User permissions explained

The Manage roles article explains how permissions can be set for your organisation's users. In this article, we'll explain in more detail what each user permission grants access to. Granting permission to a user gives full or read-only access to the selected feature. For features where it is not possible for the user to edit, full access replaces read-only access (e.g. can see User Audit Report).

Prerequisites

• Introduction to users and Manage roles (required)

Audit

Cloud integration

CRM

Dashboard

For more information, see Using the dashboard.

Financials

Financing

Fulfillment

Integration

Each integration permission allows users to access that integration’s settings. Users don’t need an ecommerce integration’s permissions to add products to, and remove products from, that ecommerce channel.

Inventory

Locations

Use Locations permissions to restrict the user's actions to the selected locations. Stock picking, stock receiving, inventory actions (stocktake, stock adjustment, inventory write-off) and production actions (assembly, disassembly) are restricted to locations where permission is granted. Users can still see purchases, sales, inventory actions and production actions in other locations when created by other users.

Note: Locations permissions for Cin7 Core POS are managed via Cin7 Core POS. See Invite Setting up Cin7 Core POS - Basics - Invite Users to your POS store for details.

Manufacturing

Assembly - List and tasks

Assembly allows you to keep track of the use of raw materials as well as costs associated with assemblies. (Read-only) View the list of assembly operations and their details. View assembly tasks assigned to you. (Full Access) Allows creation, authorization, undo and void of finished goods operations.

Disassembly - Lists and tasks

Disassembly can be used to break down inventory items into components. It can also be used to perform unit conversions, e.g. from tons to kilos. (Read-only) View the list of disassembly operations and their details. View disassembly tasks assigned to you. (Full Access) Allows creation, authorization, undo and void of disassembly operations.

Manufacturing - Jobs list and tasks

The Jobs module can be used to keep track of expenditure that has gone into performing a job for a customer. (Read-only) View the list of job operations and their details. View job tasks assigned to you. (Full Access) Allows creation, authorization, undo and void of job operations.

Production orders - List and tasks

Production Orders allow you to keep track of the use of raw materials as well as costs associated with manufacturing of finished goods. (Read-only) View the list of production orders and their details. View production tasks assigned to you. (Full access) Allows creation, editing of Production Order and Production Run. Allows picking of components. Allows starting and completion of operations. Allows Consolidation of Orders from the Production Orders List.

Production – Undo

Allows Undo of Assembly, Disassembly, Production, Job, Inventory Write-off tasks.

Production – Void

Allows Void of Assembly, Disassembly, Production, Job, Inventory Write-off tasks.

Production orders - Authorize orders, release orders, authorize put away

(Read-only) View production orders, put away, but can’t press authorize and release or carry out put away. View production tasks assigned to you. (Full access) Allows authorization (planning) of production orders, release of production orders and put away. Allows authorization and release, singly and in bulk, of orders from the Production Orders List.

Production orders - Undo, void, mark as completed, mark as in progress

(Read-only) View production orders and put away, but can’t see void, undo, mark as completed buttons. (Full Access) Can undo/mark as completed/void production order or production run.

Production orders - Edit completed operations

(Read-only) Can see actual time. (Full access) Can edit Actual Time for Production Order operations after an operation has been completed.

Advanced Manufacturing - Capacity Planner

(Read-only) View Capacity Planner ncluding allocated and consumed capacity details. (Full Access) Re-plan allocated resource capacity manually (by changing Required By/Planned dates) or automatically (using the Replan button.) Access and edit production menu settings (Work Centres, Resources, Factory Calendar).

Advanced Manufacturing - Scheduler

(Read-only) View Scheduler. (Full Access) Reschedule Production Orders, Production Runs and operations from the Scheduler.

Advanced Manufacturing - Production BOM

(Read-only) View a product's Production BOM. (Full access) Allows creation and editing of a Production BOM.

Advanced Manufacturing - View production cost data

(Full access) Production cost information is visible on Production BOM, Production Order, etc.

MRP

Materials Requirements Planning (MRP) runs consider demand from sales and supply from stock on hand, transfers, production, assembly and suppliers to generate supply management suggestions. Use MRP runs to compare actual and forecasted sales demand with available and potentially available stock supplies and determine when products should be produced in-house, bought from suppliers, and delivered to distribution centers.

