Secure features give users the Authority to do things.  They are attached to Roles.

Once a user has a role that has a secure feature on it - they are enabled for that capability.

Table of Contents

Overview

Some activities within the system are restricted through Secure Features. An employee with a login to the system can have Roles and each Role can have Secure Features. The 'List of secure features' below shows all of the Secure Features and what activities they allow.

Any Secure feature can be limited so it is not available to all users

• It can be limited to System Administrators - SaaSplications super users

• It can be limited to System Managers (SaaSplications system support)

Activities can be restricted by Secure Features in a number of ways:

• A field or fields might be hidden from view on a form, in a displayed list or in a printed report.

• A field or fields might be disabled on a form. The value of a disabled field can be seen but not updated.

• The user might not be allowed to save changes on a form.

• Menu options might be hidden.

• Specific actions might be prevented.

See Security and Roles in the system for a fuller explanation of how security work within the system and how to display and maintain access.

Qualifiers

In addition to a Role having Secure Features, the Role can have a Qualifier for a Secure Feature. The Qualifier might further define the activities allowed for the user.

Can Record Stock Adjustment

• If the Maintain Stock Control Settings form (Administration menu, Control, Maintain StockControl) field 'Secure Stock Adjustments' is ticked 

  • then the GL Account search code field on a Record Stock Adjustment form (Stock menu, Record Stock Adjustment) will be disabled unless the user has a Role that has the Secure Feature 'Can Record Stock Adjustment' with a Qualifier greater than 0

Can See Item Buy Price

• If the user has a Role that has the Secure Feature 'Can See Item Buy Price' with a Qualifier greater than 0 then the 'Average Cost' field on the Article form (Stock menu, Articles) Prices tab will be enabled

• Any user will see on the supplier > Articles supplied list > will see columns "Supplier Part Number" and "Supplier Part Name"

• If user has qualifier > 0 then upload spreadsheet of SKU changes including a column "Average Cost" or "AvCost" will update the average cost and write a journal.  User without a qualifier will be notified by a yellow note that the average cost change failed

• Enables RRP update on Furniture Wizard where estimating new RRP to charge

List of secure features

Secure features are listed here by functional area, with the details of what they do.

Note that when a field that is disabled, or greyed out, no data can be entered or changed in the field. When a field is enabled then data can be entered or changed

Administration Features and broadly applicable features

Can Maintain Config

• Can save or delete Symbols Config (Administration menu, Configuration, Symbols Config). Secure Symbols Configs (Secure box ticked) also require 'Is Config Admin' secure feature.

• Enable 'Company/Context Specific?' check box on Symbols Config form (Administration menu, Configuration, Symbols Config)

Can Maintain Email Templates

• Can save or delete Email Templates - see Email Templates

Can Maintain Employee Data

• Can save or delete Employee with Login Codes

• Enable 'Create Site User If Necessary' check box on Employee form

• Enable search for employee by Login Code on Employee form

• Enable 'Login Code' field and 'Allow Login' check box on Employee form 

• Enable 'Create Site User If Necessary' check box on Employee form 

• Enalble "Resend users password" from employee screen

Can Maintain Entity Ownership

• Enable Parent Company field on Company form

• Qualifier > Zero required for modification of Global Entities

Can Maintain Locations

• Can save or delete Locations - Post Codes 

Can Maintain Log User Auth

• Can save or delete 'Authorised User' on /wiki/spaces/SI/pages/33054933  form (Administration menu, Master Data, Recurring Events) Authorisation tab

• Can see and update 'Pin Number' on /wiki/spaces/SI/pages/33054933 form (Administration menu, Master Data, Recurring Events) Authorisation tab

Can Maintain Profile Types

• Can save or delete Simple Profile Types or Item Profiles (Administration menu, Master Data, Simple Profile Types)

Can Maintain User Roles

• Can save or delete Secure Features (Administration menu, Control, Security, Secure Feature button)

