
if the employee will have
sysadmin rights. Only assign
sysadmin rights when
absolutely necessary. It is
recommended that you not
assign sysadmin rights to
application users.
Click OK when finished.
Click OK. The employee’s Active and Enabled fields are selected, and the employee can log
in to Retail Pro using the specified Login and Password.

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Inactivate/Activate vs. Enable/Disable

When you disable an employee, the employee is still Active, but the employee cannot log on
to Retail Pro. When you enable an employee, the employee's Retail Pro log on privileges are
restored, allowing the employee to log on to Retail Pro using the username and password
defined in the employee's record.
When you inactivate an employee, the employee’s login credentials are removed and new
login info must be entered if the employee is later activated.
Enabling/Disabling Employees
When you add a new employee record, the employee is, by default, both active and enabled. If
necessary, you can disable an employee. This feature is typically used when adding new
employee records to Retail Pro. If the employee has not yet actually started work, you can
create the employee record, disable the employee, and then enable the employee on the first
day of work. Disabled employees can be added to employee groups.
Disable an Employee

Home Screen. Employees are displayed in List View
2. Select the employee you want to enable, and then click

Disable. The Enabled checkbox is cleared and the
employee's Retail Pro log on privilege is removed
Enable an Employee

screen.
2. Select the employee to be enabled and then click the

Enable button.
The Enabled checkbox is selected and the employee's
Retail Pro log on privilege is restored

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Enable/Disable vs. Inactivate/Activate

When you disable an employee, the employee is still Active, but the employee cannot log on
to Retail Pro. When you enable an employee, the employee's Retail Pro log on privileges are
restored, allowing the employee to log on to Retail Pro using the username and password
defined in the employee's record.
When you inactivate an employee, the employee's username and password are deleted, so the
user cannot log on to Retail Pro. If/when you activate the employee, the User Registration
Form is displayed, and you must define a new username and password for the employee.
Importing Employees via ECM

When you use ECM to import employees into Retail Pro 9 from a Retail Pro 8 station, the
password.
Resetting Employee Accounts (Password)

An employee is locked out of Retail Pro if the employee cannot enter a valid
username/password combination within the number of attempts specified in the Group Policy
setting “Lock User Account after Failed Logon Attempts.”
Note: To be PCI-compliant, you should use strong passwords.
For example, if the setting is “2,” after the third failed logon attempt, a log on error message is
displayed, and the user’s account must be reset by a sysadmin user in order to log on.

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To reset an account:

1. Logon as a user who has sysadmin rights.
screen.
3. Find and select the employee whose account will be reset

and then click the Account Reset button.
4. A confirmation message is displayed. Click OK or press

<Enter> to close.
Employee Fields
The following table lists fields that are available in employee List View and Form View layouts.
Note: Not all fields are available to add to each view or document.
There are different long and short versions of some field labels. Long labels are typically
displayed in Form View, while short labels are displayed in List View.
Field Field Type Description
Active Checkbox If selected, the employee is Active and can be used.

Address 1-6 String (maximum 30 The employee address. Typically, the street number is entered
characters) in the Address 1 field; an apartment or suite number is entered
in Address 2, and the city and state/province etc. is entered in
Address 3.
Addresses 4 – 6 make it easier to store addresses that are more
complex than the standard street/city/state format. These
additional address fields also help Retail Pro customer records
conform to government or other requirements for storing
customer information in a certain ordered format.
Commission Drop-down The commission level (A, B, C, etc.) assigned to the employee.
Level
Confirm String A field for confirming the password.

Password
Created Date Date The date the employee record was created.

23
Description String (maximum 10 A description of the employee and/or the employee's job.
characters)
District Drop-down The district to which the employee is assigned.

Define districts in System Preferences > Global
Preferences > Regions.
Drawer Drop-down The cash drawer assigned to the employee. Define cash
drawers in WS Preferences > Peripherals > Cash
Drawer1-2.
E-mail String (maximum 60 The employee’s e-mail address.

characters)
Employee String (maximum 10 A field that displays the Login Name of the employee.
characters)
Employee String Up to two additional codes that can be assigned to an

Code 1-2 employee for tracking or identification purposes.
Enabled Checkbox If selected, indicates the employee is enabled.

See Enabling/Disabling Employees
First Name String (maximum 30 The employee’s first name.

characters)
Full Name String Combined Title, First Name, and Last Name.
Hire Date Date The date the employee was hired.
Job Title Drop-down The job title assigned to the employee.

Define employee job titles in System Preferences >
Global Preferences > General.
Last Edit Date Date The date of the most recent edits to the record. (Read-only;
updated after each edit)
Last Name String (maximum 30 The last (family) name of an employee.

characters)
Login Name String (maximum 30 The employee’s log-in name. Maximum 30 characters. When
characters) you save a new employee record, the log-in name becomes
read-only and is displayed in the Employee field.
Important! You are prevented from entering special characters
(“/” “?” “$” etc.) in the Login Name field.
Max Discount Number The maximum discount percentage that the employee is
% allowed to give.
Member of Grid A mini-grid that displays the group to which the employee is
assigned.
Notes String (maximum 256 An optional field for entering notes about an employee.
characters) (maximum 256 characters)

24
Password String (maximum 80 The password assigned to the employee, required for login.
characters)
Password Date The date the employee's password was last modified. When
Modified Date communicating employees, this field determines whether or
not an employee's password will be updated at the target
location.
PWD Last Edit Date The date the employee's password was last modified, in the
Date + Time local time.
Zone
PWD Local Date The date the employee's password was last modified, in the
Last Edit Date local time.
Phone 1-2 String (maximum 15 The employee’s main and alternate phone number.
characters)
Postal Code String (maximum 10 The employee’s ZIP or postal code.

characters)
Region Drop-down The region to which the employee is assigned.

Define regions in System Preferences > Global
Preferences > Regions.
Require Checkbox If selected, the employee will be required to change his/her

password password upon next logon.
change
RPro Full String The employee's full name as defined in Retail Pro 8 Series.
Name
Shift Drop-down The time shift to which the employee is assigned.

Define shifts in Employee Management > Time
Shifts
Show Browser Checkbox If the “Show Browser Controls" field is selected in an
Controls employee’s record, when the employee is logged in, browser
controls such as the Back, Forward, Home, etc. buttons are
displayed.
If not selected, browser controls are not displayed and the user
is not able to navigate the screen as a web browser.
System Checkbox If selected, indicates the employee has system administrator-

Administrator level security rights (rights to all areas and features of Retail
Pro).
Till Name Drop-down The till to which the employee is assigned.

Define tills in System Preferences > Local
Preferences > Point of Sale > General >
Options

25
Title Drop-down The title (Mr., Mrs., Ms., etc.) of the employee.
Define titles in System Preferences > Local Preferences >
System > Titles.
UDF1-8 String Two date fields and six text fields in which you can record any
additional information and by which you can search for
employees.
Define customer UDF fields in System Preferences >
Local Preferences > Customers > UDF/Aux.
Employee User-Defined Fields

Retailers can define up to 20 separate user-defined fields for employee records.
This enables retailers to store a variety of information specific to their business or industry. For
example, many companies divide employees into teams, with each team given a set of
responsibilities in the company. Using the new UDF fields, you could define a user-defined
field called “Team,” and then create a list of field entries for whatever team names are used.
To define employee UDF fields, select Options > System Preferences from the home
screen. The labels and field entries you assign will then be available in the UDF area of the
employee record.

26
Employee Menu Buttons

The following buttons are common action buttons found on the side menu of the Employees
area. You can add (or remove) side menu buttons, if necessary.
Employee Button Description
Define a date range to use to filter the display.
Click to disable the selected employee. Disabling an employee means

the employee will be prevented from logging on to Retail Pro.
Change the current Quick Filter fields.
Generate an e-mail to the selected customer or vendor.
Click to enable the selected employee.
Click to assign the employee to stores.
Resets the selected employee’s account. Use this button when an

employee has been locked out of Retail Pro after exceeding the
maximum allowed failed logon attempts.
Click to Inactivate the selected employee.
Communicating Employee Records

Employee store assignments can be sent to other stores using the Enterprise Communications
Manager (ECM).
Communicating Employees from Retail Pro 8
When you use the ECM to import employees into Retail Pro 9 from a Retail Pro 8 station, the
password.

27
Security Information for New Employees Imported into Retail Pro 9

When you import new employees into Retail Pro 9 via the Employees.xml file, you must import
the employees without password or security settings. After the basic information for the
employee is added, you must go into Employee Mgmt > Groups to assign passwords, security
rights, and privileges.
Security information is stored in the <SECURITY_SETTINGS> area of the XML file. A sample of
which is shown below:
<SECURITY_SETTINGS sig1="80095CC838C28504CBB5E89A20985A10FFF9187F">
<EMP_SBSS>
<EMP_SBS sbs_no="1" access_all="1" stores="0-1"/>
</EMP_SBSS>
<CMS_USER user_id="97" user_name="USER2" sbs_no="1" active="1" password="C498F7B745"
sysadmin="0" sig2="49E5E008F0B1F5E306701BE3936F02844A2FFA5B">
<USER_GROUPS>
</USER_GROUPS>
</CMS_USER>
<SIGNATURE sig3="D9FBBA855F6D5BFFB73E2C08134377B9FB11AAFC"/>
</SECURITY_SETTINGS>
If you are importing new employees into Retail Pro 9, the <SECURITY_SETTINGS> section of
the XML should be left blank. When you assign password and security information, the fields
will be populated by the system.
Employee Store Assignment Reports

Retail Pro Report Viewer includes two default List reports for reporting on employee store
assignments.
 Employee - Store Assignment: Lists employees and the stores to which they are
assigned.
 Employee - Subsidiary Store/Employee Assignment: Lists the groups and employees
assigned to each Subsidiary.

28
Groups
About Employee Groups
A group is a collection of employees who all share the same access rights. When you create
groups:
 You can set up separate groups for administrators, finance, etc.
 You give each group the rights necessary to perform its assigned tasks, or prevent
access to any unnecessary areas and features.
 Modify or delete a group at any time as requirements change.
Note: Buttons for features are grayed out if the currently logged on user does not have access
rights to them.
Default Employee Groups

Retail Pro 9 includes several default employee groups that are assigned permissions typical for
the type of job. For example, the POS group is assigned permissions for working in the
Receipts area, but not for working with employee records. You can select/clear individual
permissions for the default groups as needed and/or create your own groups.
The table below lists the default Employee Groups included in Retail Pro 9.
Group Description
ADMIN The Admin group is for system administrators. All permissions are selected
for the Admin group.
BUYERS The Buyers group is for employees who need to order and receive
merchandise, primarily working in the Purchasing area of Retail Pro 9.
BACKOFFICE The Backoffice group is for employees who need to close cash drawers, work
with licensing, plan and execute transfers, and work with Inventory.
POS The POS group is for employees who are working at POS stations and need
to ring up sales, perform returns, look up prices, etc, primarily working in the
Receipts and Sales Orders areas of Retail Pro 9.
MANAGERS The Managers group is similar to the Admin group, with the exception that
certain permissions for viewing data from other subsidiaries, reprocessing
inventory, etc. are NOT selected.

29
Default Employee Group Permissions

For a full list of the Permission and Override Assignments for the default employee groups, see
Appendix A.
Creating Employee Groups

In addition to the method below, you can also create a new employee group by copying an
existing group. To create group records, you must be a System Administrator user (the
System Administrator field in your own employee record must be selected).

1. Select
Employee
Mgmt >
Groups from
the home
screen.
2. Click the New
button.
3. Enter a name
and
description
for the group.

30

4. Click and
drag the
names of
users you
would like to
make part of
the group
into the
Group
Members
column.
Select a
name, then
select a single
arrow (> or
<).
Double-click
a name.
Select the
double
arrows (<< or
>>) to move
all names.
5. Select the
Permissions
tabbed page.
Select an area
then select
from the list
displayed to
the right.
OR
Expand the
hierarchy (by
selecting the
+) and
highlight a
sublevel.
Only that
level’s
features are
then
displayed in
the right
panel.

