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Features PIN approval & remote approval

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PIN approval & remote approval

Voids, discounts, bill cancellations, and refunds that need sign-off, approved with a PIN on the device, from a supervisor's phone, or from Back Office.

4 min read Updated 15 Nov 2026
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Actions that involve money, such as voiding an item that’s already been cooked, applying a manual discount, canceling a bill, or issuing a refund, shouldn’t be done by one person alone. P&P Cashier asks an authorized staff member for approval, then records everything in the audit log.

Which actions need approval?#

Set this in Back OfficeSettingsApprovals & security. The available options:

Action Default
Void before sent to kitchen No
Void after sent to kitchen Yes
Void bill Yes
Manual discount Yes
Refund Yes
Open drawer without sale Yes
Change price at POS No
Reprint receipt No
approval.required_actionsvoid_after_sent, void_bill, manual_discount, refund, open_drawer
Checked actions need approval for staff whose permission is set to Needs PIN approval.

Approval depends on both this setting and the role permissions in Back OfficeStaff & rolesRoles & permissions:

  • Roles set to Allowed can do the action right away, without a PIN.
  • Roles set to Needs PIN approval must request approval.
  • Roles set to Not allowed can’t do the action at all.

Who can approve? Any active staff member who has a PIN, has access to that outlet, is set to Allowed for the action, and is a supervisor or above. By default, a Supervisor can approve voids, discounts, and bill cancellations; refunds are Manager or Owner only. Requesters can’t approve their own requests.

Local approval: a PIN on the same device#

This is the most common method on outlet devices (the cashier iPad, an outlet-owned waiter phone):

  1. The cashier performs the action, for example voiding a Cafe Latte that’s already been made.
  2. The “Supervisor approval needed” sheet appears. Choose a reason, then select Pick an approver + PIN.
  3. The supervisor selects their name and enters their PIN on that device.
  4. Done. The action is applied and recorded: who requested it, who approved it, the device, and the reason.

Local approval keeps working offline because the PIN is verified on the device.

Remote approval#

A supervisor isn’t always near the cashier. And a waiter using a personal phone can’t ask a supervisor to enter a PIN on it. That’s what remote approval is for.

  1. On the approval sheet, tap “Request remote approval”. On a staff member’s personal phone, this is the only option available.
  2. Choose who to “Ask”: Anyone authorised (the default) or one specific approver.
  3. Tap “Send request”. The screen shows “Waiting for approval…” with a 5-minute countdown and a Cancel request button.
  4. The approver gets a banner, for example “Andi requests approval: Void 1× Cafe Latte (T04) — Rp25,000”, then chooses Approve or Reject (a reason is optional).
  5. The result appears on the requester’s device: “Approved by Sari”, “Rejected by Sari: …”, or “Expired” with an Ask again button. The bill updates automatically from the server.

Where can approvers decide?#

Where How
Any outlet device at that outlet Select your own name, then enter your PIN
The approver’s personal phone Face ID / fingerprint, or PIN
Back Office The Approval requests button (shield icon) in the top bar, or the Approval requests page. No PIN needed, since you’re already signed in.

KDS screens don’t show approval requests.

Actions that can be approved remotely#

Voiding items that have already been sent, item discounts, bill discounts, bill cancellations, refunds, and merging bills that already have payments. Refunds can never be requested from a staff member’s personal phone.

Open drawer and variances at shift close are always local: the approver has to be near the cash drawer.

Viewing the history#

Every request, approval, rejection, and expiry is recorded in Back OfficeAudit log. The Discounts and Voids & refunds reports in Back OfficeReports show the approver for each transaction.

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