• Can save or delete Secure Feature for a Security and Roles in the system Role (Administration menu, Control, Security)

• Can save or delete Security Role (Administration menu, Control, Security)

• Can save or delete Security Role for an Employee (General Admin menu, Relationships, Employee) Roles tab

Can Make Global Entities

• Can make Person local (to current Host Company (your business/s)) or global (to all Host Companies) (General Admin menu, Entities/Cards, Person, Profile tab, Special menu, 'Make this entity Local to current company' or 'Make this entity Global')

• Can make Company local (to current Host Company (your business/s)) or global (to all Host Companies) (General Admin menu, Entities/Cards, Company, 'Contact Details and Logo' tab, Special menu, 'Make this entity Local to current company' or 'Make this entity Global')

Can Merge Business Entities

• Can merge duplicate Person records (General Admin menu, Entities/Cards, 'Duplicate Person Merge', Merge tab, 'Merge From' button)

• Can merge duplicate Company records (General Admin menu, Entities/Cards, 'Duplicate Company Merge', Merge tab, 'Merge From' button)

Is Config Admin

• Enable Secure and Encrypted check boxes on Symbols Config form (Administration menu, Configuration, Symbols Config)

• Enable 'Company/Context Specific?' check box on Symbols Config form (Administration menu, Configuration, Symbols Config)

• Can see and update encrypted value on Symbols Config form (Administration menu, Configuration, Symbols Config)

• Can save or delete Secure Symbols Config (Secure box ticked) (Administration menu, Configuration, Symbols Config). Also requires 'Can Maintain Config' secure feature.

Email Copy

• Any employee with a role of 'Email Copy' will be included in the To, CC and BCC lists of all composed emails.

Host Company Manager

• Can update "Tenant Specific" Custom name on GL Chart of Accounts Accounts

Can Journal Spend money

• Can create journals from expenses entry

• When using the Portal to enter expenses will autocreate the journals as expenses are entered

Is System Manager

• Allows modification of Host Company

• Shared Instances this feature is available to system managers only (ie persons who support all users of the shared instance).

• Can update Article Categories

• Adds columns to Debtor Aging - Phone number, Email Address

• Can sync shopify stock articles and available stock to shopify store

Commissions Manager

• Can set % / $ commissions on Creditor and Debtor

Anonymous Features - for Anonymous Transactions

Can Process Anon Requests

• Events menu, Anonymous Requests, Process Request tab, Process Request button

Can Process Anon Transactions

• Events menu, Anonymous Transactions, Process Transaction tab, Process Transaction button

• Events menu, Anonymous Transactions, Process Transaction tab, Process Payment button

Can Save Anonymous Actions

• Events menu, Anonymous Requests, 'Save F4' button

• Events menu, Anonymous Transactions, 'Save F4' button

Supplier (Creditor) Specific Features

Can Create New Creditor

• If there is a Symbols Config with a key of 'RestrictNewDebtorCreditorRecords' and a value of 1 then a user without the secure feature cannot save a new Creditor record except for themselves

• To end date creditors - need qualifier of greater than zero

Creditor Maintenance

• Can save or delete Creditor Maintenance Creditor (Creditors menu, Creditor Maintenance)

• Can save or delete Creditor journals (Creditors menu, various options)

Can Write off Creditor Balance

• Allows the user to write off small amounts from creditor invoices.  Commonly used when rounding by creditors is different to our system rounding.  Write off is limited to 10c - larger write offs use credit notes.

Hold Creditor Invoice

• Allows  the user to place Creditor invoices on hold

• Can hold a locked creditor invoice

• Cannot hold a credit note

Rollback Creditors Payment Batch

• When a Bulk Pay Creditors batch has been created - allows user to rollback the batch.  Will not roll back if any journals have been reconciled in the bank

Customer (Debtor) Specific Features

See also CanMakeGlobalEntities and CanMergeBusinessEntities

Note that from the debtor screen creation of invoices, payments or credit notes will not be available if the entity is "invoice my parent" or "invoice my buying group"

Maintain B E Details .... Note:B E stands for "Business Entity"

• Can save or delete an existing entity ( Person, Company, Host Company (your business/s)). This secure feature is not required to save a new entity.