This permission grants access to the MRP run feature. See Materials Requirements Planning (MRP) for more information.

Purchase

Purchases

Cin7 Core allows you to set granular permissions for the purchase process.

• Purchases - List and tasks: (Read-only) View the list of purchases and purchase status. View purchase tasks assigned to you. View order lines and document header. View manual journals, Attachments and Logs & Attributes tabs of purchases. (Full Access) Create and save new orders, cannot add items. Make changes to document header. Clone existing orders. Add attachments to orders. Mark as Received.

• Purchase – View order: Purchases list and tasks permission is required. (Read-only) View the Order tab. (Full Access) Add and edit purchase order lines of non-authorized orders. Print and email order documents (Purchase Order, Purchase Order Matrix).

• Purchase – Authorize order: Authorize purchase orders.

• Purchase – View stock received: Purchases list and tasks permission is required. (Read-only) View the Stock Received tab. (Full Access) Add and edit stock received lines if not yet authorized. Print and email stock documents (Receiving Note, Product Label).

• Purchase – Authorize stock received: Authorize stock received actions.

• Purchase - View invoice and credit note: Purchases List & Tasks permission is required. (Read-only) View the Invoice tab and Credit Note tab. (Full Access) Add and edit invoice/credit note lines. Create credit note purchases. Print and email invoice/credit note documents (Purchase Invoice, Purchase Return). Add payments/refunds to authorized invoices/credit notes.

• Purchase – Authorize invoice and credit note: Authorize invoices and credit notes.

• Purchase – View prices and totals: View price, order line and total information on purchase tasks and purchase documents.

• Purchase – Undo: Undo purchase orders.

• Purchase – Void: Void purchase orders.

• Purchase – Approve, reject, and review orders: Approve or reject POs. Review rejected purchase orders and reopen them. Purchase order approval must be enabled in your general settings.

Reorder stock

Low stock reorder and Backorders trigger reorder of stock. N ew stock is ordered from your suppliers to complete a sale order or when stock levels are running low. (Read-only) View backorder and reorder items. (Full Access) Create purchase orders for reorder items.

Note: This permission does not affect setting low stock reorder points.

Suppliers

Suppliers are who you buy services and products from.

• Suppliers - List and details: (Read-only) View suppliers list and supplier details. View supplier deposits. (Full Access) Add and edit suppliers.

• Supplier - Purchase history: Makes visible Purchases by Product and Purchases by Document tabs on the supplier detail screen.

• Supplier - Bulk payment: Access and make bulk supplier payments.

  • Note: This does not affect payments on individual invoices.

Edit Authorized Documents

Allows editing of authorized documents. To use this permission, the user will need the purchase task view permission of the document they want to edit (order, stock received, invoice, credit note).

Reports

Cin7 Core allows you to generate multiple types of reports on your business. There are several reports within each report type:

• Financials

• Fixed Assets

• Inventory

• Purchase

• Production

• Sale

• Audit (covered under Audit permission).

You can grant a user read-only or full access to each report type. (Read-only) View reports. Move columns and save new layouts. Apply filters. Change visible date range. (Full Access) Reset layout to default. Add new column headings.

RMA

An RMA (return merchandise authorization) is a numbered authorization provided by a merchant to permit the return of a product to receive a refund, replacement, or repair during the eligible period. Returns involve an interlinked network of actions and decisions, including issuing credit notes, refunds, and initiating actions like inspection, repair, replacement, scrap, and restocking. The RMA module allows you to configure your organisation's return policies, which are then used to streamline returns decision-making and automate much of the returns workflow.

See Returns (RMAs and return orders) for more information.

Cin7 Core creates the following objects for returns:

• Return Merchant Authorization (RMA): RMAs are numbered authorizations provided by the merchant to permit the return of a product. RMAs are for RMA officers or managers to make the final decision on what will happen to a returned product, decide how costs of a return are handled, and manage communication with the customer.

• Return Order: Return Orders are for warehouse staff and managers to carry out inspection, repair, replacement and restocking of physical products.

The permissions are available for RMAs:

• RMA - Setup (Settings section): (Full Access) create/edit/delete Return Policy, Reasons for Return, Return Order Settings. (Read-only) view Return Policy, Reasons for Return, Return Order Settings.
  