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6. Select the
features to
which you
want to allow
access for this
user group.
Continue to
select from
the various
sublevel
listings as
needed
7. Save the
changes.
Assigning Employees to Groups

1. Select Employee
Mgmt > Groups
from the Home Screen.
Your employee groups
display in List View
2. Find and select the

group to which you
want to assign
employees and then
click Form View
4. Add employees to the
group using one of the
following methods:
Click and drag the
names of employees
into the Group Members
column.
Select an employee, and
then select a single
arrow (> or <).
Double-click an
employee.
Select the double arrows
(<< or >>) to move all

32

employees.
Copying Employee Groups

A fast way to create a new group is to copy an existing group that offers the closest match.
When copying groups, Retail Pro creates a new employee group that contains the same
information as the original, except that the name is changed to (copy_old name).
The maximum number of characters for group names is 30 characters, so if the old name was
more than 26 characters, the final characters will be trimmed from the end of the name.
Editing Groups
1. Select Employee Mgmt > Groups from the home screen.
2. Find and select the group that you want to edit and click
Form View.
3. Make the desired changes and then click Save.

33
User Security Policies

Retail Pro 9 contains a number of advanced security features to help protect your business.
Among the security features you can use are:
 Ensure strong password and account lockout processes
 Auto-generate a strong password.
 Have passwords expire and require change after a specified time (with a grace period
before expiration), and prevent previous passwords from being reused for a given
period of time
 Lock the user account after a pre-specified number of login attempts
You define settings for individual groups, and the settings then apply to all members of the
group.
Note: User security is one component of PCI Compliance.
Enforce Strong Passwords

You can enable the use of strong passwords for employees who are members of selected
employee groups. If strong passwords are enabled, passwords must meet the following
requirements:
 Not contain all or part of the user's account name
 Be at least six characters in length
 Contain characters from three of the following four categories:
 English uppercase characters (A through Z)
 English lowercase characters (a through z)
 Base 10 digits (0 through 9)
 Non-alphanumeric (e.g. !, $, %)

34
To enable strong passwords:

1. Select Employee Mgmt > Groups
2. Select the Policy tab.

Double click the Enforce
Strong Password field, or
select the field and press <F4>.
3. Select Enable, and then click

OK
4. Click Save.

35
Enforce Password History

You can keep users from re-using passwords by specifying how many new passwords a user
must create before allowing an old password to be re-used (0 to 24). Default = 7 passwords.

Groups from the home screen.

Double-click the Enforce
Password History setting.
3 Change the setting in the Keep

password history for n
password changes field,
and then click OK.

36
Password Expires After

You can specify the number of days until a password expires (0 to 999). Default = 30 days.


Double-click the Passwords
Expires After field
3. Change the setting in the

Password will expire in
n days field, and then click
OK

37
Prompt User to Change Password Before Expiration

You can set the number of days before password expiration that the system will begin
prompting a user to change the current password will expire (0 to 999). Default = 8 days. If set
to 0, then users are never prompted to change their password before expiration.

Groups from the home screen.

Double click the Prompt
User to Change
Password Before
Expiration field, or select the
field and press <F4>. The
Password Expiration Notification
dialog displays

Prompt User to change
their password n days
before password
expires field, and then click
OK.

38
Lock User Account after Failed Logon Attempts

You can set the number of failed log-on attempts after which a user account will be locked
out. A locked out account cannot be used until it is set by a system administrator.


Double click the Lock User
Account after Failed Logon
Attempts field, or select the
field and press <F4>. The Failed
Logon Attempts dialog displays

Account will lock out after n
failed attempts field, and then
click OK.

39
User Account Logout Duration

You can set the number of minutes a locked out account remains locked out before
automatically becoming unlocked.


Double click the User
Account Lockout
Duration field, or select the
field and press <F4>. The
Account Lockout Duration
dialog displays

Account will be locked n
minutes field, and then click
OK.

40

Security For Resetting Locked User Accounts

A security permission called “Reset Locked User Accounts” enables retailers to grant non-
sysadmin users the ability to reset locked accounts. With this permission, a store manager or
other user who ordinarily
wouldn’t have sysadmin
rights can reset an
employee’s account if the
employee is locked out
for whatever reason.

41
Audit Logon Events

By default, Retail Pro will audit (log) when when various user events occur. Specifically, you
can enable or disables auditing of:
 User accounts, including successful/failed logon attempts
 Password changes
 Creation of employees and groups
To enable/diable account auditing:

2. Touch or click the Policy tab.

Double-click the Audit Logon
Events entry.
OR
With focus in the field, press
<F4>.
OR
With focus in the field, touch or
click the Edit button.
3. Select Enable Account Auditing.

Options for account auditing are
not enabled.
Select the options that you want
to enable.
Log successful logon attempts:
Logs an entry for each successful
logon.
Log failed logon attempts: Logs
an entry for each failed logon.
Log user password changes:
Logs an entry each time a user
changes a password.
Log user/group creations: Logs
an entry each a new user or new
group is created.
Touch or click OK when finished.

42
Account Audit Reporting

If the Account Auditing option is enabled, then you can run special Retail Pro 9 Reports to view
the audit data.
To view Audit reports:

1. Launch RPro9Reports.exe.
2. Select the Reports button.
3. Select the Audit Reports node to expand the list..
4. Select the report you want to run and then touch or

click the Run button.
The following data is displayed in the Audit reports.
Field Description
Created By User that created the event
Event Successful Logon, Failed Logon, Password Change, User Create, User
Delete, Password change, Group Create, Group Delete, Group Permission
Change
Date The date the event occurred
Logon Name The User Name that was created, deleted or had a password changed
Group Name The group that was created, deleted, or had a permission changed.
St/Sta/WS The store/station/workstation where the event occurred.
Sub The subsidiary where the event occurred.

43
Deleting Groups
1. Select Employee
Mgmt > Groups.
Select the group
you want to
delete.
2. Select the
delete button.
3. If the group has

members
assigned, a
warning is
displayed.
Select Yes to
confirm.

44
Security Overrides
When selecting group security permissions, for each group, you can specify which permissions
can be overridden (by a user from a group with sufficient security rights).
If the Override check box for a security permission is selected, and a user without rights tries to
perform that task, the Security Override dialog displays.
When a manager or different employee (with sufficient security) enters their username and
password and clicks Override, the user can perform the task.
Note: When selecting group security permissions, you can select the Log Event check box to
create a log entry whenever the selected permission is overridden. See Permission Auditing
Security overrides fall into the following categories:
Category Description
Modifying cell These permissions control the entry of data in grid and form entry cells. Users
contents can click the cell, but cannot make entries. Override of direct cell modification
permission will be handled when the user attempts to modify the contents of
the cell. If the user does not have permissions and the override is enabled,
then the cell will act as though the user does have the permissions. Once the
user modifies and exits the cell, then the permission override dialog will be
displayed to allow a user and password to override.
Viewing data These permissions control the viewing of certain types of data. The data that
cannot be viewed is typically masked (with *****). To override view type
permissions (if allowed), the user clicks into a cell where the user does not
have view permissions. Entry into the cell will display the security override
and prompt for user and password. Once permissions are validated the user
will be allowed to view the contents of the cell.
Accessing data These permissions control whether menu buttons are enabled or disabled.
Access type permissions that can be overridden will provide constrained
access. Meaning, if the user does not have permission to execute a function
and the override is allowed then the function will be enabled. This will allow
the user without the proper permissions to click on the object and attempt to
execute. Upon click of the object the user will be presented with the
permission override dialog requiring a username and password that has
proper permissions.

45
Category Description
Adding/deleting data These permissions control the adding/editing/deleting of documents.
To enable security overrides for permissions:
1. Select Employee Mgmt > Groups from the Home Screen.

2. Select a group from the list.
3. Click Form View.
4. Click the Permissions tab. The list of security permissions is displayed.
5. Select an area for which permission is to be granted for that group and then select from
the complete list of permissions displayed to the right.
6. Select the Override checkbox for those permissions that can be overridden.
7. (Optional) Select the Log Event checkbox if you want to create a log entry whenever the
permission is overridden.
8. Click Save (<Alt+S>).
Override Users and the Hold/Unhold Permissions

An override user should not have only Edit permission or only Hold/UnHold permission for a
particular document (receipt, slip, or voucher). If the override user is a manager or true
administrator, the user should be assigned both edit permission and hold/unhold permission
for each document type.
The Hold/Unhold permission is typically used to prevent employees who can create a
document from placing documents on hold.
Log Event
In Group Security in Retail Pro 9, each permission has three checkboxes: Permissions, Override,
and Log Event. The Log Event checkbox works in conjunction with the Override checkbox.
If both the Override and Log Event check boxes are selected for a permission (but not the
Permissions checkbox), when group members try to perform that action, a log-in dialog is
displayed. If a user with sufficient security permissions logs in and completes the activity, the
action is logged and displayed in the Audit: Permission Override report. If no user with
sufficient security permissions logs in, then nothing is logged.
Note: Selecting the Log Event checkbox by itself or in conjunction with the Permissions
checkbox has no effect. So, if someone has permission to perform a certain action, the
‘override’ dialog box would never show up, and thus, nothing would ever get logged.

46
Technician's Toolkit Audit Log

If you want to report on ALL attempts to insert, delete or modify specific types of information,
such as specific document types, you can use the Technician's Toolkit. In the Monitoring and
Tuning > Audit area, select the checkbox for the record type that you want to report on. This
will display information about all insertions, deletions or modifications to that record type in
the SQL Shell > Audit_log table (not available in Report Viewer).
For example, if you select "Documents" and then select the checkbox for ‘voucher,’ an event
will be logged in the SQL Shell > Audit_log table for any insertions, deletions or modifications
of vouchers, regular or ASN.
Imporant! Be aware that auditing individual record types in this way causes significant
overhead and will fill up the log table quickly.
Note: To query an individual document type, such as "vouchers," you must run a SQL query for
that document type. For example you can query for Object_Name ‘voucher’, in combination
with e.g. ‘Action_ID’ 6, meaning ‘delete’ in the audit_log table, meaning, any deleted
vouchers). A simple query like that would look like:
Select * from audit_log where action_id=6 and Object_name = ‘VOUCHER’
Permission Audit
You can have Retail Pro create a log entry each time particular security permissions are
overridden.
The resulting log stores basic information about the override event, including the user without
the permission, the override user, the date/time, and the permission being overridden.
Security logs are stored in the \RetailPro9\Logs folder.
To enable log entries for overrides of security events:

1. Select Employee Mgmt > Groups from the
home screen.
2. Select a group from the list.

47

3. Select the Form View button.
4. Select the Permissions tab. The list of

security permissions is displayed.
5. Select a permission for which override
permission is to be granted and select the
Override checkbox.
Select the Log Event checkbox for
those permissions that you want to audit.
Logging events is one component of PCI-
compliance
6. Touch or click the Save button.
Employee Group Menu Buttons

The following buttons are common action buttons found on the side menu of the Employee
Group area. You can add (or remove) side menu buttons, if necessary
Employee Group Description

Button
Click to check (select) all security permissions.
Click to browse to a location where the security file will be exported.
Click to browse to the security file that you want to import.
Click to uncheck all the selected security permissions.

48
Check In/Check Out

The Check In/Check Out feature allows you to track employees’ hours by recording each time
an employee checks in or out of Retail Pro. Each time an employee checks in/out, Retail Pro®
saves the event as a receipt record.
Note: The Check In/Check Out receipts are not available to select as receipt types at the POS.
The receipt also maintains a sequence number of zero as with cash drop receipts.

1. Select Sales > Check In / Check Out
2. Verify the Subsidiary and Store are

correct (change if needed).
In the Name field, select an
employee.
3. Move to the Check In field.

To select a date, select the icon or
press <F4>
By default, the current date/time is
entered.
If necessary, click in the time text
box and edit the time.
4. Touch or click the Check In button.
5. Touch or click the Close button.
Viewing Hours Worked

Touch or click the Status button to see how long the currently checked-in
employees have worked.

49
Deleting Check In Receipts

Follow the steps below to delete a Check In receipt.
To delete a Check In receipt:
1. Select Sales > Check In /
Check Out from the home
screen.
2. Select an employee in the
Name field.
3. Touch or click the Status

button.
4. Touch or click the Delete

button.
5. Touch or click the Close

button.
Time Shifts
Creating Time Shifts
A time shift is a block of hours during which employees are assigned to work. You can define
as many shifts as you need, including:
 A weekday shift for full-time workers.
 An evening shift for part-time workers.
 A weekend shift for workers who only work weekends.
 A seasonal shift for seasonal workers.
 A holiday shift for things like Christmas or New Years.

