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Some POS operations move money without a sale: closing a register with a shortage, cancelling an order that was already paid, opening the drawer by hand, withdrawing cash in the middle of the shift. If the cashier could do them alone, a shortage could be covered with a cancellation and nobody would notice. That is why the POS asks for a 6-digit code that the manager generates in the backoffice: the operation is approved by someone accountable and recorded under their name. These codes are different from the linking code, which is used to register a new terminal.
The minimum you need to know
  • Each code works for one thing only. A Cash count code does not open the drawer or close the register.
  • It expires after 3 minutes, or after 30 minutes if you choose the long duration.
  • It is used once. The Cancel orders code opens a panel where the cashier can cancel several orders in a row.

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Prerequisites

  • Access to the Fire backoffice at app.fire.rest, with permissions on the store.
  • Channel - POS and the cashier’s store selected in the header.

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Which code each operation needs

A register close with a shortage needs two codes: one to enter the close and another to approve the shortage. The first one is requested before counting, so the cashier does not know whether the register balanced until they finish.

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1. Open Authorization codes

In the side menu, open Fire POS → Authorization codes. The Generate tab has the form on the left and, on the right, the codes you issued in this session.
Generate tab of Authorization codes with the purpose, the duration and the list of issued codes

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2. Choose what the code is for

In Purpose, choose one of the three options:
  • Close with shortage: when the cashier closes the register and the count comes out lower than expected. Also choose the Discrepancy reason: it is saved in the register reconciliation and in the audit log.
    Close with shortage purpose with the list of discrepancy reasons
  • Partial withdrawal: to take cash out of an open register in the middle of the shift. You choose the register, the amount and the category, and the code only works on that register and for that amount. See Partial cash withdrawal.
  • Access: for everything else. In What does the cashier need to do? choose Cancel orders, Close register, Cash count or Open drawer.
    Access purpose with the list of operations: cancel orders, close register, cash count and open drawer
If the cashier needs two things, generate two codes.

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3. Choose the duration

In Duration, leave 3 minutes if the cashier is going to enter the code right away. Use 30 minutes only if it will take them a while to reach that screen.

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4. Generate the code and read it out to the cashier

Tap Generate code. The code appears in Codes issued in this session, with the operation, the countdown and a button to copy it.
6-digit code generated to open the drawer, with the countdown
Read the 6 digits out to the cashier. When they enter it in the POS, the operation continues and the code is marked as used.
If the cashier already completed the operation, you are done.

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Review the history

The History tab lists the codes generated in the store. Filter by period and by status. For each code it shows the date and time, the type, the reason, who generated it, the status and, if it was used, which cashier used it and on which terminal.
History tab with the generated codes, who issued them, their status and who used them
Use it to answer questions such as “who approved this shortage?” or “was the code I generated used?”.

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Code rules

  • They have 6 digits and are used only once.
  • They expire after 3 or 30 minutes, depending on the duration you chose.
  • They only work for the operation they were generated for, and only in the account where they were generated.
  • Every generation and every use is recorded in the audit log, with the manager who generated the code and the cashier who used it.
If the POS rejects a code, the message says why: it does not exist, it was already used, it expired, it is for another operation or it belongs to another account.

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Mistakes that cost money

Choosing “Other” as the shortage reason out of habit. The reason is saved in the register reconciliation. If every shortage says “Other”, you cannot tell whether the problem is the change, the count or a payment charged incorrectly.
Reading the code out where others can hear it. Until it expires, anyone who knows it can use it on a terminal of the account. Read it out only to the cashier who asked for it.
Generating a 30-minute code when 3 minutes are enough. A long code that nobody uses stays active for half an hour. Use the long duration only when you need it.

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Frequently asked questions

Read the POS message: it says whether the code does not exist, was already used, expired, is for another operation or belongs to another account. In all five cases, generate a new one with the correct operation.
Generate another one. If this happens often, use the 30-minute duration.
Generate a single Access → Cancel orders code: it opens a panel where the cashier can cancel several orders without asking for another code.
Open the History tab: the Used by column shows the cashier and the terminal.
It cannot be changed. Generate a new one with the correct purpose; the other one expires on its own.