• RMA - List and details: View the list of RMAs and RMA status, return orders and return orders. Create RMA.

• RMA -  View RMA: RMA list and details permission is required. (Read-only) View the Products tab to see returns request. View details, resolution, and related orders. (Full access) Edit RMA data, print, Mark as Completed.

• RMA task - Authorize RMA: (Full access) Authorize/reject product return request. (Read-only) Can view RMA data.

• RMA task - Resolve RMA: (Full access) Resolve RMA, choose resolution action, invoice customer for expenses. (Read-only) can view RMA data.
  

• RMA -  Undo and void: Undo and void RMA tasks.

These permissions are available for return orders:

• Return - View return order: (Read-only) View the Products tab to see expected products to return and return quantity. View details, inspection/repair costs, resolution, and related orders.  (Full Access) Add expenses to return milestones. Edit return orders, print, and mark as completed.

• Return - Authorize return order: (Full access) Authorize receipt of returned products.(Read-only) Can view Return Order data.

• Return - Resolve return order : (Full access) Resolve return order and choose resolution action. Add expenses for return order. (Read-only) Can view Return Order data

• RMA -  Undo and void: Undo and void RMA tasks.

The permissions are available for warranties:

• Warranty - Setup: (Read-only) View warranties in Settings → Reference books. Open warranties to view details (Full Access) Create new warranty types and edit existing warranty details.

• Warranty - Search: View and search Sales → Warranties for existing registered warranties.

Sale

Sales

Cin7 Core allows you to set granular permissions for the sale process.

• Sales - List and details: (Read-only) View the list of sales and sale status. View recurring sales. View sale tasks assigned to you. View sale order lines and document header. View manual journals, Attachments and Logs & Attributes tabs of sales. (Full Access) Create and save new orders, cannot add items. Make changes to the document header. Clone existing orders. Add attachments to the order. Create invoices for recurring sales.

• Sale – View profit margin: Makes visible the Margin column on the sale order screen.

• Sale – Change prices and discounts: Edit price and discount fields on a sale quote, sale order or sale invoice.

• Sale – Ignore credit limit: Ignore credit limit for that customer if applicable. Credit limits for a customer can be specified in the customer details.

• Sale – View quote : Sales list and details permission is required. (Read-only) View the Quote tab. (Full Access) Add and edit quote lines of non-authorized quotes. Print and email quote documents (Sale Quote, Sale Quote Matrix).

• Sale – Authorize quote: Authorize quotes.

• Sale – View order: Sales list and details permission is required. (Read-only) View the Order tab. (Full Access) Add and edit sale order lines of non-authorized orders. Print and email order documents (Sale Order, Sale Order Matrix).

• Sale – Authorize order : Authorize sale orders.

• Sale – View pick: Sales list and details permission is required. (Read-only) View the Pick tab. (Full Access) Add and edit pick lines if not yet authorized. Print and email pick documents (Pick List, Expanded Pick List).

• Sale – Authorize pick: Authorize pick actions.

• Sale – Approve, reject, and review quote: Approve and reject sale quotes, review rejected sale quotes and reopen them. Quote approval must be enabled from your general settings.

• Sale – View pack: Sales list and details permission is required. (Read-only) View the Pack tab. (Full Access) Add and edit pack lines if not yet authorized. Print and email pack documents (Receipt, Packing Slip, Box Label).

• Sale – Authorize pack: Authorize pack actions, including warranty registration.

• Sale – View ship: Sales list and details permission is required. (Read-only) View the Ship tab. (Full Access) Add and edit ship lines if not yet authorized.

• Sale – Authorize ship: Authorize ship actions.

• Sale – View invoice and credit note: Sales list and details permission is required. (Read-only) View the Invoice tab and Credit Note tab. (Full Access) Add and edit invoice/credit note lines. Create a sale credit note. Print and email invoice/credit note documents (Credit Note, Invoice, Invoice Matrix). Add payments/refunds to authorized invoices/credit notes. Create warranty registration.

• Sale – Authorize invoice and credit note: Authorize invoices and credit notes.

• Sale - View prices and totals: View price, order line and total information on sale tasks and sale documents.