50
To create a time shift:

1. Select Employee Mgmt > Time Shifts from
the home screen.
2. Touch or click the New button.
3. Enter a Name for the shift. (maximum eight

characters)
4. Enter a Begin Time and End Time for each

day included in the shift.
Select the Active checkbox if the day is
currently being used with the shift.
For example, if a store is currently open only
five days a week, but might open on
Saturdays at a future date, you could go
ahead and define an In Time and Out
Time for each day, but clear the Active
field for Days 6 and 7.
5. Enter up to three overtime pay rates.
Enter the number of hours that must be
worked for the overtime rate to apply.
Enter a coefficient that will be applied to the
overtime hours.

51
Copying Time Shifts

A fast way to create a new time shift is to copy an existing shift that offers the closest match.
When copying time shifts, you must enter a new unique Shift Name, and. You can also
change the Shift Number assigned by the system, if necessary.
Editing Time Shifts

1. Select Employee Mgmt > Time
Shifts.
2. Navigate to the shift, make any

needed changes, and then save.
Deleting Time Shifts

To delete a time shift:

1. Select Employee Mgmt > Time
Shifts.
2. Select the time shift that will be

deleted and then touch or click the
Delete button.
3. If a confirmation is displayed, click

Yes.

52
Defining Overtime Rates

You can define up to three different overtime rates for each employee shift. The rate an
employee earns depends on how many hours the employee works during a certain number of
days.
See the following examples of overtime setups:
Example 1
The company pays a flat rate of 1.5 times the base pay, no matter how many overtime hours
an employee works in a week.
Enter the following information:
Overtime: 1
Hours: 40
Days: 7
Coefficient: 1.5

53
Example 2
The company pays 1.25 times base pay for the first 10 hours of overtime in a week. Any
additional overtime hours are paid 1.5 times base pay.
Overtime 1
Hours: 40
Days: 7
Coefficient: 1.25
Overtime: 2
Hours: 50:
Days: 7
Coefficient: 1.5
Example 3
On holidays, the company pays employees two times their normal base pay up to 8 hours, and
three times the base pay for any overtime.
Overtime 1
Hours: 0
Days: 1
Coefficient: 2.0
Overtime: 2
Hours: 8
Days: 1
Coefficient: 3.0

54
Assigning Shifts to Employees

To assign a shift to an employee:

1. Select Employee Mgmt > Employees.
Find and select the employee’s record.
2. Navigate to the Shift field, and select a

defined shift from the drop-down.
Sales Commissions
About Sales Commissions
Retail Pro can automatically track sales commissions. When an item is sold, the commission is
credited to the Associate(s) recorded on the receipt.
Commission amounts are calculated as a percentage of the item's selling price (or in the case
of VAT, price with tax) and are automatically recorded on the receipt.

55
The percentage to be applied when a particular item is sold is determined by two factors: the
item's commission code and the associate's commission level. A different commission
percentage can be defined for each item code/employee level combination. This enables you
to pay different commissions to different employees for the sale of the same item.
Basic steps for tracking sales commissions:
1. Define commission levels and codes

2. Assign commission codes to eligible inventory items
3. Assign commission levels to qualifying employees
Tracking SPIFs and Commissions Earned

A SPIF is a set amount, usually provided by the manufacturer, to be paid to the associate for
each sale of a particular item. In Retail Pro®, the SPIF amount assigned to an item in Inventory
will be automatically recorded on the receipt when the item is sold.
Any commission and SPIF amounts earned are automatically recorded with the receipt and
stored in your sales history. Merchandise returns earn negative commission and negative SPIF
amounts that reduce the employee's compensation. Amounts earned can be reported on sales
journals and summaries, and can also be exported to an accounting package.
To Set Up SPIF Tracking:
1. Select Merchandise > Inventory from the Home Screen.

2. Make sure the SPIF field is added to your Inventory page design.
3. Enter an amount in the Salesperson Incentive Fee field for items as necessary and
save your changes.
Spreading Commissions among Multiple Associates

Each receipt has an Associate. By default, the current logged in user is entered as the
Associate on new receipts and sales orders.
In certain situations, particularly those involving commissions, you may want to assign
multiple associates to individual items. This allows you to distribute the commission amount
among the participating associates.
On both receipts and sales orders, you can assign up to 5 separate associates (Associate and
Associate 2-5 fields) and a percentages (Associate 1-5 Act % fields) for each item on
the document. The Associate on the document is Associate 1, by default, and assigned the
full percentage. If multiple associates participate in an order or sale, enter their names in the
Associate 2-5 fields and change the percentages as needed.
Reference: See Multiple Associates

56
Defining Commission Levels/Codes

To define commission levels and codes:

Commissions from the home screen.
2. Click the New button.
3. In the cells of the Commission Grid,

enter a commission percentage for
the corresponding level/code
Copying Commissions
Reference: See Copying Records in Chapter 2. Basics of the Retail Pro® 9 User’s Guide
Editing Commissions
Reference: See Editing Records in Chapter 2. Basics of the Retail Pro® 9 User’s Guide
Deleting Commissions
1. Select or display the commission code that you want to delete and then click Delete
(<Alt+D>).

57
Assigning Commission Levels to Employees

You can assign one of your pre-defined commission levels to any employee. After you assign a
commission level to an employee, the employee receives the associated commission
percentage each time he or she completes a qualifying sale.
To assign a commission level to an employee:

home screen.
Find and select the desired employee record.
2. Click Form View.
3. In the Commission Level field, enter the

letter associate with the commission level you
want to assign, or select a letter from the
drop-down list.
4. Click Save.

58
Sales Targets
About Sales Targets
Sales targets are sales goals that enable management to compare sales performance for
subsidiaries, stores, and employees. There are many types of sales targets in Retail Pro:
Sales Targets are defined at the Subsidiary level, and then can be distributed among regions,
districts, stores, departments, and employees.
Sales Target Preferences

The types of sales targets available depend on the
types selected in System Preferences > Local
Preferences > Employees > Sales Targets.
Adding Region, District, Store, Department, and Employee Sales Targets

Retailers who have defined regions and districts in Global Preferences > Regions >
Options can distribute subsidiary sales target amounts and/or quantities to those
regions/districts.
In addition, retailers can distribute the sales target amount (or quantity) for a store among
individual departments.
Please note that targets must be defined in hierarchical order. That is, targets for regions must
be defined before targets for districts can be defined. Likewise, targets for Stores must be
defined before targets for DCS Codes can be defined.
When you click one of the target type buttons, a selection screen is displayed, enabling you to
select the individual regions, districts, stores, departments, or employees to add to the target.
Notes Regarding Sales Targets

 When polling Sales Targets as Differences, be aware that making a change to one
target type does not necessary result in the other target types being updated. For
example, if you make a change to a DCS target, the Subsidiary and Employee sales
targets will not be updated, unless there was a change to those targets as well. (This
change is for 9.20 to 9.20 polling ONLY. If 8-series is involved, turn off all optional
levels in preferences for sales targets.)
 When using Regions and Districts, remember that each Store can be listed only once
per subsidiary/region/district. In other words, don't try to add the same store into
different regions/districts.

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Sales Target Menu Buttons

Menu Button Description
Click this button to display a sub-menu for selecting a target type (Add
Region, Add District, etc.)
Select the Add Region button to define regional sales targets, using the
regions defined in System Preferences > Global Preferences > Regions >
Options.
Select the Add District button to define regional sales targets, using the
districts defined in System Preferences > Global Preferences > Regions >
Options.
Select the Add Stores button to distribute Subsidiary (or Region/District)
sales targets among individual stores.
Select the Add DCS button to distribute store sales targets among individual
departments.
After adding Stores to a sales target, you can select the Add Employee
button to assign target amounts to individual employees.
Sales Target Hierarchy

Subsidiary Define sales targets for the entire subsidiary. You can define a Target Amount
and/or Target Quantity, and then allocate a portion of the target to individual
Region regions, districts, stores, departments and employees.
District If you have defined regions and districts in Global Preferences > Regions > Options,
you can assign select the regions and districts to include in sales targets and define
target amounts and quantities.
Store You can allocate a percentage of the Target Amount or Target Quantity to
Department individual stores and to individual departments within stores.
Employee Individual stores can set sales targets for their own employees (based on the store
sales target). Employee sales targets are expressed as a percentage of the larger
subsidiary sales target, but can also be expressed as a monetary value.

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Creating Sales Targets

Retail Pro allows you to create sales targets for any subsidiary or store. You can specify the
amount of the sales target, as well as the time period during which the sales target is effective.
Some common time frames for sales targets include:
 Holiday shopping seasons, such as Christmas, Memorial Day, etc.
 Special seasons, such as Back-to-School
 Standard calendar periods, such as monthly or weekly periods
When working with sales targets, the first target you create is a subsidiary-level sales target.
After that is set, create additional targets for individual stores, regions, etc.
Create a subsidiary sales target:

Sales Targets from the home
screen.
2. Touch or click the New
button.
3. Enter a name for the Target,

a date range, target amount
and optionally target
quantity.
4. Touch or click the Save

button.
5. Add additional Targets as

needed based on the
options selected in Local
Preferences >
Employees > Sales
Targets.

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Sales Target Fields
Field Description
Target ID (Read-only) Sequential ID number assigned to the target.
Target Name (required) User-assigned name for the target.
Target Begins The date the sales target begins.
Target Ends The date the sales target ends.
Target Amount The total amount (goal) of the sales target.
Target Qty The total quantity (goal) of the sales target.
Active If selected, indicates the sales target is active.
Next Lvl Amt Sum The target amount of the next level in the sales target.
Next Lvl Qty Sum The target quantity of the next level in the sales target.
Amount Var % The percentage by which the target amount varies from the level.
Quantity Var % The percentage by which the target quantity varies from the level.
Created Date (read-only) The date the sales target was created.
Modified Date (read-only) The date the sales target was last modified.
Sales Target Dates Cannot Overlap

You can define multiple sales targets for a single subsidiary; however, each sales target is in
effect only for a specified date range, and the date ranges cannot overlap.
For example, if you create a sales target for the period from April 15 through May 15, you
cannot create another target for May 13 through June 15, because May 13, 14, and 15 overlap.
Retail Pro allows only one active sales target on any given day.
Store Sales Targets

To create a store sales target:

1. Select Employee
Mgmt > Sales Targets
2. Select a sales target
and then click Add
Targets.
3. Click Add Stores.

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4. Add stores to the
target.
Click OK.
5. Enter each store’s

target amount and
optionally target
quantity.
The store’s percentage
of the subsidiary sales
target is displayed in
the Str Plan $% field.
6. Click Save when
finished.
Store Sales Target Fields

The following fields are included in the Sbs Sales Target - Stores table:
Field Description
Target Amount The amount of the sales target assigned to the department.
Target Qty The quantity of the sales target assigned to the department.
Created Dt (read-only) The date the department sales target was created.
Modified Dt (read-only)The date the department sales target was last modified.
Prev Lvl Amt Sum (read-only) Previous Level Grid’s Target Amount Sum.
Prev Lvl Qty Sum (read-only) Previous Level Grid’s Target Quantity Sum.
Next Lvl Amt Sum (read-only) Next Level Grid’s Target Amount Sum.
Next Lvl Qty Sum (read-only) Next Level Grid’s Target Quantity Sum.
Amt Var % (read-only) (NextLvlAmtSum / Target Amount) * 100.
Qty Var % (read-only) (NextLvlQtySum / Target Quantity) * 100.

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Region Sales Targets

Retailers who have defined regions in Global Preferences > Regions > Options can distribute
subsidiary sales target amounts and/or quantities to those regions.

Sales Targets from the
home screen.
2. Select a subsidiary sales
target and then click Add
Targets > Add Region.
3. Select the regions that
will be included in the
sales target, and then
click OK.
4. Enter the Target

Amount and/or Target
Qty for individual
regions in the Sbs Sales
Target - Region table and
save the changes.
Region Sales Target Fields

The following fields are included in the Sbs Sales Target - Region table:
Field Description
Region ID Identifies the region.
Target Amount The amount of the sales target assigned to the region.
Target Qty The quantity of the sales target assigned to the region.
Sbs No Subsidiary number.
Region Nm Region number.
Created Dt (read-only) The date the region sales target was created.
Modified Dt (read-only)The date the region sales target was last modified.
Rgn Plan Amt % The percentage of the sales target assigned to the region. Updating this field
automatically updates the Target Amount field.

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Field Description
District Sales Targets

Retailers who have defined districts in Global Preferences > Regions > Options can distribute
subsidiary sales target amounts and/or quantities to those districts.

