At a busy counter, typing a full password every time the cashier changes is slow, and calling the owner over for every discount is slower. MediPOS has two tools for this. Counter PIN sign-in lets staff sign in at a counter PC by tapping their name and typing a 4 to 6 digit PIN. Supervisor approval lets a supervisor approve, right there on the cashier's screen, something the cashier may not do alone, again with their PIN. Both are built on the same PIN, which each person sets for themselves.
How to set your PIN
- Open your name at the bottom of the menu and choose My Profile.
- Under Counter PIN, type the PIN twice and your password, then click Save PIN.
A PIN is 4 to 6 digits. Easy ones such as 1234, 4321 or 1111 are refused. The PIN is yours alone: nobody else sees it, not even the owner. You can change it or click Remove PIN on the same page at any time.
After 5 wrong PINs in a row the PIN locks for 5 minutes. Waiting does not reset the count, only a right PIN does, and each further lock is twice as long (10, 20, 40 minutes, up to a day). Every lock is written to the audit log as PIN locked after wrong tries. Your password always still works, so a locked PIN never locks you out.
How to make a PC a counter
PIN sign-in works only on PCs the pharmacy has registered as counters. Someone with the Manage settings permission does this once on each counter PC.
- In a browser: on the counter PC, open Administration → Settings → Counter PCs, type a name such as Counter 1 and click Register this browser as a counter of Main (the branch you are working in).
- In the MediPOS Windows app: on the counter PC, open Settings → Counter PCs, type the name and click Register this PC as a counter.
The list on that card shows every counter, its branch, who added it and when a PIN was last used there. Remove stops PIN sign-in on that counter straight away; staff there sign in with their password again.
How to sign in at a counter
On a counter, the sign-in screen shows Who is working? with the names of the branch's staff who have set a PIN.
- Tap your name.
- Type your PIN and press Enter.
You are signed in to that counter's pharmacy and branch, and go straight to the POS if you can bill. The password form is still below, under Or sign in with your password.
To hand over, click Switch cashier on the POS (in the Windows app: your name in the menu → Switch cashier). You are signed out and the next person taps their name. On a counter the Windows app does not stay signed in after it is closed, and a counter left alone is signed out after the pharmacy's Counter PCs limit (8 hours to begin with; see Two-step sign-in and sign-out after inactivity).
How supervisor approval works
Some things need more than a cashier's own permissions:
| The cashier wants to… | Needs, from the cashier or a supervisor |
|---|---|
| Give a discount, or more than their own discount limit | Give discounts, and a discount limit that covers it |
| Change a medicine's selling price | Change selling price at POS |
| Choose the batch by hand | Choose batch manually |
| Put more on a customer's udhaar than their credit limit allows | Exceed customer credit limit |
| Void today's bill | Void invoices |
| Return items without the bill | Return without invoice |
The cashier works as usual. When they press F12 and the bill needs approval, a Supervisor approval box appears with the reason, for example Your discount limit is 5%. A supervisor can approve more. It lists only the people who may approve that at this branch and have a PIN. The supervisor picks their name, types their PIN and clicks Approve and complete. The bill goes through in the cashier's name, as approved by the supervisor.
For a void, the Void this sale box on the bill asks for the supervisor and their PIN when the person voiding may not void. A return without the bill asks for them in the same way.
A supervisor can only approve what they may do themselves. A pharmacist with a 5% limit cannot approve a 10% discount; the owner can. Nobody can approve their own request.
What the audit log shows
- Signed in with PIN at a counter, with the counter's name.
- Approved by a supervisor, with the bill number, the cashier, the supervisor and what was approved. The Discount given, Price changed at POS and Sale voided entries also name the supervisor.
- Counter PIN set, Counter PIN removed and PIN locked after wrong tries.
- Counter PC registered and Counter PC removed.
Rules and tips
- Give cashiers a small discount limit (Team → edit the member → Max discount (%)) and let a manager approve anything bigger with their PIN, instead of giving every cashier a large limit.
- Ask each person to set their own PIN on their first day. Someone who never set one does not appear on the counter's sign-in screen or in the approval box.
- Register only the PCs at the counter. A PC in the back office does not need PIN sign-in.
- If a counter PC is replaced or stolen, remove it from Counter PCs. Its PIN sign-in stops at once.
Common questions
Can the owner see or reset a cashier's PIN?
No. A PIN is stored scrambled, like a password, and only its owner sets it under My Profile. A person who forgets their PIN signs in with their password and sets a new one.
Why is my name not on the counter's sign-in screen?
You have not set a PIN, you do not work in that counter's branch, or your account is disabled. Set a PIN under My Profile, or ask the owner to give you a role in that branch.
Does PIN sign-in work from home?
No. It works only on PCs registered as counters. From anywhere else, sign in with your email or mobile number and password.
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Last updated 25 September 2026. Still stuck? Contact us.