Discount limits, refunds and approval PINs

You decide how much your front desk can give away without asking, and who can refund and cancel invoices. When someone needs more, an owner or manager approves it right at the counter with a PIN. Nobody has to sign out or swap computers.

These settings are in Settings › Invoicing and taxes, under Discounts, refunds and cancelling. Only an owner can change them. Managers see them but can't change them.

Set the discount limit

1. Go to Settings › Invoicing and taxes.
2. Under Front desk and technicians can discount up to, pick a limit from 5% to 50% of the line or invoice. Any amount means no limit.
3. Choose Save invoicing.

Owners and managers can always give any discount.

A percentage discount counts as it reads. A dollar discount counts as the share it takes off: $20 off a $100 line is 20%. On the Sales page, OnSite checks the largest discount in the sale once, when you check out.

Approve a discount over the limit

When someone goes over the limit, the discount window asks for an owner or manager's approval instead of applying it.

1. The owner or manager picks their name under Approved by.
2. They type Their PIN.
3. Choose Apply discount again, or check out again on the Sales page.

The invoice's activity records who approved it. If no owner or manager has set a PIN yet, the window says so.

Five wrong PINs lock that person's PIN for 15 minutes. Every approval and every wrong PIN is logged.

Set your approval PIN

Owners and managers each set their own PIN, one per store.

1. Choose your name at the right of the top bar, then My account.
2. Find Approval PIN and choose Set a PIN.
3. Enter 4 to 6 digits under New PIN, then again under Type it again.
4. Choose Save PIN.

Your PIN isn't your password, and only a scrambled copy is kept. Use Change or Remove on the same row later. The PIN also approves a few other things at the counter, such as booking a house call outside your service area.

Choose who can refund and cancel

Under Discounts, refunds and cancelling there's a switch for each of Manager and Front desk:

• Refund payments: on for both by default.
• Cancel invoices: on for managers by default.

Owners can always do both. Technicians can't take payments, so they never refund. Choose Save invoicing after changing a switch.

Discount presets

Presets are the discounts your staff use most, offered as quick picks in every discount window.

1. Under Discount presets, choose Add a preset.
2. Give it a Name, such as Senior 10%.
3. Pick the Kind: Percent or Dollar amount, and enter how much.
4. Choose Save invoicing.

A preset is still checked against the discount limit.