• Sale – Undo: Undo sale orders.

• Sale – Void: Void sale orders

Customers

Customers buy services and products from you.

• Customers - List and details: (Read-only) View customers list and customer details. View customer credits. (Full Access) Add and edit customers.

• Customer – Enable/disable credit hold: Enable or disable manual Credit Hold on a customer.

• Customer - Sales history: Makes visible Sales by Product and Sales by Document tabs on the customer details screen.

• Customer - Bulk payment: Access and make bulk customer payments.

  • Note: This does not affect payments on individual invoices.

Purchase/sale CSV import

Import purchase and sales tasks via CSV. This is accessed from Purchases → Purchases → Import or Sales → Sales → Import.

Note: This permission is not required to import purchase/sale order lines via CSV.

Gift cards

Gift cards are offered to customers to then be used to pay for your products and services. Full access allows importing, exporting and forfeiting Gift Cards. Read-only access allows viewing currently active gift cards, their balances and expiration dates. This permission does not affect generation of gift cards during the sale process.

Order routing

Order routing causes Cin7 Core to automatically route an order to the seller's inventory location nearest to the provided shipping address for fulfillment when a customer places an order on an eCommerce platform. This is accessed from Settings → Reference books → Stock → Order Routing. This permission allows turning order routing off and on, create and edit order routing locations and change order routing sessions.

Edit authorized documents

Allows editing of authorized documents. To use this permission, the user will need the sale task view permission of the document they want to edit (quote, order, pick, pack, ship, invoice, credit note).

Settings

Your Company

Your company details are found in Settings → Reference books →Your Company. See Reference books – Your Company for more information.

• Your company – General Settings: (Full Access) Make changes to Settings → General settings. See General settings for more information. (Read-only) View company general settings.

• Your company – Addresses: (Full Access) Add and edit Shipping, Billing and Business addresses for the company. Select default addresses for each type. (Read-only) View company address information.

• Your company – Contacts: (Full Access) Add and edit company contact details for the company. Assign company contacts to mailing lists. Select contact type (Sales, Shipping, Employee, etc.) and set a default contact for each type. (Read-only) View company contact information.

Financial

Your company financial settings are found in Settings → Reference books → Financial. See Reference books – Financial for more information.

• Financial – Chart of accounts and mapping: (Full Access) Add and edit accounts. Change account mapping. (Read-only) View the Chart of Accounts and Account Mapping configuration.

  • Note: If integrated with Xero/QuickBooks, accounts are created/edited from the accounting system and are read-only in Cin7 Core.

• Financial – Taxation rules: (Full Access) Create and edit tax rules. (Read-only) View existing tax rules.

• Financial – Payment terms: (Full Access) Create and edit payment terms. (Read-only) View existing payment terms.

Stock

Your company product settings are found in Settings → Reference books → Stock. See Reference books – Stock for more information.

• Stock – Product categories: (Full Access) Create and edit product categories. (Read-only) View existing product categories.

• Stock – Brands: (Full Access) Create and edit brands. (Read-only) View existing brands.

• Stock – Locations: (Full Access) Create and edit locations. (Read-only) View existing locations.

• Stock – Units of measure: (Full Access) Create and edit Units of Measure to classify your products (kg, hour, ml, etc.). (Read-only) View existing Units of Measure.

• Stock – Product discounts: (Full Access) Create and manage product discounts and product deals. (Read-only) View existing product discounts and product deals.

  • Note: This permission is not required to add discounts to order lines, customers, suppliers or whole orders.

Other items

Other company settings are found in Settings → Reference books → Other Items. See Reference books – Other Items for more information.

• Other items – Carriers: (Full Access) Create and edit carriers. (Read-only) View existing carriers.

• Other items – Shipping zones: (Full Access) Create and edit shipping zones. (Read-only) View existing shipping zones.

• Other items – Additional attributes:(Full Access) Create and edit Additional Attributes. (Read-only) View existing Additional Attributes.

  • Note: This permission is not required in order to assign additional attributes to a product, customer or supplier.

• Other items – Lead categories: (Full Access) Create and edit custom lead statuses. (Read-only)View existing custom lead statuses.

