Loss Prevention Review Queue
Use this page to work through the transactions Brother POS flags as worth a second look — big discounts, voids, cash refunds, short drawers — and mark each one dealt with.
Quick steps
- Click Loss Prevention in the admin navigation. It opens on the Review Queue, most serious flags first.
- Click View on a flag to see the sale, the clerk, the customer and the numbers behind it.
- Type a short note (for example "Damaged item, manager comp").
- Click Mark reviewed if it's fine, Escalate if it needs a closer look, or Dismiss as not an issue if it's a false alarm.
Many flags have innocent answers. The queue makes sure someone looked.
Common questions
I don't see Loss Prevention in the menu. It's switched on for your store by Brother POS support, and it's for admins and managers only.
Do I need cameras? No. The Review Queue works from your sales data. With cameras, recent flags can include still pictures from the till.
Where did a flag I dismissed go? The default view shows open and escalated flags only. Set Status to Dismissed or All and click Apply.
How quickly do new flags appear? Within a few minutes. New sales, refunds and drawer closes are checked every couple of minutes.
More detail: how it works, and the Loss Prevention tabs
Most shrink doesn't look like theft at the moment it happens. It looks like a generous discount, a void, a refund at the end of a shift. The Review Queue goes through your own sales, refunds and drawer counts, picks out the transactions worth a second look, and ranks them so the most serious ones are at the top.
It works from your sales data alone — you don't need cameras to use it. If you do have cameras set up with AI Video Security, recent flags can come with still pictures from the till.
Loss Prevention is turned on for your store by Brother POS support — it is not a toggle in your own settings. Once it's on, Loss Prevention appears in the admin navigation for Admin and Manager users and opens on the Review Queue. See Feature Flags.
Brother POS checks your new sales, refunds and drawer closes every couple of minutes, so a flag usually appears within a few minutes of the transaction. Once an hour it also re-checks the last two days, which catches anything that changed later — an order paid after the fact, or a sale that synced late from a till that was offline.
The Loss Prevention Tabs
All the loss-prevention pages share one row of tabs:
| Tab | What it's for |
|---|---|
| Cameras | Add your cameras and draw zones on them. See AI Video Security. |
| Review Queue | Risky transactions from your sales data — this page. |
| Security Events | Events raised by the cameras, such as loitering and plate reads. See What Gets Flagged. |
| Vehicle Watchlist | Licence plates you want to be alerted about. See Vehicle watchlist. |
| Vision Boxes | The small in-store computer that watches the cameras. See Register the box. |
| Traffic Analytics | Foot traffic, conversion and checkout waits — only if that part is switched on too. See Traffic Analytics. |
More detail: the seven rules and what sets them off
What Gets Flagged
Each flag comes from one of seven rules. The Rule column and filter use these names.
| Rule | What sets it off | Severity |
|---|---|---|
| High Discount | A discount on the whole order worth 35% or more of the sale's subtotal. | Low from 35%, Medium from 45%, High from 60%. |
| Self Authorized Discount | A whole-order discount of $10 or more that either nobody approved, or that the clerk who rang the sale approved themselves. | Low if nobody approved it, Medium if the clerk approved their own. |
| Suspicious Void | A sale was voided with the reason Suspicious, or voided without a manager's approval. | High for "Suspicious", Medium for an unapproved void. |
| Shift Change Refund | A refund processed within 15 minutes of its cash drawer being opened or closed. | Medium |
| High Cash Refund | A refund paid out in cash of $50 or more. | Medium, or High from $150. |
| Drawer Variance | A drawer closed over or short by $5 or more. | Medium, or High from $20. |
| Repeat Discount Pair | The same clerk gave the same customer a whole-order discount on three or more sales in the last 7 days. | Medium, or High at six or more. |
The discount rules look at the discount a clerk puts on the whole order at the till. Automatic savings — sale campaigns, loyalty tier discounts, promo codes, membership discounts — don't count towards them.
Some examples of what these catch:
- A clerk takes 50% off a friend's order and approves the discount themselves — that's a High Discount (medium) and a Self Authorized Discount (medium).
- A $40 refund goes through five minutes before the drawer is counted — Shift Change Refund. Refunds right at shift change are a classic way to cover a short drawer.
- The same customer gets a "loyalty" discount from the same clerk every visit — Repeat Discount Pair, sometimes called sweethearting.
Each transaction is only ever flagged once per rule, so a flag you've already dealt with won't come back. (A Repeat Discount Pair can come back the following week if the pattern continues.)
Plenty of flags have innocent answers — a manager comping a damaged item, a legitimate price match, a new clerk's first shift. The queue is there to make sure someone looked, not to decide who's guilty.
More detail: reading the queue — cards, list and filters
Reading the Queue
Loss Prevention → Review Queue.
The summary cards
| Card | What it counts |
|---|---|
| Open flags | Every flag still open or escalated. |
| High severity | Open or escalated flags rated high. |
| Medium severity | Open or escalated flags rated medium. |
| Rule types active | How many of the seven rules have at least one open or escalated flag. |
These always count your whole open queue, whatever filters you've set below.