Can Create New Debtor

• If there is a Symbols Config with a key of 'RestrictNewDebtorCreditorRecords' and a value of 1 then a user without this secure feature cannot save a new Debtor record (except for themselves)

Can Maintain B E Auth Details .... Note:B E stands for "Business Entity"

• Enable Login Code field and show Password... button on Person form (General Admin menu, Entities/Card, Person) Advanced/Contact tab

Can Lock Credit Hold

• See also Stop Supply (also known as Credit Hold) and Sales Order Hold Status.

• On a Sales Order with a status of Hold where the debtor or the debtor's parent company, if any, has Stop Supply locked

  • get the option to 'Take Order off Hold' on the Status menu

• On Customer Form can update

  • Never Credit Hold checkbox

  • Never charge freight checkbox

  • Stop Supply Checkbox (Manual application of Stop Supply)

  • Admin Menu

    • Can Lock/unlock Stop Supply for displayed customer

Can Maintain Credit Hold

• If debtor does not have Stop Supply Locked then enable Stop Supply' check box on Debtor form (Debtors menu, Debtor Maintenance) Debtor tab

• On a Sales Order with a status of Hold where the debtor and the debtor's parent company, if any, do not have Stop Supply locked then get the option to 'Take Order off Hold' on the Status menu

• On a Sales Order with a status other than Hold, delivered, Closed or Cancelled then get the option to 'Put Order on Hold' on the Status menu

• Gets list of email addresses column on aging debt lists

Can Maintain Archived Debtors

• Status can only be set to or from Collect Only and Archived status by user with role with this secure feature.  

  • Setting Collect Only or Archived status sets Stop Supply on.  

  • Stop Supply cannot be set off while debtor has status of Collect Only or Archived.

  • Orders cannot be set off Hold while debtor has status of Collect Only or Archived

  • Customers with a debtor status of Collect Only or Archived will not show on:

    • Sales Rep Management lists.

    • Sales Order Wizard customer list for sales rep.

    • Sales Order Batch Propose Customer List.

• Adds checkbox on Debtors Reports Tab = 'Show archived' (to the left of the Refresh button).

  • This will only show if the logged in user has the secure feature.

  • This applies to reports 

    • 'Master List (People debtors)', 

    • 'Master List (Company debtors)'

    • 'Master List (All debtors)'.

  • If checked then only debtors with Archived status will be listed.

  • If not checked then debtors with a status other than Archived, Expired or Cancelled will be listed.

  • Note searching for exact debtor code in search box allows archived debtor to be found by any user

• Archived debtors are triggered by

  1. Debtor expiry date in the past

  2. All debt paid or written off (otherwise debtor will be in "Collect Only" status. see Lifecycle of a Debtor

Activate Debtor Override

If a new customer is activated or a Collect Only or Archived customer is re-activated then the New Customer Required Fields form is displayed.

If the 'Activate this Customer' button is clicked and the customer does not have all required fields and the user has the secure feature 'Activate Debtor Override' then a message will pop up:

This debtor does not have all of the required fields for activation or reactivation.
If this is a head office account that does not require all of these fields then click OK to (re)activate it anyway, otherwise click Cancel.