1. Select Employee Mgmt > Sales
Targets from the home screen.
2. Select a Subsidiary sales target

and then click Add Targets >
Add District.
3. Select the districts to be
included in the sales target.
Enter the Target Amount
and/or Target Qty for individual
districts in the Sbs Sales Target
- District table
District Sales Target Fields

The following fields are included in the Sbs Sales Target - Districts table:
Field Description
District ID Identifies the district.
Target Amount The amount of the sales target assigned to the district.
Target Qty The quantity of the sales target assigned to the district.
Created Dt (read-only) The date the district sales target was created.

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Field Description
Modified Dt (read-only)The date the district sales target was last modified.
Dist Name The name of the district, as defined in System Preferences > Global
Preferences > Regions > Options
Plan Amt % The percentage of the available target amount assigned to the district.
Updating this field automatically updates the Target Amount field.
Plan Qty % The percentage of the available target quantity assigned to the district.
Updating this field automatically updates the Target Qty field.
Department Sales Targets

You can distribute store sales target amounts among individual departments.

1. Select Employee Mgmt
> Sales Targets from
the home screen.
2. Select a subsidiary
sales target and then
select a store in the
Stores table.
3. Click Add Targets >
Add DCS.
4. Select the DCS Codes

to include in the
target.

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5. For each DCS Code
included, enter the
Edit either the Trgt
Amt and/or Trgt Qty
in the Sbs Sales Target
– DCS table.
Sbs Sales Target – DCS Fields
Field Description
Target Amount The amount of the sales target assigned to the department.
Target Qty The quantity of the sales target assigned to the department.
Created Dt The date the department sales target was created.
Modified Dt The date the department sales target was last modified.
Prev Lvl Amt Sum The sum of the sales target amount assigned in the previous sales target level
(Store level).
Prev Lvl Qty Sum The quantity of the sales target amount assigned in the previous sales target
level (Store level).
Next Lvl Amt Sum The sum of the amount assigned in the next level (Employee level).
Next Lvl Qty Sum The quantity of the sales target amount assigned in the next sales target level
(Employee level).
Amt Var % (NextLvlAmtSum / Target Amount) * 100.
Qty Var % (NextLvlQtySum / Target Quantity) * 100.

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Setting Employee Sales Targets

1. Select
Employee
Mgmt > Sales
Targets from
the home
screen.
2. Select a
Subsidiary sales
target.
3. Click Add
Targets > Add
Employee
4. Select the
employees to
include in the
target.
Click OK when
finished.
5. Edit either the

Trgt Amt
and/or Trgt
Qty for each
employee in
the Sbs Sales
Target -
Employee table
6. Save the
changes.

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Sbs Sales Target - Employee Table Fields
Field Description
Login The employee's login name.
Target Amt The amount of the target assigned to the employee.
Target Qty The quantity of the target assigned to the employee.
Prev Lvl Amt The sum of the amount remaining from the previous level.
Sum
Prev Lvl Qty The sum of the quantity remaining from the previous level.
Sum
Plan Amt % (Read-only) The sum of the individual employee target amounts
Plan Qty % (Read-only) The sum of the employee target amounts as a percentage of the total
Sales Target amount for the subsidiary.
Editing Sales Targets

When you edit a sales target, Retail Pro refreshes the list of stores to include any stores created
after the sales target. You can then add sales target amounts/percentages for the new store(s).
Steps Instruction Screen Elements

1. Select Employee Mgmt > Sales Targets
2. Select a Subsidiary from the drop-

down list.
3. Select a sales target and click Edit.
4. Make any necessary changes and then

click Save.

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Deleting Sales Targets

A sales target is considered "deleted" when it is marked inactive. You can delete subsidiary and
store sales targets in Retail Pro 9; however, employee sales targets can be deleted only in
Retail Pro 8.
Important: You cannot delete a subsidiary or store sales target if related employee targets are
defined in Retail Pro.
Steps Instruction Screen Elements

1. Select Employee Mgmt > Sales Targets
2. Select a Subsidiary
3. Select a sales target and click

Inactivate.
Sales Targets and ECM Communication

When ECM communicates sales target data from Retail Pro 8 to Retail Pro 9, items marked
"Inactive" are removed from Retail Pro.
Deleting an Employee in Sec Admin

Deleting an employee in the Security Administrator does not automatically delete sales
targets assigned to that employee. To fully remove an employee's sales targets, delete the
employee in Security Administrator, then delete the employee's sales targets using the
procedure described above.
Sales Target Reporting

The following Retail Pro reports can provide sales target information:
 Sales: Associate Summary
 Sales: Store Summary
Employee sales targets marked as inactive are not included on reports.
Reference: See Retail Pro 9 Reports for more information.

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Importing/Exporting Security
Exporting Security
You can export your list of groups and employees (and the security permissions assigned to
those employees) to a file (dbsec.dat).
Why Export Security?
If you want to view reports while offline (not connected to the database), you must have a
local copy of the dbsec.dat file (Report Viewer needs to check the local copy of the file to
ensure you have proper security as you view specific report types and perform tasks). After
you export security using the procedure below, copy the file to the \ReportViewer\
directory of those workstations that want to use Report Viewer in offline mode.

1. Select Employee
Mgmt > Groups from
the home screen.
2. Select Export
Security.
3. A confirmation dialog
is displayed. Click OK
to proceed.
Security information
is compiled into a
Dbsec.dat file that is
placed in the
…\Export\Security
folder.
4. Click OK when
finished.
5. Copy the folder to

the
…\Import\Security
folder of tations that
will import security.

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Importing Security
You can import security information (Db.sec) file that has been exported from another
location.

2. Click Import Security.
3. Navigate to the
…RetailPro9\Import\Security folder.
Select the DBSec.dat file.
Click Open.
4. A confirmation dialog is displayed.

Click OK to proceed.

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Imported File Must Match Current Retail Pro Version

When importing a security file, the Retail Pro version that produced the file must match your
current version of Retail Pro.
If the system detects that the security file was created with structure and version different than
your current version, it will display a failure to import message and write details of the failure
to a log that is store in the C:\[Retail_Pro_Install_Path]\Export\Security\Log
folder (file name is date/time stamped).
Example: [YYYY][MM][DD][Time]Import.log
What security Information Is Imported?

Groups and their assigned permissions are added to the database. If a group is being imported
and that group name already exists within the database, the permissions that are assigned to
that group are updated.
Employees assigned to existing groups at the target station do not lose links to the groups to
which they are assigned.

73
Appendix A: Default Group Assignments

System
Permission Admin Buyers Backoffice POS Managers Description
Grid/Form Page Permission Override Permission Access Page Designer for individual grids and forms.
Designer
Modify List View Permission Permission Permission Modify List View layouts.
Menu Designer Permission Override Permission Access Menu Designer. Using Menu Designer, you can
add or remove buttons from the side menu of
individual Retail Pro areas.
System Override Permission Permission Access System Preferences.
Preferences
Workstation Permission Override Permission Permission Access Workstation Preferences.
Preferences
Workstation Permission Permission Override Permission Access change print settings, including printer
Preferences - assignments, paper size, number of copies to print, etc.
Printer Settings
Run Tools Permission Permission Permission Permission Permission Access the Tools area. Retail Pro tools include Doc
Designer and Technician's Toolkit.
Layout Manager Permission Permission Permission Access Layout Managers.
Subsidiary Wizard Permission Access the Subsidiary Wizard.
Default Language Permission Permission Permission Permission Permission Change the language displayed in the program
interface.

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Access Sales Permission Permission Permission Permission Permission Access Sales Targets.
Targets
Change Employee Permission Override Override Permission Override an employee's store assignment.
Store Assignment
Change Employee Permission Override Override Permission Override an employee's subsidiary assignment.
Subsidiary
Assignment
Edit Quick Filter Permission Edit the Quick Filter elements that are available in List
Elements View.
Unlock Permission Permission This permission is related to the time out setting in
Workstation Workstation Preferences > General > Automatic
Regardless of User Timeout.
Assign Employee Permission Permission Assign employees to documents when those
from Other Stores employees are assigned to other stores than the user's
own store.
Allow Doc Qty to Permission Override Override Override Permission Process documents in which the document quantity
be greater than exceeds the on-hand quantity.
O/H Qty
Allow Doc Qty to Permission Override Override Override Permission Process documents in which the document quantity
be greater than exceeds the available quantity.
Available Qty

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Customers
Access Customers Permission Permission Permission Permission Access the Customers area.
Create/Copy Permission Permission Permission Permission Create or copy customers.
Edit Permission Permission Permission Permission Edit customer records.
Inactivate/Delete Permission Permission Permission Permission Inactivate/delete customers.
Change Customer ID Permission Permission Permission Change Customer IDs.
Modify Store Permission Permission Override Permission Modify customer charge account
Credit/Credit fields.
Limit/Credit Used
Change Tax Info Permission Permission Permission Permission Change the tax area to which the
customer is assigned, or to change
the customers Detax setting (used to
exempt customers from VAT).
Change Price Level Permission Permission Permission Assign a price level to a customer, or
change the currently assigned price
level.
Edit Customer Disc Permission Permission Override Permission Edit the assigned Customer Disc %.
%
Edit Customer Class Permission Permission Edit the Class field in Customer
records.
View Supplemental Permission Permission Permission Permission View any UDF or Aux fields that have
Fields been added to the customer's
record.

76
View Other Permission Permission Permission Permission View records of customers who are
Subsidiaries assigned to other subsidiaries.
View History Permission Permission Permission Permission View customer sales and order
history.
Edit Corp Flag Permission Permission Edit the Corp flag on customer
records.
Edit Region/District Permission Permission Permission Permission Edit the region/district to which a
customer is assigned.
Customer Binning Permission Permission Permission Use the Bins and Scoring feature.
and Scoring
Customer Permission Permission Permission Use the Customer Segments feature.

Segmentation
Find and Replace Permission Permission Permission Replace information in Customer

records using the Find and Replace
feature.
View Customer Bins Permission Permission Permission View bins and scoring information
and Scoring - Other for other subsidiaries.
Subsidiaries
Print Customer Permission Permission Permission Permission Print customer records.

Records
Export Customers Permission Override Permission Export customer records to the

Export in List View Windows Clipboard, Notepad, HTML,
Excel, or PDF.
Exceed Max Permission Permission - Permission Apply a discount that exceeds the
Discount % for Levels 3, 4 Max Discount % defined in the
Customer customer record.

77
Add New County Permission Permission - Permission Ad new countries by typing a

from Customer Levels 3, 4 country name in the Country field of
Screen the customer record.
Edit Customer Permission Permission Edit customer addresses on

Addresses Used on documents.
Documents
The Customers area has field-level

security. For each field, you can specify
which employees can view and/or edit
the field. See Customer Security Levels
for more information.
[Security Level 1-4] Permission Permission - Permission Permission View the Address 1 - 3 fields for
View Address 1-3 Levels 3, 4 Level 4 customers of the specified security
level.
[Security Level 1-4] Permission Permission - Permission Permission View the Phone 1 -2 fields for
View Phone 1-2 Levels 3, 4 Level 4 customers of the specified security
level.
[Security Level 1-4] Permission Permission - Permission Permission View the E-mail address field for
View E-Mail Levels 3, 4 Level 4 customers assigned the specified
security level.
[Security Level 1-4] Permission Permission - Permission Permission View the Notes field for customers
View Notes Levels 3, 4 Level 4 assigned the specified security level.
[Security Level 1-4] Permission Permission - Permission Permission View the Store Credit/Credit
View Store Levels 3, 4 Level 4 Limit/Credit Used fields for
Credit/Credit customers assigned the specified
Limit/Credit Used security level.

78
[Security Level 1-4] Permission Permission - Permission Permission View secure UDF fields for customers
View Secure UDF Levels 3, 4 Level 4 assigned the specified security level.
Fields
[Security Level 1-4] Permission Permission - Permission Permission View the Info 1 - 2 fields for
View Info 1-2 Fields Levels 3, 4 Level 4 customers assigned the specified
security level.
[Security Level 1-4] Permission Permission - Permission Permission View the Mark 1 -2 fields for
View Mark 1-2 Fields Levels 3, 4 Level 4 customers assigned the specified
security level.
[Security Level 1-4] Permission Permission - Permission Permission View the preferred Contact Clerk
View Preferred Levels 3, 4 Level 4 field for customers assigned the
Contact Clerk specified security level.
[Security Level 1-4] Permission Permission - Permission Permission Edit the Address 1-3 fields for
Edit Address 1-3 Levels 3, 4 Level 4 customers assigned the specified
security level.
[Security Level 1-4] Permission Permission - Permission Permission Edit the Phone 1 -2 fields for
Edit Phone 1-2 Levels 3, 4 Level 4 customers assigned the specified
security level.
[Security Level 1-4] Permission Permission - Permission Permission Edit the E-mail address field for
Edit E-Mail Levels 3, 4 Level 4 customers assigned the specified
security level.
[Security Level 1-4] Permission Permission - Permission Permission Edit the Notes field for customers
Edit Notes Levels 3, 4 Level 4 assigned the specified security level.
[Security Level 1-4] Permission - Permission Permission Allows group members to edit UDF
Edit UDF Fields Levels 3, 4 Level 4 fields for customers assigned the
specified security level.

