User Permissions explained

The Manage Users & 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


Table of Contents


Audit

[back to top]


Can see User Audit Report

The Audit Report displays the details of all actions performed by each user in DEAR. In cases of updates to any information contained within DEAR, the old and new values are also reflected in the Audit Report. The Audit Report can be accessed through Reports -> Audit Reports.



Dashboard

[back to top]


The DEAR dashboard gives users a top-level view of the status of the organisation. There are several sections (KPIs, Products Overviews, Reminders, etc.) that can be expanded, minimised and re-positioned. Enabling the permission for each section makes it visible on the user's dashboard. See Using the Dashboard for more information on each section. 


Financials

[back to top]


Bank

Enable bank account features – these are accessed via Financials -> Bank Accounts or Settings -> Reference Books -> Financials -> Bank Accounts. This includes adding bank accounts, editing bank account details, importing bank statements via CSV and reconciling bank statements with DEAR transactions. This is not applicable if you are using Xero as your accounting system – bank accounts are managed/reconciled through Xero. If you are using QuickBooks Online, bank account creation is not available in DEAR, but other bank account features are available. 


Spend/Receive Money

Accessed through Financials -> Money Tasks. The Spend/Receive money functions allow you to quickly input into DEAR the money entering and leaving your bank accounts. If you are using Xero, this function will not be available in DEAR – spend/receive money operations are handled through Xero. There are 3 Spend/Receive Money permissions:

  • Spend/Receive Money: (Read-only) View the list of money operations, (Full Access) view the list of money tasks, create and save new money operations (Spend Money, Receive Money, Transfer Money). Unapproved money tasks can be voided. 
  • Approve Spend/Receive Money: Approve money tasks. The Complete button now appears in the top-right corner of the money tasks screen. Spend/Receive money permission must be granted with full access. 
  • Undo & Void: All of Spend/Receive Money, but can also Undo/Void approved/completed money tasks. Spend/Receive money permission must be granted with full access. 


Expense Claims

Users can enter receipts for any spending they have incurred on behalf of the business and submit these receipts as an Expense Claim, accessed through Financials -> Receipts. Approved users can authorise Expense Claims, accessed through Financials -> Expense Claims. If you are using Xero, this function will not be available in DEAR – expense claims are handled through Xero.

  • List & Tasks: Create and save expense claim receipts. View the list of expense claim receipts and submit them for approval. View the list and details of expense claims submitted for approval. View expense claim tasks assigned to you. 
  • Approve: Void expense claim receipts. Approve or decline expense claim receipts. Authorise the total expense claim (so payment can be made to the submitter). Undo/Void expense claims. List & Tasks permission must be granted. 
  • Create Payments: The Payments section of the expense claim detail page is now visible. If access is read-only, the user can view payments that have been made to reimburse the expense claim. With full access, the user can make payments to reimburse the expense claim. 


Opening Balances

Opening balances refer to the assets and liabilities your organisation has when you start using DEAR to manage your inventory. Those using Xero/QBO will need to enter balances from the Xero/QBO system. Those using DEAR without these accounting systems will need to enter balances from existing accounting records. Full access allows the user to change the opening balance conversion date and account balances, while read-only will simply allow the user to view what has already been entered. 


Journal Tasks

Manual journals can be used for any transaction the accountant wishes to post directly to the General Ledger. For example, additional costs other than the landing costs of sold inventory belong in a manual journal. You can add a manual journal to DEAR, save it as a draft or authorise it for posting to the general ledger, and edit it if required. If you are using Xero as your accounting system, this function will not be available in DEAR. In this case, you can manage your manual journals through your accounting system.


Fixed Assets

(Full Access) Enables adding and editing fixed assets, registering fixed assets and posting depreciation for fixed assets. Accessed via Financials -> Fixed Assets. Enables adding and editing fixed asset types, accessed via Settings -> Reference Books -> Financials -> Fixed Asset Types. (Read-only) View fixed assets and fixed asset types. 


Fulfilment

[back to top]


Fulfilment Orders

Fulfilment Order is a section of the Sale module that provides ability to manage orders in external fulfilment services. The section contains information about the orders, items in a fulfilment order (its packages), date when different fulfilment stages were completed (e.g. ship/delivery and tracking information to track the current placement of the order (if the fulfilment service can provide this information). It also contains information about the shipping method and fulfilment order comments (some fulfilment services print comments on materials provided to the customer, e.g. package label). 

  • Fulfilment Orders – View list of Fulfilment Orders and their status.
  • Fulfilment Order Details – Open Fulfilment Orders to view their details. 


Can Schedule for Picking

Coming soon. 


Integration

[back to top]


DEAR allows integration with several third-party tools and services – eCommerce, fulfilment services, payment channels, etc. Granting permissions for integrations allows the user access to that integration's settings accessed through Integrations -> [Integration Name].


