Granular Access Selections

General Access

Allow Postings to Frozen Periods: This option allows the user to perform postings to the financial ledger if the time period has been frozen. There is a confirm dialogue box for this type of posting.

Allow Quotes Settings / Template: This option allows the user to click the “settings” button at the quote/proposal level to access the templates and parameters tabs. This access allows the user to set, clear, and modify template standards, as well as turn revenue recognition on/off, set the retainage percentage, and set the terms for the quote/proposal.

Allow Sales Settings Access: This option allows the user to click the “settings” button at the sale/order level to access the templates and parameters tabs. This access allows the user to set, clear, and modify template standards, as well as turn revenue recognition on/off, set the retainage percentage, and set the terms for the sale/order.

Allow Inventory Allocation: The user can assign inventory records to the sale/order through the inventory icon on material line items.

Allow Inventory Un-Allocation: Allows the user to “clear” meaning to unallocate allocated materials at the job.

Allow Invoicing: Allows the user to create all levels of invoicing (makes a posting to the G/L).

Allow Salesperson Assignment: The user can click into the Salesperson field at the quote/proposal and sales/order and modify the salesperson’s name.  

Allow Estimator Assignment: The user can click into the estimator field at the request measure.

Allow Inventory Receiving: Allows the user to click the receive button on the inventory record and receive materials on the inventory record.

Allow Inventory Delivery: The user can deliver materials to the sales/order, inventory record, and installer work order. 

Allow Inventory Receiving All: This prevents the user from using the Receiving button at the inventory list view and from using the “receive” all button at the purchase order.

Allow Inventory Delivery All: This prevents the user from using the delivery button at the inventory list view and from using the deliver all button at the sale/order pick ticket (old pick ticket).

Allow Disabled Product POs: Allows the user to create purchase orders through a confirm message for products where the purchase order creation has been disabled.

Allow Vendor Accounting Access:  The user can click and open the account tab at the vendor record.

Allow Payment Deletion: Allows the user to delete customer payments.

Allow Payment Refunds: Allows the user to create customer refunds in the customer payments area.

Allow Job Mail/Form Deletion: The user can delete job mail and form entries.

Allow Job Mail Modification: Allows the user to modify a job mail entry.

Allow Quote Deletion: Allows the user to delete a quote/proposal.

Allow Sale Deletion: Allows the user to delete a sale/order once appropriate conditions have been met.

Allow PO Deletion: The user can delete a purchase order once appropriate conditions have been met.

Allow Work Order Deletion: This option allows the user to delete an installer's work order once appropriate conditions have been met.

Allow Invoice Deletion: Allows the user to delete a customer invoice after appropriate conditions have been met.

Allow Invoice Reversing: This option allows the user to use the “reverse” button on A/R invoices to reverse the accounts receivable posting.

Allow Change Order Creation: The user can create a change order using the change order button at the sale/order. **When unchecked, this does NOT prevent the user from linking a proposal to an existing job number as a change order in the transfer process. Nor does it prevent the user from creating a change order by using the transfer to proposal feature.**

Allow AP Check Name Change: Allows the user to change the name that will be printed on a check at the check voucher screen. This allows the payable vendor's name and the check payment name to be different. **This still allows the user to change the name on the check when a refund is created as a company check**

Allow Inv. Adj. G/L Selection: The user can select a GL account when using the edit inventory area for inventory adjustments. **When unchecked, this does NOT prevent the user from selecting a GL account in the inventory adjustment list view. Nor does it validate at the new convert tab for GL selection**

Allow Customer Merging: Allows the user to merge customers.

Allow Vendor Merging: Allows the user to merge vendors.

Allow Unlock Forms: Allows the user to unlock certain forms when using them.

Allow Line Date Editing: This option allows the user to change the line creation date on the job in the sub screen at the profits tab.

Pricing / Overhead Access

Allow Product Creation/Deletion: This option allows the user to create a new product entry in the product catalog by using the new button.

Allow Product Cost Editing: Allows the user to edit the cost field on the prices tab in the product record and in the product list view in the private tab.

Allow Product Cost Viewing: Allows the user to view the cost information for products at the product list view private tab. **This does NOT allow users to view product cost on the prices tab in the product record view. ** 

Allow Labor Pricing Editing: Allows the user to edit the labor pricing at the labor catalog.

Allow Inventory Editing: This allows the user to click the edit button on the inventory record to modify it. Some of the inventory editing actions make a posting to the financial ledger.

Allow Sell Price Editing: This option allows the user to modify the sell prices for material and labor lines on the quote/proposal and the sale/order. However, the user cannot modify the sell prices on the invoice.

Allow Overhead Editing: Allows the user to modify the overhead setting at the quote/proposal and the sale/order on the profits tab. This allows the user to change the overhead setting percentage across the entire job and at the line-item detail. **When unchecked, this does NOT prevent the user from entering an overhead setting at the product catalog prices tab.**

Allow Override Grand Total: This feature allows the user to click the grand total link and modify the overall total of the quote/proposal and sale/order. However, it does not allow the grand total to drop below the cost of all line items.

