Setting User Permissions

Setting up User permissions is done in the Configuration Manager > User > User information. Choose Yes, No, View Only, or Maintain depending on the permission for each of your users.

Customer Info  Permission Option  Description
Maintain Account Information Yes or No  When set to “No” the user cannot edit the customer’s bill to address, ship to address, company name, customer type, branch, salesperson, or add notes. All other items are editable.
Broadcast Email Yes or No Ability to send broadcast emails to customers (Customer> Broadcast Email Messages).
Customer Contracts Not Allowed, View Only, Maintain Permission to restrict, view only or maintain customer pricing contracts located on the prices tab of the customer information window.
Credit Card Information Not Allowed, View Only, Maintain  If set to “Not Allowed” the user can only see the last 4 digits of the credit card information stored on the credit tab of the customer information window. If the option is set to “View Only” the user can view the full credit card number, however they will not be able to change any of the credit card information (Number and expiration date).
Credit Information Not Allowed, View Only, Maintain Permission controlling the credit tab of the customer information window. Setting it to “Not Allowed” prevents the user from seeing any information on the credit tab (this includes the credit card information). Setting to view only allows the user to view all information on the credit window, but not make changes. The maintain option allows for editing of all information on the credit tab (Terms, Credit Limit, Credit Hold, etc.).
Customer Information Not Allowed, View Only, Maintain When set to Not Allowed, the user cannot open the customer information window. When set to view only the user has the ability to view but not edit any information. Maintain grants full permission (unless coupled with other specific permission restrictions).
Email to customer Yes or No
Create Mailing List Yes or No  Permission allowing or denying the user the ability to make a marketing list to a specific group of customers (Customer> Create Mailing List).
Customer Specific Prices Not Allowed, View Only, Maintain  Permission relating to customer specific pricing found on the prices tab of the customer information window. Not allowed prevents the user from seeing the price structure. View only allows the user to see the customer specific pricing setup, however the user can not make changes. Maintain allows full viewing and editing of customer specific pricing.
Print Customer Reports Yes or No  Allows or prevents the user from being able to print reports which are under the “Customer Info” permission group. (You can see which permission group a report is in by going to File> Configuration Manager> Reports, then locate the report in the report catalog. Once you click on it, you will be able to see which permission group, if any, it is in.).
Restrict Access by Salesperson Yes or No (checkbox) Permission to restrict specific salesperson from accessing other salespersons customer information. This permission is found by clicking on the user’s name in the user information window. If the user has a salesperson assigned to it and the check box “Restrict Access by Salesperson” is checked, then that user can only see customer’s for that user.
Access Customer Web Site Yes or No Permission to open the customer’s website in a browser. The website address is stored in the “Website” field below the customer’s bill to address in the customer information window.
Email
Delete Sent Email Messages Yes or No When set to “No”, the user will not be able to delete emails that have been sent from Acctivate. If set to “Yes”, the user can delete their emails that have been sent, but they can not delete other user’s sent emails.
Business Alerts  (Inbox) Business Alerts access permission options
View Overdue Orders All Salespersons  Yes or No  When set to “No” you can only see sales orders for your user when looking at the Sales Order Mgmt tab of the Business Alerts window.
View Reminders for Everyone  Yes or No When set to “No” you can only see reminders for your user when looking at the Reminders tab of the Business Alerts window.
Inventory
Change Issue GL Account  Yes or No  When set to “No” the user can not change which GL account is used when creating an inventory issues (Inventory> Inventory Issues). In this case the GL account used will be the issue GL account set for that warehouse (Configuration Manager> Inventory> Warehouse). If set to “Yes” the user can choose a GL account to issue inventory against.
Inventory Transactions  Not Allowed, View Only, Maintain  When set to “Not Allowed”, the user will not be able to view or create inventory transactions such as receipts, assemblies, issues, adjustments, etc. (Inventory> Inventory Transactions). Additionally, the Transactions tab of the product window is not available.
Product Prices  Not Allowed, View Only, Maintain  When set to “Not Allowed” the user will not have access to the Price Code Maintenance window or the prices tab of the product window. The user will be able to choose from price codes on the sales order however. When set to view only, the user can see the different price rules and how they are calculated, but will  not be able to modify them.
Product  Not Allowed, View Only, Maintain  When set to “Not Allowed” the user will not be able to open the product information. When set to “View only” the user can open the window and view the product information, but will be unable to edit the information.
Product Vendors  Not Allowed, View Only, Maintain This permission affects access to the Vendors tab on the product information window.
Print Inventory Reports  Yes or No   Allows or prevents the user from being able to print reports which are under the “Inventory” permission group. (You can see which permission group a report is in by going to File> Configuration Manager> Reports, then locate the report in the report catalog. Once you click on it, you will be able to see which permission group, if any, it is in.).
View Cost  Yes or No  When set to “No” the cost columns on the inventory tab of the Product Information window are removed.
Business Activities (Issue Tracking) Business Activity access permission options.
Accept Service Assignments  Yes or No Permission to accept service assignments from other users in the Service Scheduling Module
Issue Information  Not Allowed, View Only, Maintain This permission affects whether or not a user can view or create and modify Business Activities. When set to “Not Allowed” the user won’t have access to business activities. When set to View only the user can view Business Activities, but not modify them. Maintain allows full control.
Issue Reports  Yes or No   Allows or prevents the user from being able to print reports which are under the “IssueTracking” permission group. (You can see which permission group a report is in by going to File> Configuration Manager> Reports, then locate the report in the report catalog. Once you click on it, you will be able to see which permission group, if any, it is in.).