NOTE: Users are able to List/Delist products for eCommerce channels through the Channels tab of a product (Inventory -> Products -> [selected product]) regardless of whether permission is granted for that eCommerce integration. Integration permissions only affect access to integration settings. 



Inventory

[back to top]


Stock Transfers

Stock transfers let you move stock between two of your locations. They are accessed from Inventory -> Transfers

  • Stock Transfers – List & Tasks: (Read-only) View the stock transfer list, stock transfer details and stock transfer tasks assigned to you. (Full Access) New stock transfers can be created and authorised.
  • Stock Transfers – Undo: List & Tasks permission must be granted. Undo or Void stock transfer tasks. NOTE: Transfers can only be changed or cancelled using Void and Undo after they have been completed if no transfer items have been used in sale/production or other stock movements.


Stock Adjustment and Stocktake

Stock Adjustments can be used to update/correct the quantity and price of products in your Inventory. Adjustments could be required for entering new stock, removing damaged or stolen stock, data entry error and so on. The Stocktake feature allows the user to verify the quantities and the condition of the stock physically in a specific location/warehouse. They can be accessed from Inventory -> Stocktake/Inventory

  • Stock Adjustment Tasks: (Read-only) View the stock adjustment list, stock adjustment details and stock adjustment tasks assigned to you. (Full Access) New stock adjustments can be created and authorised.
  • Stocktake Tasks: With read-only access, view the stock adjustment list and stock adjustment task details. (Full Access) New stocktake tasks can be created and authorised.
  • Stock Adjustment & Stocktake – Undo & Void: Tasks permission must be granted. Undo or Void stock adjustment/stocktake tasks. If only one Tasks permission is granted, the user will only be able to open task details and use Undo & Void for that type.


Products & Families

Products, product families and services are created and managed from the Inventory module. The Prices info, Suppliers, Movements/Service Usage and Bill of Materials tabs are found on the product/service details screen (Inventory -> Products ->[selected product]). 

  • Products & Families: (Read-only) View the list and details of products, services and product families. (Full Access) Create new products/services/product families and edit existing item properties. 
  • Product – Prices info: (Full Access) Set and change prices on the Price Tier Product tab. (Read-only) View price information. 
  • Product – Suppliers: (Full Access) Add new suppliers for this product, set fixed supplier prices and last supplier prices, specify if the product is drop-shipped by the supplier (if Optional/Always Drop Ship is specified in the product document header). (Read-only) View supplier info for the product. 
  • Product – Movements & Service Usage: View all movements or usage for the product/service. 
  • Product – Bill of Materials: (Full Access) Add a bill of materials to an item. Edit bill of material components/labour costs. Specify auto-assembly/auto-disassembly. (Read-only) View the Bill of Materials tab for a product if applicable. 


Product Availability

DEAR allows the user to view availability for all of their products, including what has been allocated to sale and work orders.

  • Product Availability: View the product availability screen. 
  • Product Availability – Stock Value: Can add the Stock Value column to the product availability screen. NOTE: You will have to add this column through the table settings to make it visible. 



Lot Recall

Track lot/batch/serial number usage from Purchase/manufacturing through to Sell. Prepare recall letters for customers in case of a Recall event. This is accessed through Reports -> Inventory -> Lot Recall


Locations

[back to top]


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. 


Production

[back to top]


Finished Goods List & Tasks

The Finished Goods allows 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 finished goods operations and their details. View Finished Goods tasks assigned to you. (Full Access) Allows creation, authorisation, undo and void of finished goods operations.


Inventory Write-Off Tasks

This feature allows you to write off inventory that has been lost, stolen, damaged, given away or used internally. (Read-only) View the list of write-offs and their details. View Inventory Write-Off tasks assigned to you. (Full Access) Allows creation, authorisation, undo and void of write-off operations.


Disassembly List & 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, authorisation, undo and void of disassembly operations.


Jobs List & 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, authorisation, undo and void of job operations.


Purchase

[back to top]


Purchases

DEAR allows you to set granular permissions for the purchase process.

  • Purchases List & 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 Task – Order view: Purchases List & Tasks permission is required. (Read-only) View the Order tab. (Full Access) Add and edit purchase order lines of non-authorised orders. Print and email order documents (Purchase Order, Purchase Order Matrix). 
  • Purchase Task – Order authorisation: Authorise purchase orders. 
  • Purchase Task – Stock Received view: Purchases List & Tasks permission is required. (Read-only) View the Stock Received tab. (Full Access) Add and edit stock received lines if not yet authorised. Print and email stock documents (Receiving Note, Product Label). 
  • Purchase Task – Stock Received authorisation: Authorise stock received actions. 
  • Purchase Task – Invoice & Credit Note view: 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 authorised invoices/credit notes. 
  • Purchase Task – Invoice & Credit Note authorisation: Authorise invoices and credit notes. 
  • Purchase Task – Undo & Void: Undo or void orders.
  • Purchase Task – Order Approve/Reject/Review: Approve or reject POs.