79
[Security Level 1-4] Permission Permission - Permission Permission Edit the Info 1-2 fields for customers
Edit Info 1-2 Fields Levels 3, 4 Level 4 assigned the specified security level.
[Security Level 1-4] Permission - Permission Permission AEdit the Mark 1 - 2 fields for
Edit Mark 1-2 Fields Levels 3, 4 Level 4 customers assigned the specified
security level.
[Security Level 1-4] Permission Permission - Permission Permission Edit the preferred contact clerk
Edit Preferred Levels 3, 4 Level 4
Contact Clerk
[Security Level 1-4] Permission Permission - Permission Permission View the specified security level for
View by Associates Levels 3, 4 Level 4 associates from other regions.
from Other Regions
[Security Level 1-4] Permission Permission - Permission Permission View the specified security level for
Allow to be Viewed Levels 3, 4 Level 4 associates from other districts.
by Associates from
Other Districts
[Security Level 1-4] Permission Permission - Permission Permission Modify the specified security level for
Modify by Levels 3, 4 Level 4 associates from other regions.
Associates from
other Regions
[Security Level 1-4] Permission Permission - Permission Permission Modify the specified security level for
Modify by Levels 3, 4 Level 4 associates from other districts.
Associates from
other Districts
[Security Level 1-4] Permission Permission - Permission Permission View the specified security level field.
View Security Level Levels 3, 4 Level 4
[1-4]

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[Security Level 1-4] Permission Permission - Permission Permission Assign the specified security level to
Assign Security Levels 3, 4 Level 4 other customers.
Level [1-4] to Other
Customers
Exceed Customer Permission Permission Override Permission Override the Customer Max Discount
Max Discount % setting.
Edit Customer Permission Permission Permission Permission Edit the addresses used on
Addresses Listed on documents.
Documents
Level 1 - 4 View Permission Permission Permission Permission View the priority field for customers
Priority of the selected security level.
Level 1 - 4 Edit Permission Permission Permission Permission Edit the priority field for customers of
Priority the selected security level.
View Document - Permission Permission Permission Permission Access receipts via the View
Permissions Receipts Document button in customer
> Access history.
Go Document - Permission Permission Permission Permission Access receipts via the Go to

Permissions Receipt Document button in customer
> Access history.
View Document - Permission Permission Permission Permission Access sales orders via the View
Permissions SO > Document button in customer
Access history.
View Document - Permission Permission Permission Permission Access inactive sales orders via the
Permissions SO > View Document button in customer
Access Inactive history.

81
Go Document - Permission Permission Permission Permission Access sales orders via the Go to
Permissions SO > Document button in customer
Access history.
Sort By Column in Permission Permission Override Permission Change the column by which the
List View customer list is sorted.
Create Address Type Permission Permission Override Permission Assign a new Address Type when
from Address Grid adding a customer address.
Freeform UDF/Aux Permission Enter information in Customer

Entries in Customers UDF/Aux fields.
Transfer Central Permission Transfer central credit amounts from

Credit one customer to another.
Edit Central Permission Edit the Central Credit Balance field

Customer Credit of customer records.
Balance
View Customer Permission View central credit IDs.

Central Credit ID
View Other Stores Permission View Central Credit IDs for customers
Customer Central belong to other stores.
Credit ID
View Other Permission View Central Credit IDs for customers

Subsidiaries belong to other subsidiaries.
Customer Central
Credit ID
Allow Transfer by Permission

Central Credit ID

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Manually Adjust Permission Transfer central credit from one

Loyalty Points customer to another.
Sales Orders
Access Sales Orders Permission Permission Permission Permission Permission Access the Sales Orders area.
Access Inactive Permission Permission Permission Permission Permission Access inactive sales orders (by
selecting Show Inactive from the
side menu).
SO - View Other Permission Override Permission View sales orders for other
Subsidiaries subsidiaries.
Edit SO Permission Permission Permission Edit sales orders
Insert and Edit SO Permission Permission Permission Add items to a sales order
Items and/or edit items already on the
sales order.
Item Returns Permission Permission Allow group members to

perform returns of SO items.
Change Associate Permission Permission Allow group members to select a

different Associate when
creating/editing a sales order.

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Create SO Type – Permission Permission Permission Create a Customer Order SO.

Customer Order
Create SO Type – Permission Permission Permission Create a Special Order SO.

Special Order
Deactivate SO Permission Permission Permission Deactivate SOs.
Delete SO Permission Permission Permission Delete SOs.
Delete SO Item Permission Permission Permission Delete SO items.
Generate PO From Permission Permission Permission Generate a PO from an SO.

SO
Create SO Type – Permission Permission Permission Create a Layaway SO.

Layaway
Create SO Type – Permission Permission Permission Create a Store Registry SO.

Store Registry
Create SO Type – Permission Permission Permission Create a Company Registry SO.

Company Registry

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Deactivate SO Permission Permission Permission Deactivate sales orders.
Access Choose Items Permission Permission Permission List items by choosing items
from inventory.
Create SO Type - Permission Permission Allow group members to create

Special Order Special Order type sales orders.
SO - Edit Item Notes Permission Permission Permission Edit item note fields on sales
orders.
First Deposit Can Be Permission Override Permission Take a deposit that is less than
Less than Minimum the minimum defined for that
order type in preferences.
Make Deposit Permission Permission Permission Create a sales order deposit.
Edit Priority Permission Permission Permission Edit the Priority field on a sales
order.
Sort By Column in Permission Permission Allow group members to change

List View the column used to sort the list
of sales orders.
SO Deposits > View Permission Permission Permission Use the View Document button
Document/Access in SO Deposits to view a deposit
receipt.

85
SO Deposits > Go To Permission Permission Permission Use the Go to Document button

Document/Access in SO Deposits to access a
deposit receipt.
Record Sale/Return Permission Use the Record Sale/Return

button to sell or return the items
on a sales order.
Change Default Sub Permission Change the default sub location.

Location
Use Secure Sub Permission Use sub locations marked as

Location "Secure."
SO - Freeform Permission
Reason Code Entries
SO - Edit Transaction Permission Type freeform reason code

Discount entries on sales orders (reason
codes not defined in
preferences).

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Merchandise
Merchandise > Inventory
Access Local View Permission Permission Permission Permission Permission Access Inventory Local View.
Create/Copy Permission Permission Permission Create and copy items and

styles.
Edit Permission Override Permission Permission Edit items and styles.
Inactivate/Delete Permission Permission Permission Inactivate/delete items and

styles.
Edit Prices Permission Permission Permission Permission Edit prices.
Edit Costs Permission Override Permission Permission Edit costs.
See Cost Fields Permission Permission Permission Permission See cost fields.
See Alternate Price Permission Permission Permission Permission See alternate price levels for
Levels items.
View Item Details Permission Permission Permission Permission View item detail information.
See Other Stores Permission Permission Permission Permission Permission See other stores' inventories.
See Other Permission Permission Permission Permission Permission See other subsidiaries'
Subsidiaries inventories.
Clean House to Permission Permission Access and use Clean House

Inactivate Inventory
Items

87
See Secured Price Permission Override Permission View and work with Price Levels
Levels marked "Secure."
Assign Inventory Permission Permission Edit the Inventory Type field.

Type
Inventory - Find and Permission Permission Permission Replace information in Inventory

Replace records using the Find and
Replace feature.
Edit Item Permission Permission Permission Edit the Description 1 and/or

Descriptions 1 and 2 Description 2 fields.
Free-form UDF/Aux Permission Permission Permission Make free-form entries (not

Entries in Inventory previously defined in System
Preferences) in inventory
UDF/Aux fields.
Edit Order Cost Permission Permission Permission Edit the Order Cost field for
items.
Assign Item to Other Permission Permission Permission Assign inventory items to other
Subsidiary subsidiaries.
Edit OH Quantity Permission Permission Permission Edit the on-hand quantity of

items.
History > Sales Permission Permission Permission Use the View Document button
History - View while in Sales History to access a
Document/Access receipt.
History > Adjustment Permission Permission Permission Use the View Document button
History - View while in Adjustment History to
Document/Access access an adjustment document.

88
History > Receiving Permission Permission Permission Use the View Document button
History - View while in Receiving History to
Document/Access access a Voucher.
History > Transfer Permission Permission Permission Use the View Document button
History - View while in Transfer History to
Document/Access access a transfer document.
History > PO History - Permission Permission Permission Use the View Document button
View while in PO History to access a
Document/Access PO.
Accept Proposed Permission Permission Permission Accept proposed items.

Item
Reject Proposed Item Permission Permission Permission Reject proposed items.
Allow Editing of Item Permission Permission Edit an item's quantity while

Quantity in using Choose/Edit Items.
Choose/Edit
Assign Serial Type Permission Permission Assign the serial type to items.
Access SRO Permission Permission Display sold, received, on order

information by clicking the Run
SRO button. To update the
totals, group members must also
be assigned the Run SRO
permission.
Run SRO Permission Permission Run SRO Analysis.

89
Merchandise > Departments

Access Permission Permission Permission Permission Access the Departments area.
Create/Copy/Activate Permission Permission Permission Create new departments, copy

existing departments, and
activate inactive departments..
Edit Permission Permission Permission Edit department records.
Inactivate/Delete Permission Permission Permission Inactivate/delete departments.
Merchandise > Vendors

Access Permission Access Permission Access the Vendors area.
Create/Copy/Activate Permission Permission Create new vendor records, copy

existing vendor records, and activate
inactive records.
Edit Permission Permission Edit vendor records.
Inactivate/Delete Permission Permission Inactivate or delete vendor records.
Add New Country from Permission Permission

Vendor Screen
Edit Vendor Code Permission Permission Add new countries (by typing a
country name) in the Country field of
the Vendor record.

90
Merchandise > Clean House

Clean House Permission Permission Permission Access Clean House.

to Inactivate
Inventory
Items
Merchandise > Packages and Kits

Assign Permission Make a selection (Package and Kit) in

Inventory Type the Inventory Type field.
Access Permission Permission Permission Access the Packages and Kits area (by
Packages and select Package and Kit from the side
Kits menu).
Add Kit Permission Permission Override Add component items to kits.

Component
Add Package Permission Permission Override Add component items to packages.

Component
Delete Permission Permission Override Delete packages.

Package
Delete Kit Permission Permission Override Delete kit items.
Choose Items Permission Permission Permission Access the Choose/Edit items feature
to List Package while creating packages and kits.
and Kit
Components

91
Assemble Kit Permission Assemble kit items.
Break Kit Permission Break kits.
Merchandise > Price Manager

Restore Permission Permission Permission Set the restore former prices option when changing
Former Price prices.
Delete Permission Permission Permission Delete markdown files.

Markdown
Edit MkDn Permission Permission Permission Edit markdown fields.

Fields
Update Now Permission Permission Permission Update immediate markdowns.
Update Permission Permission Permission Update planned markdowns

Planned
Update Cost Permission Permission Permission Select to allow group members to adjust costs.
Create Restore Permission Permission Permission Create planned markdowns in which prices are
Markdown restored at a later date.
Merchandise > Physical Inventory


92
Access Permission Permission Override Use the features of the Physical Inventory area.
Physical
Inventory
Zones
Create New Permission Override

Physical
Inventory
Zone
Delete Permission Permission Override Delete a physical inventory zone.

Physical
Inventory
Zone
Print Physical Permission Permission Override Print a physical inventory zone.

Inventory
Zone
Clear Physical Permission Permission Permission Clear physical inventory counts.

Inventory
Counts
Merge Permission Override Merge two or more zone physical inventory

Physical sheets.
Inventory
Zones
Add Counts to Permission Permission Permission Add counts to a physical inventory.

Physical
Inventory

93
Access Permission Permission Permission Access a physical inventory sheet.

Physical
Inventory
Sheet
Create New Permission Permission Ceate a new physical inventory sheet.

Physical
Inventory
Sheet
Prepare Permission Permission Permission Prepare a physical inventory for a remote.

