Everyday modules
History and control
Who did what and when, and who can void or change each thing.
What it is for
Two things look after your money and your data. The History keeps who changed the company's access, settings, prices and accounting, when, from where and what was there before; nobody can edit or delete it. And the void rules: in Pixel One a money document is never deleted, it is voided with a reason, and only someone with the permission who did not record it can void it.
Before you start
- Only the owner and the administrators see the History. It is not a permission that can be given to an employee.
- Each person's permissions are set in Members (Invite your team).
The history
Open it
In the menu's Company group, click History. Each line has the Date, Who did it (with the IP address it was done from), the Area and What happened.
Filter
Choose an area in Filter by area and a date range. The areas are: Members and access, Invitations, Company and settings, Electronic invoicing, Product prices, Price lists, Promotions, Reversed entries, Month closings, Year closings and Payroll.
See the before and after
Click a line with an arrow to see the details: each Field with what it was Before and what it became After. For example, a product's Price, a member's Role or Permissions, or whether Sell without stock was turned on.
What is recorded:
- a person invited, changed (role, permissions, blocking, branches) or removed, and an invitation revoked;
- the company's details and settings;
- the electronic invoicing connection and the point of sale's tax receipt rules;
- a product's price or cost, the price lists and the promotions;
- a reversed journal entry, a month or a year closed or reopened, with its reason;
- a payroll line changed and a payroll payment voided.
Sales, collections and their voids do not go to the history: they stay on the document itself. A voided invoice is still in Invoices with who voided it, when and the reason.
Who can void what
Every void asks for a reason and leaves the document in view, marked as voided. Its journal entry is reversed, its stock comes back and, if there was cash, it comes out of the open cash register of the person voiding.
| What is voided or cancelled | Permission |
|---|---|
| An invoice, a return, an exchange, a price correction | Void invoices |
| A collection receipt, a credit payment, a credit note | Void invoices |
| A manual cash withdrawal or deposit | Void invoices |
| An order with deposits | Void invoices |
| A quote | Invoice |
| A dish already sent to the kitchen, or a table's tab | Void sent dishes |
| A purchase receipt | Record receipts |
| A stock adjustment | Adjust stock |
| A supplier payment | Pay suppliers |
| An expense, a petty cash refill | Record expenses |
| A bank movement | Manage banks |
| A membership charge | Manage memberships |
| A hotel reservation | Front desk |
| A payroll payment | Manage payroll |
| Reversing an entry, reopening a month or a year | Manage accounting |
The owner and the administrators can do everything in the table.
Nobody voids what they recorded
Whoever recorded an invoice, a collection, a credit note, a cash movement, an expense, a supplier payment, a bank movement, a petty cash refill or a payroll payment cannot void it themselves, even with the permission. They ask another person with the permission, the owner or an administrator, who voids it with their own reason. In the app the button does not even show. The owner and the administrators can void their own.
That way a cashier who makes a mistake does not erase their trail: the document keeps who made it and who voided it.
By country
The rules are the same. Pixel One has no payroll for the United States.
Common mistakes
- "I do not see History in the menu." Only the owner and the administrators see it.
- "You cannot void what you recorded: ask a supervisor." Another person with the permission, the owner or an administrator has to void it.
- "Enter the void reason." The reason is required.
- "The invoice has returns; it can no longer be voided." Make a return for what is left instead of voiding it (Invoices).
- "Open your cash register: the cash goes back through it." Voiding something paid in cash returns the money through your cash register: open it first.
Next step
Review each person's permissions in Invite your team.