Service Scheduling  Not Allowed, View Only, Maintain  This permission denies, limits or allows access to the Service Scheduling Module.
Order Processing
Add Customer  Yes or No  If set to “Yes” a new customer can be created in Acctivate by creating an order and typing in a customer’s name in the “Cust Name” field. If no customer exists by that name in Acctivate then the user will be asked if they would like to create a new customer by that name. Setting this option to “No” will require that the customer already exist in Acctivate.
Change Work Flow Status  Yes or No  Allows or prevents the user from changing the workflow status on a sales order
Order Management Not Allowed, View Only, Maintain Setting to “Not Allowed” blocks access to Order Manager. Users with “View Only” can use Order Manager, but not configure new Buttons or Bars. If the user has “Maintain” privileges, they will be able to use, as well as configure Order Manager.
Override Credit Hold  Yes or No  If the “Credit Hold” box on the credit tab of the customer window is checked, then all new orders will have a credit hold. This permission determines whether or not that credit hold can be released at the order level.
Credit Memo  Not Allowed, View Only, Maintain  When set to “Not Allowed” the user cannot create or view credit memos. When set to “View Only” the user can open and view credit memos, but not edit them. “Maintain” allows full control of the credit memo.
Release Held Order  Yes or No
Customer Order  Not Allowed, View Only, Maintain  When set to “Not Allowed” the user cannot create or view sales orders. When set to “View Only” the user can open and view sales order, but not edit them. “Maintain” allows full control of the sales order.
Override Invoice Discount  Yes or No  When set to “Yes”, the user can change the discount amount of a sales order. When set to “No”, the user can not change the discount amount.
Override Salesperson  Yes or No  When set to “No”, the default salesperson for that customer will appear on the order and cannot be changed. If no default is set, then the salesperson field will remain blank and cannot be set.  A default salesperson can be set in the customer window.
Override Scheduled Qty  Yes or No  When set to “No” the scheduled quantity cannot be manually changed. When you add an item to a sales order the order will schedule as much as is available.
Override Ship To Address  Yes or No  If set to “No” the ship to address cannot be changed for that particular sales order. Overriding an address on a sales order only applies to that order, not future orders.
Override Sold To Address  Yes or No  If set to “No” the sold to address cannot be changed for that particular sales order. Overriding an address on a sales order only applies to that order, not future orders
Override Terms  Yes or No  If set to “Yes” the user can change the customer’s terms on the sales order. If set to “No”, the user cannot change the terms on the order.
Override Price Code  Yes or No  When set to “Yes”, the customer can choose from available price codes on the order.
Override Price  Yes or No  When set to “Yes”, the customer can enter in any price. If set to “No” the user cannot manually change the price but could still choose from available price codes for that item.
Print Invoices and Credit Memos  Yes or No  If set to “No” the user cannot re-print an invoice or credit memo.
Print Order and Quotation Document  Yes or No  If set to “No” the user cannot print the sales order or the quote.
Print Pick Ticket and Shipping Documents  Yes or No  If set to “No” the user cannot print the pick ticket or any shipping documents.
Process Credit Cards  Yes or No If set to “No” the user can enter credit card information on the order, but cannot process the credit card using QuickBooks merchant services.
Customer “Quick Quote” Yes or No  Either allows or prevents a user from being able to access the Quick Quote.
Customer Quote  Not Allowed, View Only, Maintain   When set to “Not Allowed” the user cannot create or view quotes. When set to “View Only” the user can open and view quotes, but not edit them. “Maintain” allows full control of the quote.
Invoice Shipped Order  Yes or No  When set to “No” the user cannot invoice orders.
Print Order Reports  Yes or No  Allows or prevents the user from being able to print reports which are under the “OrderProcessing” permission group. (You can see which permission group a report is in by going to File> Configuration Manager> Reports, then locate the report in the report catalog. Once you click on it, you will be able to see which permission group, if any, it is in.).
View Invoices  Not Allowed, View Only, Maintain  When set to “Not Allowed”, the user can still reprint an invoice from the invoice tab of the order, however the user cannot open the Invoice window (View Invoice button on invoices tab of order or Customer> Invoice /Credit Memo). When set to “View Only” you can view the invoice window but not edit any fields. “Maintain” allows the user to view and edit the editable fields.
 Allow Zero Price  Yes or No  When set to “No” the user cannot sell an item at $0.00.
Purchasing
Drop Ship Wizard  Yes or No  Allows or denies access to the Drop Ship Wizard (Purchasing> Drop Ship Wizard)
Create POs from Inventory Mgmt alerts  Yes or No  Allows or denies the user the ability to reorder from the inventory management tab of the Business Alerts window.
Issue Purchase Orders  Yes or No When set to “No” the user cannot change a PO status to “Issued”.
Purchase Invoice  Not Allowed, View Only, Maintain
Purchase Order  Not Allowed, View Only, Maintain  When set to “Not Allowed” the user cannot create or view purchase orders. When set to “View Only” the user can open and view purchase order, but not edit them. “Maintain” allows full control of the purchase order.
Purchasing Reports  Yes or No  Allows or prevents the user from being able to print reports which are under the “Purchasing” permission group. (You can see which permission group a report is in by going to File> Configuration Manager> Reports, then locate the report in the report catalog. Once you click on it, you will be able to see which permission group, if any, it is in.).
Special Order Wizard  Yes or No  Allows or denies access to the Special Order Wizard (Purchasing> Special Order Wizard)
Packaging
Prepare Shipments  Not Allowed, View Only, Maintain
Shopping Cart
Shopping Cart Import/Export  Yes or No  Allows or prevents the user from importing in sales orders from the web store.
System Admin
System Administration  Yes or No When set to “Yes” the user has the ability to access and change the Configuration Manager. When set to “No” the user cannot access Configuration Manager.

 

Posted in Configuration - Last modified on June 19, 2017Lauren Stine
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