Allow Override Discount Groups: Allows the user to modify the group discount assignment in the grand total link at the quote/proposal and sale/order. **When unchecked, this does NOT prevent the user from modifying the group information at the product catalog prices tab.**

Allow Locking Sales: Allows the user to click the lock button at the sale/order to disallow any changes to the job.

Allow Unlocking Sales: The user can click the unlock button at the sale/order to allow changes to the job.

Allow Revising Products: Allows the user to click the revise button at the product record to make mass changes to product records in the product catalog.

Allow Cash Drawer Override: Allows the user to open the cash drawer without creating a payment.

Allow PO Creation: Allows the user to create a purchase order from either the sale/order or by using the new button directly at purchase orders.

Allow Kit Assembly: Allows the user to create a kit in the product catalog.

Allow Commission Set/Paid: This option allows the user to click the set commission button and the mark paid button on the sale/order and the mark paid button in the commission's owed report. 

Allow Accepting Work Orders: Allows the user to click the accept button at the installer work order.

Allow Commission % Override: Allows the user to enter commission percentages on the job next to each salesperson’s name. This is used in a percentage split commission scenario.

Allow Commission Override: Allows users to override the commission dollar value in the details area at the job.

Allow Hourly Labor Deletion: Allows the user to delete hourly labor postings in the payroll area. 

Allow Not Preferred Standard Find: Allows users to find products even though the “not preferred” status is marked on products in the product catalog.

Allow Invoiced Tax Type Editing: Allows users to modify the tax type on a job with invoices created.

Prompt Quote Overhead Copy: Allows users to select whether to copy the quote’s original overhead per line settings or to use the new default per line overhead settings.

Deactivate / Disable

Disable Quote Audit Tool Transfer: This setting disables the job audit check upon transfer of a quote to a sale for the specific user. Pacific Solutions does NOT recommend disabling this feature. This feature is in place so that users do not miss important components of the job before presenting the proposal to the client.

Disable Quote Audit Tool Print: This setting disables the job audit check upon printing a quote for the specific user. Pacific Solutions does NOT recommend disabling this feature. This feature is in place so that users do not miss important components of the job before presenting the proposal to the client.

Navigation Access

Allow Daily Calendar Access: Allows the user to click on a specific day in all calendars to utilize the daily view options. **When unchecked, this allows the user to view the monthly calendar but NOT access the daily view for editing.**

Allow Bank Deposits: The user can click the bank deposits button to create bank deposits.

Allow Quote Cost Access: Allows the user to click the profits tab at the quote/proposal.

Allow Sales Est Cost Access: Allows the user to click the profits tab at the sale/order. **When unchecked, the user will NOT be able to open the profits tab even if the “allow sales act cost access box IS checked.**

Allow Sales Act Cost Access: Allows the user to click the profits tab at the sale/order to view the actual cost column. **When unchecked, the user will be able to open the profits tab and view estimated cost only.**
Allow Installer Cost Access: The user can click the cost tab on the installer work order. **When unchecked, this does NOT prevent the user from opening the profits tabs to view labor costs, nor does it prevent the user from viewing labor costs in the labor catalog unless additional access precautions have been taken.**

Allow Inventory Tag Access: The user can open the Tag tab in inventory records. 

Allow Payable Access: Allows the user to click on the A/P button from the navigator.

Allow Reconciliation Access: Allows the user to click on the Reconcile button from the navigator.

Allow Bank Deposit Access: The user can click on the bank deposits button from the navigator.

Allow Full Bank Account Access: Allows the user to click on the bank accounts button from the navigator. This gives the user full access to all “payment” type ledger accounts.

Allow Limited Bank Account Access: Only certain GL “payment” type accounts can be assigned to a user in the admin personnel area. These are the only GL banking accounts that users may have access to for system transactions. Set the restriction first and then define the GL Bank Accounts that are an exception to this rule on the “Restriction Exceptions” tab of the user.

Allow General Journal Entry Creation: This allows the user to click on the journal entry button from the navigator.

Allow Purchase Order Access: Allows the user to click on the purchase orders button from the navigator. 

Custom Entry Defaults

Use _________ tab for Proposal: Use the drop-down menu to select which tab to open (profit or entry) when the user navigates to quotes/proposals. If Profits is selected, the profits tab will automatically become the default viewing tab for the user.

Use _________ tab for Job: Use the drop-down menu to select which tab to open (profit or entry) when the user navigates to Sales/Orders. If Profits is selected, the profits tab will automatically become the default viewing tab for the user.

Closing Sales Requirements: 

(All of these requirements pertain to the individual using the close button at the sale/order. These requirements do NOT pertain to the salesperson’s name on the sale/order).

Close When Invoiced: Allows the person closing the sale/order to complete the closing once the sale/order has been invoiced in full. The job will only close when the job is invoiced in full.

Close When Delivered: Allows the person closing the sale/order to complete the closing once the sale/order has been delivered in full. The job will only close when the job is delivered in full.

