Manage shop assistant categories in ViKING Store Management

In ViKING, you define shop assistants’ user rights by assigning each shop assistant to a shop assistant category. The category then defines the user rights that individual shop assistants who are assigned to the category will inherit.

Depending on your type of organization, you may, for example, want to set up shop assistant categories for shop assistants with the operator role (who have responsibility for a cash drawer and corresponding cash statements), salespersons (who don’t have cash drawer responsibilities), supervisors, store managers, system administrators, etc.

You can manage shop assistant categories for a single store as well as for multiple stores at the same time in ViKING Store Management. Here, we primarily describe ViKING Store Management for single-store management, but if you’ve set up synchronization between your chain’s enterprise service and your stores’ store services, you can use ViKING Store Management for chain-wide store management as well.

Add new shop assistant category and assign user rights

1. Open ViKING Store Management in a browser, connect to the IP address or hostname of the required ViKING store service, and log in.

2. Navigate to shop assistant categories:

3. Expand

the menu in the left part of the page 2. Expand Store maintenance 3. Select Shop assistant categories

3. In the top right corner of the Shop assistant categories page, click

. 4. In the Information section, specify the following:

• Shop assistant category ID: The ID number of the shop assistant category. The category ID number is a key field that you can’t edit later.

  If your organization uses a special numbering scheme for shop assistant categories, it’s important that you follow that scheme. Ask your Fiftytwo administrator if you’re in doubt.

• Shop assistant category description: A name that describes what the shop assistant category is used for.

Now make required selections for all features in all of the sections described in the following. For each feature you have the following options:

• Not permitted: Shop assistants in this category will not be able to use the feature

• Permitted when key 1 is set: Shop assistants in this category will be able to use this feature when a supervisor has enabled the key in question on the till where the feature is required.

• Permitted when key 2 is set

• Permitted when key 3 is set

• Permitted when key 4 is set

• Random key function: A random generator determines how many times shop assistants in this category can use the feature before it’ll require key authorization from a supervisor. When key authorization is required, the display will then ask for a particular key (1, 2, 3, or 4) to be enabled.

• Permitted: Shop assistants in this category will be able to use the feature. This is the default setting for a new category.

  Even though Permitted in principle allows shop assistants to use a feature, there may be restrictions on use of a feature with certain articles. For example, it may be forbidden to grant discounts on certain articles, such as over-the-counter medicines, and it may not be possible to return certain articles, such as custom-made articles.

Finance

• Add funds from services: Ability to manually add funds to a till to register earnings from a service, for example from a coin-operated rocking horse outside your store
• Withdraw funds for services: Ability to manually withdraw funds from a till to pay for a service, for example to pay for window cleaning.

Account

• Deposit to account: Ability to add funds to a customer’s account in the customer wants to increase their balance.

  Note that only specific payment methods may be allowed. For example cash payment may not be allowed in order to prevent possible money laundering.

• Withdraw from account: Ability to pay out funds from a customer’s account. This right should only be used if a mistake has been made when adding funds to a customer’s account (see the previous). If a customer wants to close their account, or take out sums of money from their account, that should be handled by your organization’s finance department.

Cash handling

• Add funds: Ability to add funds to till.
• Withdraw funds: Ability to withdraw funds from till.
• Cash in transfer: Ability to perform tasks related to connected cash management systems (CMSs).
• Statement: Ability to do cash statements.
• Exchange: Ability to use the exchange feature, typically if a customer needs to buy cash with their credit card.

Inquiry

• Price inquiry: Ability to answer price inquiries.
• Inquiry statement: Ability to inquire about a till’s current cash balance.

Sales

• Sale: Ability to sell articles.
• Staff sale: Ability to handle sales to staff (that may include a staff discount)

Discount

• Percentage discount: Ability to grant a manual discount as a percentage.
• Amount discount: Ability to grant a manual discount as an amount.
• Mark down: Ability to mark down an article on the spot, for example if the article’s price is obviously wrong compared with what’s been advertised on shelf labels, in campaign leaflets, etc. See also Price correction.

Prices

• Without VAT: Ability to sell articles (that would otherwise be subject to VAT) without VAT.
• Fixed price: Ability to sell articles at a fixed price. Typically used for weight-variable articles when you want a fixed price for the article even though individual units of the articles don’t weigh exactly the same.