Reorder Stock

Low stock reorder and Backorders trigger reorder of stock. New 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 & Editing: (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 Payment: Access and make bulk supplier payments. NOTE: This does not affect payments on individual invoices.


Edit Authorised Documents

Allows editing of authorised 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

[back to top]


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

  • Financials
  • Fixed Assets
  • Inventory
  • Purchase
  • 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. 


Sale

[back to top]


Sales

DEAR allows you to set granular permissions for the purchase process.


  • Sales List & Tasks: (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 Task – Margin Info: Makes visible the Margin column on the sale order screen. 
  • Sale Task – Change Prices & Discounts: Edit price and discount fields on a sale quote, sale order or sale invoice. 
  • Sale Task – Ignore Mandatory Credit Limit: Ignore credit limit for that customer if applicable. Credit limits for a customer can be specified in the customer details. 
  • Sale Task – Quote view: Sales List & Tasks permission is required. (Read-only) View the Quote tab. (Full Access) Add and edit quote lines of non-authorised quotes. Print and email quote documents (Sale Quote, Sale Quote Matrix).
  • Sale Task – Quote authorisation: Authorise quotes. 
  • Sale Task – Order view: Sales List & Tasks permission is required. (Read-only) View the Order tab. (Full Access) Add and edit sale order lines of non-authorised orders. Print and email order documents (Sale Order, Sale Order Matrix).
  • Sale Task – Order authorisation: Authorise sale orders. 
  • Sale Task – Pick view: Sales List & Tasks permission is required. (Read-only) View the Pick tab. (Full Access) Add and edit pick lines if not yet authorised. Print and email pick documents (Pick List, Expanded Pick List). 
  • Sale Task – Pick authorisation: Authorise pick actions.
  • Sale Task – Quote Approve/Reject/Review: Approve/reject/review sales quotes.
  • Sale Task – Pack view: Sales List & Tasks permission is required. (Read-only) View the Pack tab. (Full Access) Add and edit pack lines if not yet authorised. Print and email pack documents (Receipt, Packing Slip, Box Label). 
  • Sale Task – Pack authorisation: Authorise pack actions. 
  • Sale Task – Ship view: Sales List & Tasks permission is required. (Read-only) View the Ship tab. (Full Access) Add and edit ship lines if not yet authorised. 
  • Sale Task – Ship authorisation: Authorise ship actions. 
  • Sale Task – Invoice & Credit Note view: Sales 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 sale credit note. Print and email invoice/credit note documents (Credit Note, Invoice, Invoice Matrix). Add payments/refunds to authorised invoices/credit notes. 
  • Sale Task – Invoice & Credit Note authorisation: Authorise invoices and credit notes.
  • Sale Task – Undo & Void: Undo or void orders.


Customers

Customers buy services and products from you.

  • Customers List & Editing: (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 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 Purchase -> Purchases -> Import or Sale -> 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 DEAR to automatically route an order to the seller's inventory location nearest to the provided shipping address for fulfilment 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 Authorised documents

Allows editing of authorised 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

[back to top]


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 – Address Information: (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 – Contact Information: (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 & 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/QBO, accounts are created/edited from the accounting system and are read-only in DEAR. 
  • 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. 


Users & Roles

The Users & Roles feature can be used to invite new users to DEAR and manage their permissions for the system. This is accessed from Settings -> Users & Roles. (Full Access) Invite users and advisers to DEAR. 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. 


Manage Document 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. This is accessed from Settings -> Documents & Email Templates


Export to CSV

In many DEAR 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.


DEAR to DEAR Networking

DEAR to DEAR Networking allows you to connect directly with your suppliers and customers who also use DEAR. 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 DEAR to DEAR 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 DEAR to DEAR Network to suppliers/customers that are already connected. 


Configure default values for Product/Customer/Supplier

DEAR 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 DEAR, 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.


DEAR API Setup

The DEAR Inventory API is part of the DEAR Inventory web application. Granting permission for API setup allows the user access to the API settings through Integrations -> DEAR API.


DEAR Warehouse Application Setup

The DEAR 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 -> DEAR WMS. 


Shipping Services

[back to top]


DEAR 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

[back to top]


The Tasks module works in conjunction with the DEAR Automation module and allows you to set up a workflow process for a Purchase, Sale, Supplier, Customer, Credit Note, Assembly or Disassembly. Workflows can automatically assign tasks or steps that may be required to successfully complete an operation to different roles in your organisation. Roles could be Sales Reps, Accounting Department, Warehouse Staff, Marketing, and Management. Available tasks permissions are:

  • Task creation management: create and manage tasks
  • Can assign tasks: assign tasks to other users
  • Task can be assigned: other users can assign tasks to the user
  • Can access task setup page
  • Can see all tasks.

Did you find it helpful? Yes No

Send feedback
Sorry we couldn't be helpful. Help us improve this article with your feedback.