Actions Tab

This section includes the fields and descriptions for the Actions tab.

Username Island

Field	Description
Name	This is the user name for which you are limiting access to functions in the Actions menu. The search functions in the Find menu can be used to retrieve the user.

Permitted Job/Cost Actions Island

Field	Description
Submit Draft Invoice	Select this check box to allow invoice draft submission.
Approve Draft Invoice	Select this check box to allow invoice draft approval.
Reopen Draft Invoice	Select this check box to reopen invoice drafts.
Print Invoices/Credit Memos	If this field is marked, the user can invoice and credit customers using the function “Print Invoice” in the workspaces Sales Orders and Packing Lists, and the function “Print Credit Memo” in the workspace Credit Orders. This limitation also applies to the workspaces Invoice Selection and Invoice Editing, as well as the workspace Invoice Editing Lawyer. This does not affect the user’s access to creating and printing invoices and credit memos in the workspaces Invoices and Credit Memos, Print Invoice and Print Credit Memo, provided that the user has access to these workspaces.
Approve Job Invoice Allocation	If this field is marked, the user can approve job invoice allocations.
Approve Employee Revenue Distribution	If this field is marked, the user can approve employee revenue distribution.
Change Job Budgets	If this field is marked, the user can change the information in all the fields in the Job Budgets workspace in the Job Cost module. If the user cannot change job budgets, he or she can only change the information and use the functions needed to create purchase orders and plan jobs, that is, planned start and ending date, first and last possible starting date, actual start and ending date, and remarks on job budget lines.
Approve Job Budgets	If this field is marked, the user can access the action “Approve Job Budget” in the workspaces Job Budgets and Approve Job Budgets.
Reopen Job Budgets	If this field is marked, the user can access the action “Reopen Job Budget” in the workspaces Job Budgets and Approve Job Budgets.
Transfer to Quote	If this field has been marked, the user has access to use the function “Transfer to Quote” in the workspace Job Budgets in the Job Cost module. However, only users, who can also change job budgets, will be granted access to the function.
Change Quotes	If this field is marked, the user can change the information in all the fields in the workspace Quote Editing in the Job Cost module. If the user cannot change quotes, he or she can only view information in the workspace Quote Editing.
Approve Quote	If this field has been marked, the user has access to use the action “Approve Quote” in the workspace Quote Editing in the Job Cost module.
Reopen Quotes	If you mark this field, the user can use the action Reopen Quote in the workspace Quote Editing in the Job Cost module.
Change Job No. on Job	If you mark this field, the user can change the job number of a job in the workspace Jobs in the Job Cost module. The job number can only be changed as long as no registrations have been made on the job in any workspace.
Reopen jobs	If you mark this field, the user can use the action Reopen Job in the workspace Jobs in the Job Cost module.
See Time Cost	If this field has been marked, the user can see cost prices for time activities in the workspaces Job Budgets and Periodic Job Budgets in the Job Cost module. If this field is not marked, cost prices will not be shown on printouts made by the user in the workspaces Print Job Budget and Print Job Report.
Change Costs for Time	If this field has been marked, the user can see and change cost prices for time activities in the workspaces Job Budgets and Periodic Job Budgets in the Job Cost module. If this field is not marked, the current user cannot see (unless the field “See Time Cost” above is marked) or change the cost price on budget lines with a time activity. Note that if you mark this field, the field “See Time Cost” above is automatically marked also.
See All Time Sheets	If this field has been marked, the user has access to see time sheets for all the employees in the workspace Time Sheets in the Job Cost module.
Change All Time Sheets	If this field has been marked, the user has access to create, change, approve, and print out time sheets for all the employees in the workspace Time Sheets in the Job Cost module.
Release Time Sheets	If this field and “Change All Time Sheets” have been marked, the user has access to the action “Release Time Sheet” in the workspace Time Sheets in the Job Cost module.
Reopen Time Sheets	If this field has been marked, the user has access to using the action “Reopen Time Sheet” in the Job Cost module.
See All Expense Sheets	If this field has been marked, the user has access to see expense sheets for all the employees in the workspace Expense Sheets in the Job Cost module.
Change All Expense Sheets	If this field has been marked, the user has access to create, change, approve, and print out expense sheets for all the employees in the workspace Expense Sheets in the Job Cost module.
Release Expense Sheets	If this field has been marked, the user has access to the action “Release Expense Sheet” in the workspace Expense Sheets in the Job Cost module.
Reopen Expense Sheets	If this field has been marked, the user has access to using the action “Reopen Expense Sheet” in the workspace Expense Sheets in the Job Cost module.
Convert Job to Order	If this field has been marked, the user has access to the action “Convert to Order” in the workspace Jobs in the Job Cost module.
See All Employee Plans	In this field, you can specify whether or not the user should have access to see all planning lines in the workspace Detailed Planning in the Resource Planning module. If the user does not have access to see all planning lines, he can only see planning lines concerning the employee assigned to the user in question and planning lines referring to a job for which the employee is project manager. Moreover, it is possible to see planning lines which have not been assigned to an employee. See also the description of the field “Plan All Jobs.”
Plan All Jobs	In this field, you can specify whether or not the user should have access to creating and changing planning lines for all jobs in the workspace Detailed Planning in the Resource Planning module. If the user does not have access to do this, he can only create and change planning lines assigned to jobs for which the user in question is project manager. The function of the field is connected to the field “See All Employee Plans” above. If the user has access to plan all jobs, but cannot see all employee plans, the user will only be able to allocate hours on a planning line for the employee assigned to the user. However, the user can always allocate hours to employees to which the user has access on the jobs for which the user is project manager. If you have defined that the user cannot plan all jobs and that he cannot see all employee plans, the user will only have access to see planning lines for jobs on which the user is project manager and lines concerning the employee assigned to the user.
Submit Absence	In this field, you can specify whether the current user should be able to submit absence for all employees using the action “Submit Absence” in the workspaces Employee Absence Calendars, Absence Calendar Lines, and Employee Calendars in the Resource Planning module. If the field is not marked, the user can only submit absence for himself or herself, employees for whom he or she is supervisor or absence approver and employees for whom he or she is secretary.
Approve and Reject Absence	In this field, you can specify whether the current user should be able to approve and reject absence for all employees using the actions “Approve Absence” and “Reject Absence” in the workspaces Employee Absence Calendars, Absence Calendar Lines, and Employee Calendars in the Resource Planning module. If the field is not marked, the user can only approve and reject absence for employees for whom he or she is supervisor or absence approver.
Reopen Absence	In this field, you can specify whether the current user should be able to reopen absence for all employees using the action “Reopen Absence” in the workspaces Employee Absence Calendars, Absence Calendar Lines, and Employee Calendars in the Resource Planning module. If the field is not marked, the user can only reopen absence for employees for whom he or she is supervisor or absence approver.
Change Amount Activity Tasks	If you mark this field, the current user will be able to change tasks which derive amount activities in the Job Cost module. For more information, please see the description of the workspace Approve Tasks in the Job Cost module.
Change Time Activity Tasks	If you mark this field, the current user will be able to change tasks which derive time activities in the Job Cost module. For more information, please see the description of the workspace Approve Tasks in the Job Cost module.
Can Approve Tasks	If you mark this field, the current user will be able to approve tasks created in the Job Cost module. For more information, please see the description of the workspace Approve Tasks in the Job Cost module.

