Setting Up Approval Workflows

Approval workflows add a second pair of eyes to sensitive operations. When a transaction meets your configured criteria — exceeds a value threshold, involves a refund, or creates a purchase order above a certain amount — the system pauses and requires approval from a manager or owner before completing. This prevents unauthorised actions while keeping routine operations fast.

Go to POS > Settings > Approvals. Create rules by action type. For refunds, set a threshold — for example all refunds above KES 10,000 require manager approval. For purchase orders, set an amount limit. For manual discounts, set a percentage limit — discounts above 20% need approval. Each rule specifies which roles can approve — typically Manager and Owner.

When a cashier triggers an action that requires approval, the POS shows a prompt: Manager Approval Required. The manager enters their PIN on the same device to approve, or rejects with a reason. Approved actions proceed immediately. Rejected actions return to the cashier with the rejection reason displayed. All approvals and rejections are logged in the audit trail.

Managers can view all pending approvals in POS > Approvals. This is useful when managing remotely — a manager can review and approve from their phone without being at the register. Each pending item shows the requesting staff member, the action, the amount, and the timestamp. Items awaiting approval for too long trigger a notification.