Return

• Return: Ability to handle returns.
• Return lotto: Ability to handle returns that specifically concern lotto number purchases.

Transaction

• Cancel sale: Ability to cancel ongoing purchases.
• Cancel payment: Ability to cancel purchases during payment.
• Park/resume: Ability to park and resume ongoing purchases.

Receipt

• Price correction: Ability to correct an article’s price (up or down) on the spot, for example if the article’s price is obviously wrong compared with what’s been advertised on shelf labels, in campaign leaflets, etc. See also Mark down.
• Receipt correction: Ability to look up an original receipt and change prices on that receipt if, for example, one or more prices on that receipt were obviously wrong compared with what was advertised on shelf labels, in campaign leaflets, etc.
• Cancel latest line: Ability to cancel the most recently added line on an ongoing purchase order.
• Cancel multiple lines: Ability to cancel any one or more lines on an ongoing purchase order. On displays with touch screens, the shop assistant simply selects required lines. On older till types without touch screens, or even without keyboard arrow keys, the shop assistant is typically asked to scan or enter the article numbers of the articles whose purchase order lines they want to cancel.

Keys

• Key 1: Ability to use key 1
• Key 2: Ability to use key 2
• Key 3: Ability to use key 3
• Key 4: Ability to use key 4

6. Verify that you’ve made the right selections for each of the many features.
7. Click

at the top of the page to save.

You can now assign the shop assistant category to required shop assistants.

Edit existing shop assistant category

1. Find the required shop assistant category.

• In the filters section at the top of the page, search

  

  for the category’s Shop assistant category ID (that’s the number of the category) or Shop assistant category description.

2. Click the row that represents the required category.
3. Edit the category’s properties as required.
4. Verify that you’ve made the right selections for each of the many features.
5. Click

at the top of the page to save.

Assign shop assistant category to shop assistant

1. Navigate to shop assistants:

2. Expand

the menu in the left part of the page 2. Expand Store maintenance 3. Select Operators or Salespersons as required.

2. Find the required shop assistant:

• In the filters section at the top of the page, search

  

  for the shop assistant’s name or ID/number.

3. Click the row that represents the required shop assistant.
4. In the Details section, select the required category.
5. Click

at the top of the page to save.

Old and new permission names

This information is only relevant if you’ve worked with older versions of ViKING. In that case, you’ll notice that we’ve updated many of the permission names to make them easier to understand. The permissions themselves are exactly the same as before.

If you’re used to the old permission names, here’s how they map to the new permission names:

Finance

• Old: Credit finance New: Add funds from services
• Old: Debit finance New: Withdraw funds for services

Account

• Old: Deposit account New: Deposit to account
• Old: Withdraw account New: Withdraw from account

Cash handling

• Old: Float New: Add funds
• Old: Banking New: Withdraw funds
• Old: CIT New: Cash in transfer
• Old: Statement New: Statement
• Old: Exchange New: Exchange

Inquiry

• Old: Price enquiry New: Price inquiry
• Old: Enquiry statement New: Inquiry statement

Sales

• Old: Sale New: Sale
• Old: Staff sale New: Staff sale

Discount

• Old: Percent discount New: Percentage discount
• Old: Amount discount New: Amount discount
• Old: Mark down New: Mark down

Prices

• Old: W/o vat New: Without VAT
• Old: Fixed price New: Fixed price

Return

• Old: Return New: Return
• Old: Return lotto New: Return lotto

Transaction

• Old: Transaction void/sale New: Cancel sale
• Old: Transaction void/pay New: Cancel payment
• Old: Suspend New: Park/resume

Receipt

• Old: Price correction New: Price correction
• Old: Correction receipt New: Receipt correction
• Old: Line cancel New: Cancel latest line
• Old: Line void New: Cancel multiple lines

Keys

• Old: Key 1 New: Key 1
• Old: Key 2 New: Key 2
• Old: Key 3 New: Key 3
• Old: Key 4 New: Key 4

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Related: Examples of shop assistant & till categories

Related: ViKING POS shop assistant roles

Related: Manage till categories in ViKING Store Management