Can Maintain Debtor Sales Rep

• Enable Sales Rep/Consultant field on Debtor Maintenance  form (Debtors menu, Debtor Maintenance) Customer tab

Can Maintain Debtor Terms

• Terms (Days)

• Term Type

• Buying Group

• Invoicing Rules (entire Section)

  • Invoice Entity

• Trading Terms (Off Invoice) 

• Order Discount 

• Settlement Discount 

• Bank Details (entire section)

  • Vendor Code

  • Bank Account Number

  • Bank Branch

  • Bank Transaction Identifier

  • Account Name

  • Statement Option

  • Statement Frequency

  • Auto email Invoice

  • Commission Rate

• Users with this secure feature can make debtors active

• Users without this secure feature when creating new debtors will be in "Proposed" status and orders will be on hold

1. Buying Group

2. Invoice Entity

3. Vendor Code

4. Bank Account Number

5. Bank Branch

6. Bank Transaction Identifier

7. Account Name

8. Commission Rate

9. Statement Frequency

10. Auto email Invoice

Is Commissions Manger

• Can run the commissions process

• Can maintain the Commissions rate on a Brand Rep

Is bookings Manager

• Can change the date of a booking to the past (will receive warning message)

• Will get notified via internal messaging when a driver has accepted a manifest

Can Write Off Debtor Balance

Allows users to write off small amounts on debtor invoices = upper Limit set on host company "Max Write Off Adjustment"

Confirm Debtor Refund Actioned

• Allow Debtor Refund form (Debtors menu, Refund) Action menu (at bottom of form) 'Mark as Actioned' option (if status is Pending)

• Allow Debtor Payment form (Debtors menu, Payment) Action menu (at bottom of form) 'Confirm Payment (after timeout)' option (if status is Pending)

Confirm Payment In Bank

• Allow ticking of Easy 3 Payment check boxes on Customer Sales Order with Payment Method of Easy 3

• On a Customer Sales Order add 'Record a payment journal for this order' option to the Status menu if

  • Payment Method is Finance, Credit Status is Approved and there is no Billing status

  • Payment Type is Direct Deposit or Cheque and there is no Billing status

• On a Customer Sales Order add 'Record a special [multiple] payment journal for this order' option to the Status menu if Payment Type is Multiple

• Allow authorisation of a sales order with Payment Type Multiple and Status of Plan after receiving final payment

Credit Card Processing

• Allow Save of Debtor Payment with Payment Method of Credit Card, which will process credit card payment

• Allow 'Authorise Now' option from Authorise menu on Debtor Payment form, which will process credit card payment

• A Non Zero Value will allow visibility of the "Merchant" Value on Host Company (your business/s) bank accounts - this is where the merchant code is entered for gateways like Eway Credit Card Gateway Module

• Required to do POS cash count if credit cards used in POS

Can change invoice due date

• Allows user to change the due date manually on any invoice that has not been reversed. Note - due dates update automatically if the debtor terms change.

Is E D I manager

• Allows user to update debtor EDI code

• SKU > Provides user access to Shopify Integration Management actions: (Reconcile SKUs - ie find problems, create products in Shopify, Upload inventory dirty SKU's, Upload inventory all SKU's ).  Note Shopify store integration must be set on Host Company and emails to be sent must be set at Symbols Config (ShopifyErrorEmailRecipients)

Is Sales Manager

• Price list

• Rating on customer - used for stock assignment

• Exclude Sales from Raw Sales Data - used for stock sales forecasting

• Fields in "Standard Profile" on Customer

• Can Credit Delivery Fees on Sales orders

Is Rental Manager

Event Specific Features

Can Remove All Attendees

• Allow delete of any event attendee (Events menu, Event Maintenance, Attendees tab)

Is Event Finance Manager

• Enable 'Accept Registrations' check box on Event Details form (Events menu, Event Maintenance) General tab in Registrations panel

• Enable 'GST Rate Override' field on Event Details form (Events menu, Event Maintenance) Client/Revenue tab at bottom left

• Enable 'GL Account' selection on Event Details form (Events menu, Event Maintenance) General tab at bottom left

Financial (GL) Specific Features

Access Private Journal Batches

• List Journal Batches marked Private that I did not create in the Journal Batch form (GL menu, Batches) Batch Locator tab

• List Journal Batches marked Private that I did not create in the Batch drop-down list of various journal forms