Physical
Inventory for
Remote
Import Permission Permission Permission Import a physical inventory from a remote

Physical station.
Inventory from
Remote
Delete Permission Permission Permission Allows group members to delete a physical

Physical inventory sheet.
Inventory
Sheet
Print Physical Permission Permission Permission Pprint a physical inventory sheet.

Inventory
Sheet
Update Permission Permission Permission Update physical inventories.

Physical
Inventory

94
Unmerge Permission Override Unmerge a merged zone physical inventory.

Physical
Inventory
Zone
Change Date Permission Permission Permission Change the date on updated physical
on Update inventories.
Physical
Inventory
Access Permission Permission Permission Access the Physical Inventory > Archived > Stores
Archived area.
Physical
Inventory
Stores
Access Permission Permission Override Access the Physical Inventory > Archived > Zones
Archived area.
Physical
Inventory
Zones
Print Archived Permission Permission Permission Print archived physical inventory information.
Physical
Inventory
Allow Permission Permission Permission Unarchive a physical inventory.

Unarchive
Physical
Inventory
Update Permission Permission Permission Update the Start Qty field for the items in a
Physical physical inventory.
Inventory Start
Qty

95
Allow Update Permission Permission Select the "Update All Counts for PI" option when
All Counts for updating a PI.
PI
Purchasing
Purchasing > Purchase Orders
Access Permission Permission Permission Permission Permission Access the Purchase Orders
area.
Access Inactive Permission Permission Permission Permission Access inactive Purchase Orders
(by selecting Show Inactive
from the side menu).
Choose/Edit Items Permission Permission Permission Permission List items on Purchase Orders
by choosing items from
inventory (by selecting
Choose/Edit Items)
Create/Copy Permission Permission Permission Permission Create and copy Purchase

Orders.
Edit Permission Permission Permission Permission Edit Purchase Orders.
Edit Items Permission Permission Permission Permission Edit items on Purchase Orders.
Inactivate/Delete Permission Permission Permission Permission Inactivate/delete Purchase

Orders.
See Cost Fields Permission Permission Permission Permission See cost fields on POs.

96
View Other Permission Permission Permission View Purchase Orders for other
Print Permission Permission Print Purchase Orders.
Purchase Orders - Permission Permission Permission Replace information on

Find and Replace Purchase Orders using the Find
and Replace feature.
Accept Proposed Permission Permission Permission Accept proposed PO items.
Item
Reject Proposed Permission Permission Permission Reject proposed PO items.

Item
Edit Item Notes Permission Permission Permission Edit item note fields on
purchase orders.
Purchase Orders - Permission Permission Permission View the child POs for other
View Child PO Other subsidiaries.
Subsidiaries
Pending PO Level 1- Permission Permission Permission Approve (or reject) vouchers for
4 the selected level.
Edit Item Notes Permission Permission Permission Edit item note fields on
purchase orders.
View Other Permission Permission Permission View the child POs for other
Subsidiaries Child subsidiaries.
POs
Pending PO Level 1 - Permission Permission Permission Approve pending purchase

4 orders assigned the selected
security level (1 - 4)

97
Pending Voucher Permission Permission Permission Approve pending vouchers

Level 1 - 4 assigned the selected security
level (1 - 4)
Sort By Column in Permission Permission Permission Change the column used to sort
List View the list of purchase orders.
Generate ASN from Permission Permission Click the Generate ASN button
Purchase Order to create an ASN that references
the Purchase order.
Reject Pending PO Permission Permission Permission Reject pending purchase

orders.
Purchase Orders - Permission Permission Permission Enter reason codes on purchase

Freeform Reason orders that haven't been pre-
Code Entries defined.
Purchasing > ASNs

ASN - Access Permission Permission Permission Permission Access the ASNs area.
ASN - Create/Copy Permission Permission Permission Create and copy ASNs.
ASN - Choose/Edit Permission Permission Permission List items on ASNs by choosing items
Items from inventory (by selecting
Choose/Edit Items)
ASN - Edit Permission Permission Permission Edit ASNs.
ASN - Edit Items Permission Permission Permission Edit items on ASNs.

98
ASN - Permission Permission Permission Inactivate/delete ASNs.

Inactivate/Delete
ASN - Make Return Permission Permission Permission Make return vouchers from ASNs.
Voucher
ASN - See Cost Fields Permission Permission Permission Permission See cost fields when working with
ASNs.
ASN - Edit Voucher Permission Permission Permission Edit costs on ASNs.

Cost
ASN - Edit Price Permission Permission Permission Edit prices on ASNs.
ASN - Change Permission Permission Permission Change the Associate field on ASNs.
Associate
ASN - Change Store Permission Permission Change the Store Code on ASNs.
Number
ASN - Change Permission Permission Permission Edit the Station field on ASNs.
Station
ASN - Negative Permission Permission List items with negative quantities on

Quantities ASNs.
ASN - Edit Corp Flag Permission Permission Permission Clear/select the Corp field on ASNs. If
the Corp field is selected, the ASN is
available at all subsidiaries.
ASN - Edit Verified Permission Permission Clear/select the Verified field on ASNs.
Flag
ASN - Find and Permission Permission Replace ASN information when using
Replace the Find and Replace feature.

99
ASN - View Other Permission Permission View ASNs for other subsidiaries.
Subsidiaries
ASN - Print Permission Permission Print ASNs.
ASN - Sort by Permission Permission Permission Change the column by which the list of
Column in List View ASNs is sorted.
ASN - Freeform Permission Enter a transfer reason on a ASN that is

Transfer Reason not one of the reasons defined in
Code on ASN System Preferences.
ASN - Generate Permission Permission Click the Generate Voucher button to

Voucher from ASN create a voucher that references the
ASN.
ASN - Change Permission Change the default sub location

Default Sub assigned by the system on an ASN.
Location
ASN- Use Secure Sub Permission Use sub locations that are marked as
Location "Secure."
ASN - Freeform Permission Enter a transfer reason on a ASN that is

Reason Code Entries not one of the reasons defined in
System Preferences.
Purchasing > Vouchers

Vouchers - Permission Permission Permission Permission Permission Access the Vouchers area.
Access

100
Vouchers - Permission Permisson Permission Permission Access inactive vouchers (by

Access Inactive selecting Show Inactive from the side
menu).
Vouchers - Permission Permission Permission Access the Choose/Edit Items button

Access (for listing items by choosing from
Choose/Edit Inventory).
Items
Vouchers - Permission Permission Permission Create and copy receiving vouchers.

Create/Copy
Receiving
Vouchers -Edit Permission Permission Permission Edit Vouchers.
Vouchers -Edit Permission Permission Edit items on Vouchers.

Items
Vouchers -See Permission Permission Permission See Cost fields on Vouchers.

Cost Fields
Vouchers -Edit Permission Permission Permission Edit Cost on Vouchers.

Cost
Vouchers -Edit Permission Permission Permission Edit Price on Vouchers.

Price
Vouchers - Permission Permission Permission Change the Associate on Vouchers.

Change
Associate
Vouchers - Permission Permission Permission Change the Store Code on Vouchers.

Change Store
Number

101
Vouchers - Permission Permission Change the Station on Vouchers.

Change
Station
Vouchers - Permission Permission List a negative quantity for items on

Negative Vouchers.
Quantities
Vouchers -Edit Permission Permission Edit the Corporate (Corp) field on

Corp Flag Vouchers.
Vouchers - Permission Permission Permission Select Return as the Voucher Type

Make Return when making vouchers.
Voucher
Vouchers - Permission Permission Reverse vouchers created on any date.

Reverse All
Vouchers - Permission Permission Permission Change the costing method (Average,

Access Costing Overwrite, or Leave) on Vouchers.
Option
Vouchers - Permission Permission Permission Spread costs on vouchers.

Access Spread
Cost Option
Vouchers - Permission Permission Permission Discard vouchers after they have

Discard started creating one (by selecting
Cancel from the top menu).
Vouchers - Permission Permission Permission Update Vouchers without printing

Update Only (by selecting Update Only from the
side menu).

102
Vouchers - Permission Save cancelled vouchers (as opposed

Save as to simply discarding them).
Cancelled
Vouchers - Permission Permission Permission Permission View Vouchers created at other

View Other subsidiaries.
Subsidiaries
Vouchers - Permission Permission Permission Replace Voucher information when

Find and using the Find and Replace feature.
Replace
Vouchers - Edit Permission Permission Permission Edit the Item Note fields on vouchers.
Item Notes
Vouchers - Permission Permission Permission Reverse vouchers created on current

Reverse on date.
Current Date
Purchase Permission Permission Permission Approve (or reject) vouchers for the
Orders - selected level.
Pending
Voucher Level
1-4
Executive Permission Permission Permission Enables group members to approve

Approval for both vouchers and purchase orders
Pending PO that exceed the assigned monetary
and Voucher levels.
Print Voucher Permission Permission Permission Permission Print vouchers.
Print a Held Permission Permission Permission Permission Print held vouchers.

Voucher

103
Sort By Permission Permission Permission Permission Change the column used to sort
Column in List vouchers in List View.
View
Edit Vendor Permission Permission Permission Edit vendor invoice information on

Invoice on audited vouchers
Audited
Voucher
Freeform Permission Permission Enter a transfer reason on a voucher

Transfer that is not one of the reasons defined
Reason on in System Preferences.
Voucher
Edit Permission Permission Edit the accounting-related fields on

Accounting vouchers.
Marks
Generate Permission Permission Click the Generate TO button to

Transfer create transfer orders that reference
Orders from the voucher.
Voucher
Reject Pending Permission Permission Reject pending vouchers.

Voucher
Change Permission Change the default sub location on

Default Sub vouchers.
Location
Use Secure Permission Use sub locations that are marked as

Sub Location "Secure."

104
Vouchers - Permission Enter a transfer reason on a voucher

Freeform that is not one of the reasons defined
Reason Code in System Preferences.
Entries
Vouchers - Permission Hold/unhold vouchers.

Hold/Unhold
Vouchers
Purchasing > Purchase Orders > Vendor Invoices

Purchase Permission Permission Permission Permission Access the Vendor Invoice area.
Orders >
Vendor
Invoice -
Access
Purchase Permission Permission Permission Permission Delete vendor invoice.

Orders >
Vendor
Invoice -
Delete
Purchase Permission Override Permission Create new vendor invoices.

Orders >
Vendor
Invoice -
Create

105
Purchase Permission Override Permission Approve vendor invoices.

Orders >
Vendor
Invoice -
Approve
Purchase Permission Override Permission Edit vendor invoices.

Orders >
Vendor
Invoice -
Edit
Transfers
Access Permission Permission Permission Permission Access the Transfers area.
Access Inactive Permission Permission Permission Permission Access inactive transfer orders and slips
(by selecting Show Inactive from the
side menu).
Transfer Orders - Permission Override Permission Permission Create and copy Transfer Orders.
Create/Copy
Transfer Orders -Edit Permission Override Permission Permission Edit Transfer Orders.
Transfer Orders -Edit Permission Override Permission Permission Edit Transfer Order items.
Items
Transfer Orders - Permission Permission Permission Inactivate/delete Transfer Orders.

Inactivate/Delete

106
Transfer Orders -See Permission Permission Permission See cost information for items on
Cost Fields transfer orders.
Transfer Orders - Permission Permission Permission Permission View Transfer Orders created at other
View Other subsidiaries.
Subsidiaries
Transfer Orders - Permission Permission Permission

Choose/Edit Items
Transfer Orders - Permission Permission Permission Replace information on Transfer Orders

Find and Replace using the Find and Replace feature.
Edit Item Notes Permission Permission Edit item note fields on transfer orders.
Sort By Column in Permission Permission Permission Permission Change the column used to sort the list
List View of transfer orders.
Freeform Transfer Permission Type freeform reason codes on transfer

Reason Code on orders.
Transfer Orders
Generate Slip from Permission Generate a transfer slip from a transfer

Transfer Order order.
Transfer Orders - Permission Type freeform reason codes on transfer

Freeform Reason orders.
Code Entries
Adjustments

107
Access Permission Permission Permission Permission Access Adjustment Memos.

Adjustment
Memos
Access Inactive Permission Permission Permission Access inactive Adjustment Memos.
Adjustments - Permission Permission Permission Create and/or copy adjustment memos.

Create/Copy
Adjustments - Permission Permission Permission Edit adjustment memos.

Edit
Adjustments - Permission Override Permission Reverse all adjustment memos, including

Reverse All those created on the current date.
Adjustments - Permission Permission Permission Permission Select another Subsidiary to view that
View Other subsidiary's adjustment memos.
Subsidiaries
Adjustments - Permission Permission Permission Edit item note fields on memos.