Close When Verified: This option allows the person closing the sale/order to complete the closing once the sale/order labor and material lines have been fully cost-verified. The job will only close when it is verified (cost) in full.

Close When Commissions Set: This option allows the person closing the sale/order to complete the closing once the commissions have been set. The job will only close when the commission has been set (calculated).

Close When Commissions Paid: This option allows the person closing the sale/order to complete the closing once the sale/order has been marked commissions paid. The job will only close when it has been marked commission paid (processed).

Close When Job’s Paid: Allow the person closing the sale/order to complete the closing once the sale/order shows it has been paid in full. The job will only close when the customer pays the full amount.

Close When COs Are Closed: Allows the person closing the sale/order to complete the closing once all associated change orders have been closed. The primary job will only close when all the change orders have been closed first.

Close When WOs Are Paid: Allows the person closing the sale/order to complete the closing once all work orders have been paid. The job will only close when the work orders have been paid.

Restrictions

Restrict Quote Access (SP): Restricts the user from accessing others’ quotes/proposals that do not have their matching name in a salesperson field and/or are not the assigned salesperson’s assistant.

Restrict Quote Access (Branch): This restricts the user from accessing others’ quotes/proposals who are assigned to a different branch. Users are restricted by branch so that they can only see records for their assigned branch.

Restrict Quote Transfer (All): Restricts users from transferring quotes/proposals.

Restrict Transfers (Credit Issues): Restricts the user from transferring quotes/proposals based on over the credit limit and past due issues.

Restrict Sale Access (SP): Restricts the user from accessing others’ sales/orders that do not have their matching name in a salesperson field and/or are not the assigned salesperson’s assistant.

Restrict Sale Access (Branch): This restricts the user from accessing others’ sales/orders who are assigned to a different branch. Users are restricted by branch so that they can only see records for their assigned branch.

Restrict Customer Creation: Restricts users from using the new button to create new customers.

Restrict Cust. Accounting Access: Restricts users from editing the accounting settings of customer records.

Restrict Sale Date Change: Restricts the user from changing the creation date on the sale/order.

Restrict Branch Inv Access (Warehouse): This option prevents the user from viewing inventory in branches other than their “home” branch location.

Turn Off Message Center: Turns off messages from pacific solutions on the navigator per user.

Restrict Revenue Rec Editing: Restricts the user from toggling quote/proposal and sale/order between yes and no statuses.

Restrict Job Mail Access: This restricts the user from accessing others' JobMail and restricts the user to only their JobMail.

Restrict No Inventory Option: This prevents the user from being able to click the box “yes” under the “No Inv Req” column on the status tab at the sale/order (job). **When checked this is NOT preventing the user from checking the no inv req box at the quote.**

Restrict Gross Profit Visibility: This restricts the user from seeing GPM% and profit columns on sales reports and from clicking the “Show Profits” button. **When checked, this does NOT prevent the user from viewing gross profit at the job level if they have access to this area**.

Restrict Reports to Rep Only: This setting allows the user to run certain reports only for themselves and anyone they are assigned. You can assign access for other reps on each user’s Access Level tab and Reports sub-level tab.

Restrict Additional Expense Access: This prevents the user from linking and creating additional expenses to jobs in the additional transactions area of the profits tab.

Restrict Past GJ Entry Access: Restricts the user from viewing past general journal entries unless they were created by that specific user.

Restrict AP Bills Due Types: Restricts users from processing payments in bills due to types of bills they are not accessed to see. The setup which AP Bill types the user can process on the “Restriction Exceptions” tab of the user. Set the restriction setting first and then define the types of bills that are exceptions to this rule.

Locked Sales Exceptions

Allow Material/Labor Description Modification: The user can change material and labor descriptions on job line items even if the sale/order is locked.

Allow Material/Labor Cost/Sell Modification: The user will be able to change material and labor costs and sell pricing even if the sale/order is locked.

Automatically Relock Sales: When this user unlocks a job for revision, the job will relock itself when navigating away.

Expanded Layouts Defaults

Expanded Layouts: This setting gives the user the ability to see all system layouts in windows that expand and contract with window resizing. This also activates a change in the layout view to maximize monitor space. This also activates the More/Less lines option. 

Expanded Profits Proposals/Jobs: This setting allows the user to see the budget and parameters columns and build the entry line items directly on the profits tab. It also activates the More/Less lines option.

Setup Access: 

(Checking these boxes does not place the button on the navigator screen, which is accomplished through the Report/Admin options area.)

Allow Default Access: Allows the user to click the defaults button on the admin screen.

Allow Job Types Access: Allows the user to click the job types button on the admin screen.

Allow Marketing Access: The user can click the marketing button on the admin screen.

Allow Tax Authorities Access: Allows the user to click the tax authorities button on the admin screen.

Allow Tax Codes Access: The user can click the tax codes button on the admin screen.

Allow Terms Access: Allows the user to click the terms button on the admin screen.

Allow Close Books Access: The user can click the close books button on the admin screen.