Permitted G/L Actions Island

Field	Description
Use Post-Entry Periods	If this field is marked, the user can post in prior-periods by selecting a prior-period in the workspaces General Journal and Vendor Invoices.
Submit Journals	If this field is marked, the user can submit general journals, customer payment journals and job journals using the action “Submit” in the workspace General Journals, Customer Payments and Job Journal.
Post Own Journals	If this field is marked, the user can post general journals, customer payment journals and job journals submitted by himself or herself. The field is only relevant if the system parameter “Allow Posting of Own Journals” has not been marked, as all users will otherwise be able to post journals submitted by themselves.
Post	If this field is marked, the user can use the action “Post” in the workspaces Posting, General Journal, Vendor Invoices and Job Journal. This does not affect the user’s access to post in the workspace Print Posting Journal.

Permitted A/R Actions Island

Field	Description
Release Customer Payments	In this field, you can specify whether or not the user should be able to release customer payments for posting. If you do not mark this field, the user cannot manually mark the field “Released” on lines in the workspace Customer Payments.
Submit Customers	Select to allow the selected user to submit customers.
Approve Customers	Select to allow the selected user to approve customers.

Permitted A/P Actions Island

Field	Description
Approve purchase order	If this field is marked, the user can access the action “Approve Purchase Order” in the workspace Purchase Orders.
Reopen purchase order	If this field is marked, the user can access the action “Reopen Purchase Order” in the workspace Purchase Orders.
Approve request for quote	If this field is marked, the user can access the action “Approve Request for Quote” in the workspace Requests for Quote.
Reopen request for quote	If this field is marked, the user can access the action “Reopen Request for Quote” in the workspace Purchase Orders.
Approve requisition	If this field is marked, the user can access the action “Approve Requisition” in the workspace Requisitions.
Reopen requisition	If this field is marked, the user can access the action “Approve Requisition” in the workspace Requisitions.
Release Vendor Invoices	In this field, you can specify whether the user can release vendor invoices, that is, submit invoices for approval and approve invoices for posting in the workspaces Vendor Invoices, Invoice Allocation and Reallocate Invoices.
Pre Post Vendor Invoices	If this field is marked, the user can pre-post vendor invoices in the Reallocate Invoices workspace.
Submit Vendors	Select to allow the selected user to submit vendors.
Approve Vendors	Select to allow the selected user to approve vendors.