• Qualifier >= 10 = can reopen POS Credit Card Batchs

Can Change Account Opening Balance

• Allow 'Roll Account Totals' button on Financial Year form (GL menu, Setup, Financial Years) Financial Year tab.  Error message = "You do not have Authority to modify account balances"

• Allow 'Create zero/empty opening balances' button on Financial Year form (GL menu, Setup, Financial Years) Opening Balances tab

Can Close Financial Periods

• Allow Close option in Period menu on Financial Year form (GL menu, Setup, Financial Years) Financial Year tab

• Allow 'Redo period totals for all periods' option in Period menu on Financial Year form (GL menu, Setup, Financial Years) Financial Year tab

• Allow 'Redo period totals for period name' option in Period menu on Financial Year form (GL menu, Setup, Financial Years) Financial Year tab

• Allow manual calculation of summary data at any time - eg from status menu on invoice.  "Calc Summary for Reporting (all of this type)"

Can Create General Journal To Control Account

• Allow including a control account in a general journal. Control accounts are:

  • 'Trade Debtors' account on Maintain GL Control form (Administration menu, Control, Maintain GL Control) GL tab

  • 'Trade Creditors' account on Maintain GL Control form (Administration menu, Control, Maintain GL Control) GL tab

  • 'Default Stock Asset' account on Maintain GL Control form (Administration menu, Control, Maintain GL Control) Stock/Manufacturing tab

Can Journal Foreign Currency

• Can use a currency other than the home currency on a journal

Can Maintain Chart Of Accounts

• Can save or delete GL Account (GL menu, Chart of Accounts)

• Add option 'Merge this account into general tab account' to context menu (right click in GL Code column) of list shown on Chart of Accounts Advanced tab

• Add option 'Select Target Account' to context menu (right click in GL Code column) of list shown on Chart of Accounts  Advanced tab (selects account right clicked on in list on General tab)

• Do not show GL accounts not visible to my company in tree view (left hand pane) of Chart of Accounts General tab

• Can change Fixed Asset Classifications

Can Maintain GL Control

• Can save changes to GL Control (Administration menu, Control, Maintain GL Control)

• Can modify imported journals

Can Open Financial Periods

• Can update Financial Periods, Close, Reopen, change name

• Can update journals in a reopened financial period

Can Perform Bank Reconciliation

• Can perform bank reconciliations to maintain bank accounts

•  a qualifier > 0 

  • allows the user to update the information about bank accounts on the host company

  • Can update Eway Integration API (API key, Account Name, Username, Password) on Host Company

  • Allows user to view / change bank reconciliation lines that have been grouped together

External Accountant

• Can maintain general journals via alternate login?

Modify Locked Journals

• Journals that are created by the system are locked to avoid being changed. This feature allows a user to modify locked journals including delete them.

Can Reverse Invoices

• User can reverse existing invoices - creates a mirror invoice and allocates it.

Modify Reversed Journals

• Can save or delete reversed journals

Post Journals Into Closed Bank Rec

• Can save a journal with a line that affects a bank GL account when the journal date is before the latest closed Bank Reconciliation for that account

Rollback Creditors Payment Batch

• on the Pay Suppliers form, Finder tab, there is a right click option to 'Rollback payment batch'. This action will unallocate and delete all journals in the batch, set the batch to Cancelled status, write an entry in the system event log showing the suppliers and payment amounts in the batch and set the Pay Suppliers batch back to Plan status.

FixedAssetManagement

• Can create asset initial value from linked Creditor Invoices

• Can create Monthly mass depreciation journals

• Can adjust Financial Fixed Asset Fields on an Asset - Depreciation Method, Asset Expected Life, Taxable proportion, GL Class.

Notify on Journal Change

• Useful things to know#SystemMessagestoUsers sent on change of any journal in the system

Asset Manager (not yet active)

• Can update general asset details including owner, renter, bank card

Asset Financials (not yet active)

• Purchased / Disposed area