Edit Item
Notes
Adjustments - Permission Permission Permission Reverse memos created on the current date.
Reverse
Memos on
Current Date
Adjustments - Permission Permission Permission Change the column used to sort the list of
Sort By adjustments.
Column in List
View
Freeform Permission Type adjustment reasons that aren't defined

Adjustment in System Preferences > Local Preferences >
Reasons Transfers > Comments/Reason

108
Print Updated Permission Print memos that have already been

Memo updated.
Print a Held Permission Print held memos.

Memo
Create Permission Create quantity adjustment memos.

Quantity
Adjustments
Create Cost Permission Create cost adjustment memos.

Adjustments
Create Price Permission Create price adjustment memos.

Adjustments
Update Only Permission Access the Update Only button for updating
a memo without printing.
Change Permission Change the default sub location assigned on

Default Sub the memo.
Location
Use Secure Permission Use sub locations on adjustment memos that

Sub Location are marked "Secure."
Adjustments Permission Type adjustment reasons that aren't defined

Freeform in System Preferences > Local Preferences >
Reason Code Transfers > Comments/Reason
Entries

109
Slips
Access Permission Permission Permission Permission Access the Slips area.
Slips - Access Permission Permission Permission Access Choose/Edit Items (used to list items
Choose/Edit by choosing from Inventory).
Items
Update Only Permission Permission Permission Update Slips without printing them (by
selecting Update Only from the side menu).
Slips - Reverse Permission Override Permission Reverse Slips, including slips made on the
All current date.
Create/Copy Permission Permission Permission Copy Slips.
Change Store Permission Permission Permission Change the Store Code on Slips.
Number
Change Permission Permission Change the associate on Slips.

Associate
Slips - Find Permission Permission Permission Replace information on Slips using the Find
and Replace and Replace feature.
View Other Permission Permission Permission View Slips created at other subsidiaries.
Subsidiaries
Slips - Reverse Permission Permission Permission Reverse slips created on the current date.
on Current
Date
Edit Item Permission Permission Permission Edit item note fields on slips.
Notes

110
Freeform Permission Type freeform reasons on slips.

Transfer
Reason Code
on Slips
Slips - Edit Permission Permission Permission Edit slips.
Slips - Edit Permission Permission Edit accounting marks on slips.

Accounting
Marks
Print Updated Permission Permission Print slips that have already been updated.
Slip
Print a Held Permission Permission Print held slips.

Slip
Change Permission Change the default sub location assigned on

Default Sub slips.
Location

Sub Location "Secure."
Slips - Permission Enter freeform reason codes on slips.

Freeform
Reason Code
Entries
Hold/Unhold Permission Hold/unhold slips.

Slip
Slips > Transfer Verification

Permission Admin Buyers Backoffice POS Admin Description

111
Permission Admin Buyers Backoffice POS Admin Description
Transfer Permission Access the Transfer Verification area.

Verification -
Access
Transfer Permission Edit Slips while working in the Transfer Verification

Verification - area.
Edit Slip
Transfer Permission Update Slips when working in the Transfer

Verification - Verification area.
Update Slip
Transfer Permission Resolve Slips in the Transfer Verification area.

Verification -
Resolve Slip
Transfer Permission View and perform transfer verification for other

Verification - subsidiaries besides the user's assigned subsidiary.
View other
Subsidiaries
Transfer Permission Change the column used to sort the list of slips.
Verification -
Sort by Column
in List View
Transfer Permission Update intercompany transfer documents in

Verification - transfer verification, even if those documents have
Allow Update a cost discrepancy.
Intercompany
Transfer with
Cost
Discrepancy

112
Receipts
Access Permission Permission Permission Permission Permission Access the Receipts area.
Receipts
Access Permission Permission Permission Access inactive Receipts.

Inactive
Receipts - Permission Permission Permission Select a different subsidiary and view

View Other that subsidiary's receipts.
Subsidiaries
Edit Receipt Permission Permission Permission Edit receipt items.

Items
Edit Receipt Permission Permission Edit receipt details.

Details
Edit Permission Permission Edit accounting marks on the receipt

Accounting (Accounts Receivable and General
Marks Ledger).
Change Store Permission Permission Change the Store field on a receipt.

Number
Change Permission Permission Change the Subsidiary field on a

Subsidiary receipt.
Copy Receipt Permission Permission Permission Allow group members to copy a

receipt.
Receipt- Permission Permission Permission Reverse all receipts, including those

Reverse created on the current date.

113
Create Receipt Permission Override Permission Create a cash drop receipt.

Type – Cash
Drop
Create Receipt Permission Permission Permission Create a return receipt.

Type – Return
Create Receipt Permission Permission Permission Create a sales receipt.

Type – Sale
Create Receipt Permission Override Create a lost sale receipt.

Type – Lost
Issue Store Permission Override Permission Issue store credit.

Credit
Redeem Store Permission Permission Permission Redeem store credit.

Credit
Discount Permission Override Permission Discount an item's price on a receipt

Receipt Price below its Cost in inventory.
below Receipt
Cost
Choose Items Permission Permission Permission Access Choose/Edit Items (used to list
to List Items items by choosing from Inventory).
on Receipts
Hold/Unhold Permission Permission Hold/un-hold a receipt.

Receipt
Exceed Credit Permission Override Permission Override a customer's credit limit on a

Limit transaction.
Update Only Permission Update a receipt without printing it

by using the Update Only button.

114
Change Permission Permission Permission Change the associate on a receipt.

Associate
Change Permission Permission Permission Change the cashier on a receipt.

Cashier
Items – Permission Permission Permission Change the tax code assigned to an

Change Tax item on a receipt.
Code
Items – Permission Permission Permission Change the price assigned to an item

Change Price on a receipt.
Items – Edit Permission Permission Permission Change the extended info for an item
Extended Info on a receipt.
Items – Edit Permission Permission Permission Change the descriptive info for an
Descriptive item on a receipt.
Info
Items – Delete Permission Permission Permission Delete a line item on a receipt.

Line Item
Items – Permission Permission Permission Enter a negative quantity on a receipt

Returns (line item return)
Items – Permission Permission Permission Change the price level assigned to an

Change Price item on a receipt.
Level
Edit/Add Items Permission Permission Allow group members to use

Edit/Add Items on a receipt.
Direct Editing Permission Override Permission Edit the Total field on a receipt.
of Total

115
Change Store Permission Override Permission Change the store number listed on a
Number receipt.
Change Permission Permission Change the Receipt Tax percentage.

Receipt Tax
Percent
Change Permission Permission Permission Change the Receipt Tax Area assigned
Receipt Tax on a receipt.
Area
Give Global Permission Permission Permission Apply a global discount on a receipt.

Discount
Open Cash Permission Permission Permission Open the cash drawer manually
Drawer (no before completing a sale.
sale)
Change Permission Permission Permission Change the price level assigned to all
Receipt Price items on a receipt.
Level
Discard Permission Permission Permission Discard a receipt.

Receipt in
Progress
Change Permission Override Permission Override the tender used on a return

Tender on receipt.
Return Receipt
Print a Held Permission Override Print a receipt while it is on hold.

Receipt

116
Change Day of Override

Dates on
Former
Receipts
Receipts - Permission Override Permission Reverse only receipts created on the

Reverse on current date.
Current Date
Edit Check Permission Override Permission Edit the user's own Check In/Out Date
In/Out Date and Time.
and Time
Edit All Users Permission Permission Edit Check In/Out Date and Time for
Check In/Out all users.
Date and Time
Delete Check Permission Permission Delete check in/out status.

In/Out Status
Item Voids Permission Override Permission Perform item voids.
Access Permission Override Access Change Till area.

Change Till
Edit Item Permission Permission Permission Edit item note fields on receipts.
Notes
Return Permission Override Permission Perform item returns when the

without original receipt is not present.
Original
Receipt
Receipts - Sort Permission Permission Permission Change the Sort by column in List
By Column in View.
List View

117
Receipts - Permission Permission Permission Access the Tax Rebate button in

Calculate Tax Receipts.
Rebate
Change Date Permission Override Permission Allow group members to change the
on New date on new receipts.
Receipts
Items - Allow Permission Select "None" as a discount type

None as a when applying a discount to a receipt
Discount Type item.
View Amount Permission View the amount currently in the

in Register Register. This permission comes into
play when X/Z-Out reports are run in
Structured mode and the employee
clicks the Disbursement button.
Edit Tracking Permission Edit the Tracking No field on former

No on Former receipts.
Receipts
Print Updated Permission Print receipts that have already been

Receipts updated.
Change Permission Change the Default Sub Location

Default Sub assigned to an item on a receipt.
Location

Sub Location Secure.
Freeform Permission Select "None" as a discount type

Reason Code when applying a discount to a receipt
Entries item.

118
Allow Tender
without Item
or Fee
Licensing
Enter Permission Permission Permission Enter the Licensing area.

Licensing
Enter Permission Permission Permission Enter the activation area within Licensing.
Activation
Print Licensing Permission Permission Permission Print Licensing information.
Enter Keys Permission Permission Permission Enter trial or activation licensing keys
Audit
Stock Ledger Permission Permission Permission View the Stock Ledger.
Checklist Permission Permission Permission View/edit the checklist of tasks.
Reprocess Permission Rreprocess inventory.

Inventory
Close Period Permission Permission Permission Close periods.

119
View Other Permission Permission Permission Select a different Subsidiary and view that
Subsidiaries subsidiary's audit information.
Reopen Period Permission Permission Permission Reopen periods.

120
Employee
Commissions Access Permission Permission Access the Commissions area.
Time Shifts - Access Permission Permission Access the Time Shifts area.
Change Password Permission Override Permission Change user passwords.
Commissions - View Permission Override View commissions for other

Other Subsidiaries subsidiaries.
Time Shifts - View Other Permission Override View time shifts for other
Sales Targets - View Permission Override View sales targets for other
Other Subsidiaries subsidiaries.
Modify Dates when Permission Permission Modify the date when checking
Checking In/Out in/out.
Access Employee Permission Permission Access the Employee area.
Create/Edit Sales Targets Permission Permission Create and/or edit sales targets.
Inactivate Sales Targets Permission Permission Inactivate sales targets.
Delete Check In/Out Permission Permission Delete Check In/Out Status.

Status
Change Till Permission Change user's assigned till.
Switch Drawers Permission Permission Change user's assigned cash

drawer.

121
Allow Changing Permission Permission Change the employee when

Employee Name During using the check in/out feature.
Check In/Out
Allow Increase Permission Permission Exceed their defined Maximum

Employee's Discount % Discount % (defined in
Up to Customer Discount employee record) in order to
% apply a customer discount.
Employee - Create/Copy Permission Permission Create/copy employee records.
Employee - Edit Permission Permission Edit employee records.
Employee - Delete Permission Permission Delete employee records.
Freeform UDF/Aux Permission Type freeform entries in user-

Entries in Employees defined (UDF) and Auxiliary
fields in Employee records.
Reset Locked User Permission Reset user accounts that are

Accounts locked.
Enable/Disable Permission Permission Access the Enable/ Disable

Employees buttons for enabling/disabling
employees.
Auto Utilities
Auto PO Permission Permission Permission Permission Access Auto PO.

122
Auto PO > Permission Permission Permission Permission Modify Auto PO settings.

Modify
Settings
Auto PO > Permission Permission Permission Permission View cost information when using Auto PO.
View Cost
Auto PO > Permission Permission Permission Change the Associate when using Auto PO.
Change
Associate
Auto PO > Permission Permission Permission Change the suggested order quantity when using Auto
Change PO.
Suggested
Order Quantity
Auto Permission Permission Permission Permission Access the Auto Replenishment wizard.
Replenishment
Auto Permission Permission Permission Permission Modify Auto Replenishment settings.

Replenishment
> Modify
Settings
Auto Permission Permission Permission Permission View cost information when using Auto Replenishment.
Replenishment
> View Cost
Auto Permission Permission Permission Change the Associate when using the Auto
Replenishment Replenishment feature.
> Change
Associcate

123
Auto Permission Permission Permission Change the suggested order quantity when using Auto
Replenishment Replenishment.
> Change
Suggested
Order Qty
Auto TO Permission Permission Permission Acess Auto TO.
Auto TO > Permission Permission Permission Modify Auto TO settings.