Permitted Trade Actions Island

Field	Description
Change Prices	Marking this field gives the user access to change information on price and payment terms in the workspaces Quotes, Sales Orders, Credit Orders, and Order Lines. If this field is not marked, the user cannot change the values in the following fields: “Partial Delivery,” “Payment Terms,” “Tax,” “Price List,” “Price Step,” “Invoice Discount %,” “Charge 1,” “Charge 2,” “Charge 3,” and “Charge 4” in the tab of the workspaces Quotes, Sales Orders and Credit Orders. Values in these fields are suggested automatically by Maconomy using the data in the customer’s information card. The user is also unable to change the values in the fields “Unit Price,” “Discount %,” and “Discount” in the sub-tab of the workspaces. These values are suggested by Maconomy from price lists and discount agreements.
Approve Sales Orders	If this field is marked, the user can use the “Approve Order” action in the Sales Orders workspace.
Print Order Confirmations	If this field is marked, the user can use the “Print Order Confirmation” action in the Sales Orders workspace. This does not affect the user’s access to print order confirmations in the Print Order Confirmation workspace.
Print Picking and Packing Lists	If this field is marked, the user can use the action “Print Packing List” in the Sales Orders module, as well as the actions “Create Warehouse Transaction” and “Create Picking List” in the Sales Orders and Inventory modules. This does not affect the user’s access to print packing lists in the Print Packing List workspace.
Print Packing Slips	If this field is marked, the user can ship items using the functions “Print Packing Slip” and “Release for Invoicing” in the workspace Sales Orders as well as the functions “Approve Packing List” and “Print Packing Slip” in the workspace Picking Lists. Furthermore, the user can select the action “Create Warehouse Transaction” in a number of different workspaces. Please note that this access control does not apply to the workspaces Print Picking Lists and Print Packing Slip, meaning that although a user has not been granted access to printing packing slips, the user can still create and print warehouse transactions, picking lists and packing slips in these workspaces if he is assigned to a group granting access to the workspace Print Packing Slip. Change orders being picked and packed If this field is marked, it is possible for the user to add, change, and delete order lines on a sales order while open packing lists or warehouse transactions exist for the order in question. If you do not mark the field, the user cannot change order lines on orders for which open packing lists or warehouse transactions exist. If back order allocation at reservation is used, receiving items in the workspaces Item Receipt and Inventory Change can also cause changes to existing picking lists. In those cases, the Maconomy checks if the user receiving the items has access to changing orders being picked and packed. If this is not the case, the back order allocation will not allocate any items to orders for which a packing list has been printed. Please note that although changes are made to an order after a packing list is printed, the packing list is not automatically reprinted. If you wish to print a new packing list with the latest information, you must therefore do so manually by opening the workspace Order Status, finding the order in question, and removing the mark in the field “Printed” in the Packing List island. Once this has been done, you can print a new packing list.
Approve item purchase orders	If this field is marked, the user can access the “Approve Item Purchase Order” action in the workspace Item Purchase Orders.
Print Item purchase orders	If this field is marked, the user can access the “Print Item Purchase Order” action in the workspace Item Purchase Orders. This does not affect the user’s access to print item purchase orders in the workspace Print Item Purchase Order.
Close Item Purchase Orders	If this field is marked, the user can access the “Close Item Purchase Order” action in the Item Purchase Orders workspace and the action “Close Purchase Order” in the workspace Purchase Orders.

Permitted Misc. Actions Island

Field	Description
Create Employee from Contact Person	In this field, you can specify whether or not the user should be able to create employees from contact persons by selecting the action “Create Employee” in the workspace Contact Persons.
Delete Closed Document Revisions	If you mark this field, the current user will be able to delete closed document revisions in the workspace Document Revision History. For further information about the functionality of document revisions, please see the description of the field “Revision Control” in the workspace Document Archives.
Unconditionally Unlock Documents	If you mark this field, the current user will be able to unlock documents locked by any user in the workspace Document Archives. For further information about the functionality of locking documents in document archives, please see the description of the field “Edit Control” in the workspace Document Archives.
Approve Monitors	In this field, you can specify whether or not the user should be able to approve monitors in the workspace Monitors.
Change Shared Selection Criterion Specifications	In this field, you can specify whether or not the user should be able to change selection criterion specifications which are marked as “Public” in the workspace Selection Criterion Specification.

User Island

See the Getting Started topic for a description of the fields in the island User.