User roles and permissions

Roles and permissions

Go to Configuration, then User Roles and Permissions, then the Roles and Permissions tab.

Some default roles are created automatically and most can be customised. The Super Admin role is fixed and cannot be changed. Each role shows its name and a short description of its access level, for example an Auditor role with read-only access for monitoring and reporting.

Each role’s options menu has two choices:

• Edit Role Permissions changes the role’s access across modules. The change applies to every user who holds that role.
• Disable Role stops the role being given to new users and restricts access. Some system-protected roles may not allow disabling.

Create a role

1. Open the Roles and Permissions tab.
2. Click Add New Role.
3. Enter the Role Name, required.
4. Enter a Description.
5. Turn on the Allow the role to provide discount toggle if this role should be able to give discounts on documents.
6. Tick the permissions the role needs. Anything you leave unticked stays blocked.
7. Click Save Details, or Cancel to discard.

What permissions cover

Each permission is an action: view, create, update, enable and disable, approve, and void. Permissions are grouped by module:

• Dashboard.
• Inventory: products, units, attributes, categories, variants, adjustments, barcode mapping, material transfer, stock issues, requisitions and in-transit stock.
• Purchase: orders, bills, bill payments, suppliers, debit notes and goods received notes.
• Sales: orders, credit notes, invoices, invoice payments and customers.
• Finance: bank accounts, receivables, payables, cash flow and cash adjustment.
• Other areas: organisation configuration, tax and payment configuration, user configuration, reports, import and export, print configuration, fiscal year transfer, settings and e-commerce configuration.

Be careful with approve and void. Approval is the step where stock and money change. Give approve to the people who are responsible for the result, not to the people who enter the data.

Create a user

1. Go to Configuration, then User Roles and Permissions, then the Users tab.
2. Click Add New User.
3. Fill in the Full Name, Email Address and Contact Number, all required.
4. Turn on the toggle to use the email address as the username, or enter a Username yourself.
5. Set a Password, required.
6. Select the Role, required.
7. Select the Branch, required.
8. Add the location, city, state and ZIP code if you want them.
9. Click Create User, or Cancel.

The account is active at once, and the user can sign in straight away. The role sets their permissions. The branch limits what they can see and work on. You can edit the details later from the user listing. If you disable a user, they lose access at once.