Modify
Settings
Auto TO > Permission Permission Permission Permission View cost information when using Auto TO.
View Cost
Auto TO > Permission Permission Change the Associate when using Auto TO.
Change
Associate
Auto TO > Permission Permission Change the suggested order quantity when using Auto
Change TO.
Suggested
Order Qty
Auto Min/Max Permission Permission Permission Modify Auto Min/Max settings.

> Modify
Settings
Auto Min/Max Permission Permission Permission Permission Modify formulas when using Auto Min/Max.
> Modify
Formula
Auto Min/Max Permission Permission Permission Modify filters when using Auto Min/Max.
> Modify
Filters

124
Auto Min/Max Permission Permission Permission Permission Update Min/Max values when using Auto Min/Max.
> Update
Auto Min/Max Permission Permission Permission Permission View cost information when using Auto Min/Max.
> View Cost
Auto Utilities - Permission Permission Permission Permission Select a different Subsidiary and view that subsidiary's
View Other auto utilities information.
Subsidiaries
Auto PO - Permission Permission Permission Change the Associate field on the purchase orders
Change generated by Auto PO.
Associate
Best Permission Permission Change the Associate field on the documents generated
Replenishment by Best Replenishment.
- Change
Associate
Auto PO - Permission Permission Change the suggested order quantity on purchase

Change orders generated by Auto PO.
Suggested
Order Quantity
Auto TO - Permission Permission Change the suggested order quantity on transfer orders
Change generated by Auto TO.
Suggested
Order Quantity
Best Permission Permission Cchange the suggested order quantity on documents

Replenishment generated by Best Replenishment.
- Change
Suggested
Order Quantity

125
Run Auto Permission Permission Permission Access and run Auto Min/Max.
Min/Max
X/Z-Out
X/Z-Out > X-Out
Permissions Admin Buyers Backoffice POS Managers Description
X-Out - Access Permission Permission Permission Permission Access X-Out reports.

X-Out
X-Out -Edit Permission Permission Permission Permission Edit X-Out report filters.
Filter
X-Out -Export Permission Permission Export X-Out reports.
X-Out -Print Permission Permission Permission Permission Print X-Out reports
X-Out -Run Permission Permission Permission Run programming scripts to customize

Scripts X-Out reports.
X-Out - Access Permission Permission Permission Access sales charts.

Sales Charts
X-Out - Permission Permission View sales charts of other employees

View Sales
Charts of Other
Employees
X-Out - See Cost Permission Permission View sales charts for other users.
Fields

126
X/ZOut > Z-Out

Z-Out - Access Permission Permission Access the Register Open/Close feature.

Register
Open/Close
Z-Out - Edit Permission Override Permission Edit the drawer/ till open date when running
Open Date a Z-Out report.
Z-Out - Edit Permission Override Permission Edit the drawer/ till openclose date when
Close Date running a Z-Out report.
Z-Out - Open Permission Permission Permission Open a drawer.

Drawer
Close Drawer Permission Permission Permission Close a drawer.
Z-Out - Export Permission Permission Export Z-Out reports.
Z-Out - Print Permission Permission Print Z-Out reports.
Z-Out - Run Permission Permission Use scripts when running Z-Out reports.
Scripts
X/Z-Out > Former Z-Out

Access Former Permission Override Permission Access former (already run) Z-Out reports.
Z-Out
Consolidate Permission Consolidate former Z-Out reports.

Former Z-Out
Export Permission Export former Z-Out reports.

127
Print Permission Permission Permission Print former Z-Out reports.
Force Z-Out Permission Override Permission Force a drawer to be closed.

Close

128
X/Z-Out > X/Z-Out

X/Z-Out > Select a different Subsidiary and view that

View Other subsidiary's X/Z-Out information.
Subsidiaries
X/Z-Out > Select a different Store and view that store's

View Other X/Z-Out information
Stores
X/Z-Out > Edit Permission Edit filters on X/Z-Out reports.

Filter
POS
Description Admin Buyers Backoffice POS Managers Description
Access Check Permission Permission Permission Permission Permission Use the Check In/Check Out
In/Out feature.
View Check Permission Permission Permission Permission Permission View the status of a Check
In/Out Status In/Check Out.
See Cost Fields Permission Permission Add Cost fields to document

layouts.
Inactive Permission Permission List inactive customers on

Customers on documents.
POS Docs
Break Kits on Permission Permission Permission Break a kit listed on a

Docs document.

129
Accept a Check Permission Override Permission Accept a check from a

customer by overriding the
transaction.
See Credit Card Permission Override Permission See full credit card numbers;
Numbers otherwise, all but the last four
numbers are masked by
asterisks (*).
Activate Gift Permission Permission Activate a gift card.

Card
Deactivate Gift Permission Override Permission Deactivate a gift card when a

Card receipt is cancelled or
returned.
Increase Gift Permission Permission Permission Increase the value of a gift

Card Funds card.
Detax Docs Permission Override Permission Select the Detax button

when tendering a receipt.
Sell Serial # Permission Override Permission Enter a serial number on a

Item when receipt when the serial
Serial # Not in number is not recorded in
Inventory inventory.
Sell Lot # Item Permission Override Permission Enter a lot number on a

when Lot# Not receipt when the lot number
in Inventory is not recorded in inventory.
Force EFT Permission Override Permission Force authorization of EFT

Resiliency transactions when the system
Transactions is offline.

130
Allow Entry of Permission Override Permission Enter authorization number

Authorization in the Tender dialog.
Number in
Tenders
Allow Sell Permission Override Permission Sell items that are past the
Discontinued Discontinued Date.
Items
Allow Permission Permission Enter a Total for a credit card

Overtender of transaction that exceeds the
Credit Cards amount of the items being
purchased.
Activate Gift Permission Permission Permission Activate gift certificate

Certificate numbers.
Check Central Permission Access the Check Central

Credit Balance Payment Bal button for
checking the balance of a
customer's Central Credit(s).
Allow Negative Permission Update transactions that

Central Credit result in a negative central
Balance credit balance.

Gift Card result in a negative gift card
Balance balance.

Gift Certificate result in a negative gift
Balance certificate balance.

131
Bypass Change Permission Bypass the restrictions on

As Restrictions change tenders that can be
defined for central payment
tenders
Check Central Permission Access the Central Gift Card

Gift Card/Gift Bal and Central Gift Cert Bal
Cert Balance buttons for checking the
balances of central gift cards
and certificates.
Groups
Access Permission Permission Access the employee groups area.
Create/Copy Permission Override Create employee groups by clicking New button

or by clicking Copy to copy an existing record.
Edit Permission Override Edit employee groups.
Delete Permission Override Delete employee groups
Modify Permission Override Modify (select/clear) group security permissions.

Permissions
Assign Permission Override Assign employees to groups.

Group
Member

132
Deassign Permission Override Remove employees from groups.

Group
Member

133
Sub Locations
Transfer Sub Permission Transfer quantities between sub locations.

Locations
Create Sub Permission Create new sub locations.

Locations
Edit Sub Permission Edit sub locations.

Location
Copy Sub Permission Copy sub locations.

Location
Inactivate Sub Permission Inactivate sub locations.

Location
Edit Managed Permission Edit the Managed flag for sub locations.
Flag
Access Sub Permission Access the Sub Location module

Location (Merchandise > Sub Location)
Module
Sync Sub Permission Access the Sync Sub Location button for
Location synchronizing changes made in
preferences
Edit Managed Permission Edit the properties of sub locations flagged

Sub Location as "Managed."

134
Loyalty
Access Permission Transfer quantities between sub locations.

Loyalty
Module
Create New Permission Create new sub locations.

Loyalty
Program
Edit Loyalty Permission Edit sub locations.

Program
Delete Permission Copy sub locations.

Loyalty
Program

135
Index
Allow Increase Employee Disc % up to about ............................................................... 60
Customer Disc %..........................................18 copying........................................................... 62
Assigning employees to stores....................15 defining .......................................................... 61
Audit Logon Events..........................................44 deleting .......................................................... 62
Check In/Check Out .........................................52 editing............................................................. 62
Commissions Sales targets
assigning levels to employees................62 about ............................................................... 63
Disabling employees .......................................21 creating in RP9 ............................................. 65
Employee Groups editing............................................................. 75
about................................................................30 setting employee sales targets .............. 73
assigning employees to ............................34 subsidiary sales targets............................. 67
copying ...........................................................35 Sales targets ....................................................... 63
creating ...........................................................31 Sales Targets
deleting...........................................................47 deleting .......................................................... 75
selecting group security permissions ..31 department sales targets ......................... 72
Employee Management district sales targets ................................... 70
about.................................................................. 3 region sales targets .................................... 69
accessing .......................................................... 7 reporting ........................................................ 76
security .............................................................. 5 Security
Employee sales targets ...................................73 exporting ....................................................... 76
Employees importing....................................................... 78
commissions user................................................................... 35
assigning ..................................... 62 user account auditing ............................... 44
copying ............................................................. 9 Security overrides ............................................ 48
creating ............................................................. 8 Store assignment ............................................. 15
editing .............................................................10 Strong passwords ............................................ 36
fields .................................................................23 Time Shifts
importing via ECM......................................... 4 assigning to employees............................ 59
inactivating/activating ..............................19 copying........................................................... 56
maximum discount % ................................17 creating........................................................... 54
Enabling employees ........................................21 deleting .......................................................... 56
Groups editing............................................................. 56
editing .............................................................35 overtime rates .............................................. 57
High security on documents ........................18 User security....................................................... 35
Log event.............................................................50 enforce passwords history....................... 38
Passwords............................................................10 enforce strong passwords ....................... 36
enforce password history .........................38 Lock user account after failed logon
password expires after...............................39 attempts.................................................... 41
prompt to change before expiration ...40 password expires after.............................. 39
strong...............................................................36 prompt to change password before
Permission audit................................................50 expiration ................................................. 40
Resetting employee accounts......................22 user account logout duration................. 43
Sales Commissions User-defined fields........................................... 27

136

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Retail Pro® 9

Retail Pro International LLC

About this Guide

Retail Pro International, LLC

Copyright © 2014 All rights reserved. Retail Pro International.

Document Revision History

© 2014 Retail Pro International, LLC All rights reserved.

© 2014 Retail Pro International, LLC All rights reserved.

Defining Overtime Rates ...............................................................................................................................53

© 2014 Retail Pro International, LLC All rights reserved.

© 2011 Retail Pro International, LLC All rights reserved.

© 2014 Retail Pro International, LLC All rights reserved.

Basic Steps for Employee Management

Employee Access to ECM Controlled via Security Administrator

Importing Employees via ECM

Employee Management Security Permissions

Commissions – Access Allow group members to access the Commissions area.

Change Password Allow group members to change user passwords.

© 2014 Retail Pro International, LLC All rights reserved.

Inactivate Sales Targets Allow group members to inactivate sales targets

Change Till Allow group members to change to a different till.

Increase Employee’s Allows group members to exceed their defined Maximum

Employee – Create/Copy Allows group members to create and copy employees.

Employee – Edit Allows group members to edit employees.

Employee – Allows group members to delete employees.

Enable/Disable Employees Allows group members to enable and disable employees.

© 2014 Retail Pro International, LLC All rights reserved.

Accessing Employee Management

Select Employees to add, view, or edit employee records.

Select Commissions to define, view or edit commissions.

© 2014 Retail Pro International, LLC All rights reserved.

Select Change Passwords to change the current logged-on user's password.

Select Sales Targets to set sales goals for employees.

Steps Instructions Screen Elements

2. Click the New button.

© 2014 Retail Pro International, LLC All rights reserved.

Steps Instructions Screen Elements

4. Enter information in the other

Assigning Employees to Groups

Disabling/Enabling New Employees

© 2014 Retail Pro International, LLC All rights reserved.

Copying “Sysadmin” Employees

Steps Instructions Screen Elements

2. Find and select the desired employee record.

3. Change the name and make any other necessary changes

© 2014 Retail Pro International, LLC All rights reserved.

Editing Employee Records

About Usernames and Passwords

Field DB Table Name Max Field Length

© 2014 Retail Pro International, LLC All rights reserved.

Restrictions on User Login Names and Passwords

Passwords and PCI Compliance

© 2014 Retail Pro International, LLC All rights reserved.

To enable strong passwords (v9):

Steps Instructions Screen Elements

2. Select the group

© 2014 Retail Pro International, LLC All rights reserved.

Steps Instructions Screen Elements

3. Enter your current password.

4. Click OK to close the confirmation

5. Select Options > Log On/Out and login

© 2014 Retail Pro International, LLC All rights reserved.

Password Modified Date Fields