Users and roles

The Users & Roles feature can be used to invite new users to Cin7 Core and manage their permissions for the system. This is accessed from Settings → Users & Roles. (Full Access) Invite users and advisers to Cin7 Core. Create roles and assign users to a role. Set user permissions and role permissions. Delete users. (Read-only) View users, roles and user/role permissions.

Note: The Master User can also lock users out of the system without deleting them – the Master User has full access unconditionally.

Document and email templates

Customise document and email templates for your business. (Read-only) View available templates. Download existing document and email templates. (Full Access) Upload document and email templates. Reset templates to default. Set email subject lines. Editing of the Warranty Certificate template. This is accessed from Settings → Documents & Email Templates.

Export to CSV

In many Cin7 Core modules, you are able to export data in CSV format (inventory list, suppliers list, customers list, etc.). Without this permission, the Export button is still visible but clicking it gives the user a 'Not Allowed to Export' message. This permission is not necessary in order to import data via CSV.

Automation

The Automation module allows you to set up internal and external notifications for your users and customers. Set up Mailing Lists, trigger internal notifications for events (e.g. customer credit limit exceeded), add and edit scheduled reports, and set up reminders for the dashboard portlet. This does not include access to the Workflow page. This is accessed from Settings → Automation.

Workflows must be explicitly set for access to Settings → Automation → Workflow. This permission allows you to create and edit workflows and set up events and actions that trigger automatically once certain conditions are achieved in sales processes.

Cin7 Core to Cin7 Core networking

Cin7 Core to Cin7 Core Networking allows you to connect directly with your suppliers and customers who also use Cin7 Core. It is accessed via Settings → Reference books → Your Company. Once connected, you can send purchase orders to suppliers, send invoice and sales orders to customers and approve purchase orders/invoices/sales orders from the Cin7 Core to Cin7 Core Network. This permission allows you to invite suppliers/customers to your network, respond to invitations and remove network connections.

Note: This permission is not required to send orders/invoices via the Cin7 Core to Cin7 Core Network to suppliers/customers that are already connected.

Default product/customer/supplier values

Cin7 Core allows default field values to be configured for new products, customers and suppliers, allowing faster and more convenient data entry from anywhere within the system. When default field values are set up, every time a new product, customer or supplier is created from within Cin7 Core, the available fields are pre-filled with these values. By default, this permission is disabled for regular users while it is enabled for admin users and owners. Default field values are accessed via Settings → Reference books → Default Field Values. Users who do not have access to this section will not see it at all.

Cin7 Core API - Setup

The Cin7 Core API is part of the Cin7 Core web application. Granting permission for API setup allows the user access to the API settings through Integrations → Cin7 Core API.

Cin7 Core WMS - Setup

The Cin7 Core Warehouse Management Solution allows you to perform warehouse operations (pick, pack, stocktake, etc.) using standard smartphones and tablets. Granting permission for Warehouse Application setup allows the user access to WMS settings through Integrations → Cin7 Core WMS.

Shipping Services

Cin7 Core allows integration with several third-party shipping services. Granting permissions for shipping services allows the user access to that integration's settings accessed through Integrations → [Integration Name].

Note: These permissions do not affect users using the shipping services and getting shipping rate quotes.

Tasks

The Tasks module in Cin7 Core is requires the automation subscription upgrade. Manually assign tasks to users directly from your sales, purchases, and more, or set up a whole workflow for a Purchase, Sale, Supplier, Customer, Credit Note, Assembly or Disassembly.

• Tasks - Create and edit tasks: Allows creation and editing of tasks assigned to the user, including changing dates.

• Tasks - Assign tasks: Can assign tasks to other users.

• Tasks - Receive task assignments: Other users can assign tasks to the user.

• Tasks - Access setup page: Can access the Settings → Automation → Task Settings page and change task settings.

• Tasks - View assigned tasks: Can view list of tasks assigned to the user.

• Tasks - View all tasks: Can view tasks assigned to other users from the task list.

• Tasks - Approve tasks: Can approve tasks.

• Publish to everyone.4.log-2010416261.zip30 KB
• Publish to everyone.4.log-2010416261.zip30 KB
• Publish to everyone.4.log-2010416261.zip30 KB
• Publish to everyone.4.log-2010416261.zip30 KB
• Publish to everyone.4.log-2010416261.zip30 KB