The list
Flags are ranked by severity first, then by how serious they are within that severity (a bigger discount or a larger shortage ranks higher), then newest first. Fifty show per page.
| Column | What it shows |
|---|---|
| When | When the transaction happened. |
| Severity | High (red), Medium (orange) or Low (grey). |
| Rule | Which rule raised it. |
| Detail | A one-line summary, e.g. 62% discount on sale #10482 ($31.00), Drawer short $24.50 (Register 1, 2026-09-30) or Sam Lee discounted Pat Jones 4× in the last 7 days. |
| Status | Open, Escalated, Reviewed or Dismissed. |
| Actions | View, plus quick Review and Dismiss buttons on open and escalated flags. |
Filters
| Filter | Options |
|---|---|
| Status | Open + escalated (the default), Open, Escalated, Reviewed, Dismissed or All. |
| Rule | Any one of the seven rules, or All rules. |
| Severity | High, Medium, Low or Any. |
| From / To | Limit to transactions in a date range. |
Click Apply, or Clear to reset.
More detail: reviewing a flag and leaving notes
Reviewing a Flag
Click View on a flag to open it. You'll see:
- Severity, Rule and Status badges.
- When it happened and the Related record — the sale (by receipt number), the refund, the drawer session (with its register and when it opened) or the clerk it's about. Refunds and drawer sessions link straight to their page.
- The Clerk and Customer involved, where there is one.
- Supporting data — the numbers behind the flag, such as the discount amount and subtotal, who approved it (by name), the void reason, the refund method, or the expected and counted cash.
- Video — if a vision box captured the moment, a slideshow of stills from the till. Otherwise, the exact time to look up on your own recorder.
Deciding what to do
On the right, under Triage:
| Action | When to use it |
|---|---|
| Mark reviewed | You looked and you're satisfied, or you've dealt with it. |
| Escalate | It needs a closer look or someone more senior. Escalated flags stay in the default Open + escalated view. |
| Dismiss as not an issue | It's a false alarm. |
Type an optional note in the box first — all three buttons save it with the flag. Notes add up rather than replace each other: if you escalate with "Asked the owner" and later dismiss with "Owner approved the comp", both lines stay. Escalating or dismissing without typing anything keeps the earlier note.
Whoever actioned the flag last and when is shown at the bottom (Last actioned by Sam on Sep 30, 2:14 PM), with the notes underneath. An escalated flag can still be marked reviewed or dismissed later.
The note is the only record of why you were happy with a flag. "Damaged item, manager comp" takes five seconds and saves an argument three months later.
The quick Review and Dismiss buttons on the list do the same thing without a note — handy for clearing obvious ones in bulk.
More detail: pictures from the till, and register alerts
Pictures From the Till
If you have a vision box and cameras set up, Brother POS can ask the box for a burst of stills from the moment of a flagged sale or refund. For that to work:
- the flag has to be raised within about three minutes of the sale or refund — the box only keeps a few minutes of pictures, and
- the till's register has to be linked to a camera on the box (ask support if yours isn't).
The check runs every couple of minutes, so most flagged sales and refunds are caught in time. One that's only flagged later — say a sale that synced late from an offline till — shows the timestamp instead.
Drawer variances and repeat-discount flags aren't tied to a single moment at the till, so they don't get pictures. Everything else falls back to the timestamp, so you can find the moment on your own recorder. See AI Video Security.
Real-Time Alert Settings
The Review Queue page also holds Real-time alert settings — which camera events pop up on the register, and quiet hours when they don't. These are about camera events (watchlist plates, loitering, line crossings), not the flags on this page. See Alerts at the Register.
More detail: troubleshooting and good habits
Troubleshooting
| Problem | Likely cause and fix |
|---|---|
| No Loss Prevention in the menu | It isn't switched on for your store, or you're signed in as a Clerk. It's for Admin and Manager users. |
| "No flags in this view" | Either all clear, or your filters are too narrow. Click Clear. |
| A flag I dismissed is gone | Dismissed and reviewed flags are hidden from the default view. Set Status to Dismissed or All. |
| Queue is empty | Either nothing matched the rules, or your filters are too narrow. New transactions are checked every couple of minutes. |
| No stills on a flag | See Pictures From the Till. |
| Lots of Self Authorized Discount flags | Clerks are applying discounts without manager approval. Check who can discount without approval in Roles and Permissions. |
Best Practices
- Work the queue on a schedule. Ten minutes every Monday beats a forensic dig after something goes missing.
- Start with High severity, then work down.
- Look for patterns, not single flags. One big discount is a Tuesday. The same clerk on every High Discount flag for a month is a conversation.
- Always leave a note when you mark something reviewed.
- Tighten the habit, not just the person. A run of drawer variances often means a counting problem at close, not dishonesty — see Cash Drawer Sessions.
What's Next?
- AI Video Security — cameras, security events, plate watchlist and traffic analytics.
- Roles and Permissions — who can discount, void and refund without approval.
- Activity Logs — the full record of who did what.
- Cash Drawer Sessions — where drawer counts and variances come from.