Worksheets

Worksheets provide a controlled, auditable way to make bulk changes to products across your stores. Instead of editing products one by one, you create a worksheet that describes all the changes, submit it for approval, and then apply the approved changes in a single operation.

Worksheet Types

Each worksheet has a specific type that determines what kind of changes it contains:

• Price Change: Update the selling price and/or cost price for one or more products. Use this for regular price updates, seasonal adjustments, or supplier cost changes.
• Product Update: Modify product attributes such as name, department, or other details (excluding price and tax, which have their own worksheet types).
• Tax Change: Reassign products to a different tax group. This is useful when tax regulations change or when products were assigned to the wrong tax rate.
• Deactivate: Deactivate products that are being discontinued. Deactivated products no longer appear in the POS Terminal search and cannot be sold.
• New Product: Add entirely new products to the catalog. The worksheet contains all the product data (SKU, barcode, name, prices, department, tax group) for each new item.

Creating a Worksheet

Navigate to HQ Manager > Worksheets and click "New Worksheet". Select the worksheet type from the dropdown and enter an optional description (for example, "Q2 2026 Price Increases" or "Discontinue Holiday Items").

Adding Items to the Worksheet

After creating the worksheet, you add individual change items. The process varies by worksheet type:

• Price Change: Search for products by name, SKU, or barcode. For each product, the current selling price and cost price are shown. Enter the new values. You can change one or both prices per item.
• Tax Change: Search for products and select the new tax group from the dropdown. The current tax group is displayed for reference.
• Deactivate: Search for and add the products to be deactivated. No additional values are needed.
• New Product: Fill in all product fields (SKU, barcode, name, selling price, cost price, department, tax group) for each new product.
• Product Update: Search for products and specify the fields to update.

You can add as many items as needed to a single worksheet. Each item shows a clear comparison between the current value and the proposed new value.

Selecting Target Stores

By default, a worksheet applies to all active stores. If you need to target specific stores only (for example, a regional price change), click "Select Stores" and check only the stores that should receive the changes. Each store's application status is tracked independently.

Worksheet Workflow

Worksheets follow a strict approval workflow with five statuses:

1. Draft

When you first create a worksheet, it is in Draft status. You can freely add, edit, or remove items and change the target stores. Draft worksheets are only visible to users with the worksheets.view permission.

2. Submitted

When the worksheet is ready, click "Submit for Approval". This moves the worksheet to Submitted status and locks it from further editing. Submitting requires the worksheets.submit permission. The submission timestamp and the submitting user are recorded.

3. Approved or Rejected

A user with the worksheets.approve permission reviews the submitted worksheet. They can:

• Approve it, which moves it to Approved status and records who approved it and when.
• Reject it with a required rejection reason, which moves it to Rejected status. A rejected worksheet can be edited and resubmitted.

The person who submitted the worksheet cannot approve their own worksheet -- a different user must perform the approval.

4. Applied

After approval, a user with the worksheets.apply permission clicks "Apply". The system processes every item in the worksheet and updates the corresponding products in the HQ database. The changes are then queued for synchronization to the target stores. The applied timestamp is recorded and the worksheet becomes read-only.

For large worksheets, the apply operation may take a few seconds. A progress indicator shows how many items have been processed.

Viewing Worksheet History

The worksheet list page shows all worksheets with their current status, type, creation date, and the user who created them. You can filter by status, type, or date range. Click any worksheet to see the full detail view, including all items with their before/after values, target stores, and the complete audit trail of who created, submitted, approved, and applied the worksheet.

Permissions

The worksheet system uses five separate permissions to enforce separation of duties:

Permission	Description
worksheets.view	View worksheet list and details
worksheets.create	Create and edit draft worksheets
worksheets.submit	Submit worksheets for approval
worksheets.approve	Approve or reject submitted worksheets
worksheets.apply	Apply approved worksheets to products
worksheets.delete	Delete draft worksheets