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Creating New Cashier

This guide covers how to create and configure a new cashier in Microsoft Dynamics NAV, including user setup, POS terminal assignment, and cashier permissions.

Overview​

Creating a cashier in Microsoft Dynamics NAV involves:

  • User Account Creation - Setting up the cashier user account
  • Cashier Configuration - Configuring cashier-specific settings
  • POS Terminal Assignment - Assigning cashier to POS terminals
  • Permission Setup - Granting appropriate cashier permissions
  • Testing - Verifying cashier setup

Prerequisites​

Before creating a cashier, ensure you have:

  • ✅ Administrative access to Microsoft Dynamics NAV
  • ✅ LS Central module access
  • ✅ POS terminal configuration completed
  • ✅ Cashier user information (name, ID, etc.)
  • ✅ Understanding of cashier role requirements

Step-by-Step Guide​

Step 1: Create User Account​

  1. Navigate to User Management

    • Open Microsoft Dynamics NAV
    • Go to Administration → Application Setup → Users
    • Select Users

  2. Create New User

    • Click New to create a user
    • Enter user information:
      • User ID - Unique cashier identifier (e.g., CASH001)
      • User Name - Cashier's full name
      • Email - Cashier email (if applicable)
      • State - Set to Enabled

  3. Save User

    • Click OK to save
    • User account is created
Cashier ID Format

Use a consistent naming convention for cashier IDs (e.g., CASH001, CASH002) to easily identify cashier accounts.

Step 2: Assign Cashier Role​

  1. Access User Roles

    • Select the newly created user
    • Navigate to User Roles or User Setup

  2. Assign Cashier Role

    • Click New to add a role
    • Select CASHIER or appropriate cashier role
    • Configure role settings

  3. Verify Role Assignment

    • Confirm role is assigned
    • Check role permissions
    • Verify access levels
Cashier Roles

Common cashier roles include:

  • CASHIER - Standard cashier permissions
  • SENIOR CASHIER - Additional permissions (voids, returns)
  • CASHIER SUPERVISOR - Management permissions

Step 3: Configure Cashier Settings​

  1. Access Cashier Setup

    • Navigate to Retail → Setup → Cashiers
    • Or go to LS Central → Cashiers

  2. Create Cashier Record

    • Click New to create cashier
    • Enter cashier details:
      • Cashier ID - Link to user account
      • Cashier Name - Display name
      • Store Code - Assign to store location
      • Status - Set to Active

  3. Configure Cashier Options

    • Allow Voids - Enable/disable void permissions
    • Allow Returns - Enable/disable return permissions
    • Discount Limit - Set maximum discount amount
    • Cash Drawer Access - Configure drawer permissions
Cashier Configuration

Configure cashier settings based on their experience level and store policies. New cashiers may have more restricted permissions initially.

Step 4: Assign to POS Terminal​

  1. Access POS Terminal Setup

    • Navigate to Retail → Setup → POS Terminals
    • Or go to LS Central → POS Terminals

  2. Assign Cashier

    • Select the POS terminal
    • Add cashier to terminal assignment
    • Configure terminal-specific settings

  3. Verify Assignment

    • Confirm cashier appears in terminal list
    • Test terminal access
    • Verify permissions

Step 5: Set Up Permissions​

  1. Access Permission Sets

    • Navigate to Administration → Application Setup → Users → Permission Sets
    • Select cashier permission set

  2. Assign Permissions

    • Add POS-related permission sets
    • Configure object-level permissions
    • Set up data access restrictions

  3. Common Cashier Permissions

    • Sales Transactions - Process sales
    • Payment Processing - Accept payments
    • Returns - Process returns (if allowed)
    • Voids - Void transactions (if allowed)
    • Discounts - Apply discounts (within limits)

Cashier Configuration Options​

Basic Settings​

SettingDescriptionOptions
Cashier IDUnique identifierAlphanumeric code
Cashier NameDisplay nameFull name
Store CodeAssigned storeStore location code
StatusActive/InactiveActive, Inactive
Terminal AssignmentPOS terminalTerminal ID

Advanced Settings​

  • Void Permissions - Allow/deny void transactions
  • Return Permissions - Allow/deny return processing
  • Discount Limits - Maximum discount percentage/amount
  • Cash Drawer Access - Open/close drawer permissions
  • Price Override - Allow price modifications
  • Transaction Limits - Maximum transaction amounts

Testing Cashier Setup​

Verification Checklist​

  • ✅ User account created and enabled
  • ✅ Cashier role assigned
  • ✅ Cashier record created in system
  • ✅ POS terminal assigned
  • ✅ Permissions configured correctly
  • ✅ Cashier can log in to POS
  • ✅ Cashier can process transactions
  • ✅ Permissions work as expected

Test Transactions​

  1. Login Test

    • Cashier logs in to POS terminal
    • Verify login successful
    • Check user information displayed

  2. Transaction Test

    • Process a test sale
    • Verify transaction completes
    • Check transaction appears in system

  3. Permission Test

    • Test allowed operations
    • Verify restricted operations are blocked
    • Check error messages are appropriate

Common Scenarios​

New Cashier Setup​

  1. Create user account
  2. Assign cashier role
  3. Create cashier record
  4. Assign to POS terminal
  5. Configure permissions
  6. Test setup

Updating Cashier Permissions​

  1. Access cashier setup
  2. Modify permission settings
  3. Update role assignments
  4. Test changes
  5. Notify cashier

Disabling Cashier​

  1. Access cashier setup
  2. Change status to Inactive
  3. Remove terminal assignment (optional)
  4. Document reason
  5. Archive cashier data (if needed)

Best Practices​

Security​

  • ✅ Use unique cashier IDs
  • ✅ Set appropriate permission levels
  • ✅ Regular review of cashier access
  • ✅ Disable inactive cashiers promptly
  • ✅ Monitor cashier activity

Configuration​

  • ✅ Configure based on experience level
  • ✅ Set appropriate discount limits
  • ✅ Restrict sensitive operations for new cashiers
  • ✅ Document all configuration changes
  • ✅ Keep cashier information updated

Training​

  • ✅ Provide cashier training
  • ✅ Document procedures
  • ✅ Create training materials
  • ✅ Conduct regular reviews
  • ✅ Update training as needed

Troubleshooting​

Common Issues​

IssueSolution
Cashier cannot log inCheck user account status, verify POS terminal assignment, check permissions
Cashier lacks permissionsVerify role assignment, check permission sets, review object permissions
Cashier not appearing in POSCheck terminal assignment, verify cashier status, check store assignment
Transaction errorsVerify permissions, check configuration, review error logs

Diagnostic Steps​

  1. Check User Account

    • Verify user is enabled
    • Check account expiration
    • Verify license availability

  2. Verify Cashier Setup

    • Check cashier record exists
    • Verify status is Active
    • Confirm store assignment

  3. Check Terminal Assignment

    • Verify terminal assignment
    • Check terminal status
    • Review terminal configuration

Questions?​

For questions about creating cashiers in Microsoft Dynamics:

  • Contact your Technical Team Lead
  • Reach out to the Head of Software Department
  • Check system documentation
  • Review user management guides

Need help? Don't hesitate to reach out! 🚀

Last updated on by shellatomic