User Access

Overview

BOS Pro has no user roles or groups.
Each user's access is set one setting at a time, on the Settings tab of their staff record. This page lists every access setting, what it controls, and the page that explains it.

How Access Works

Info

BOS Pro reads many access settings when the user logs in. After you change a user's access, ask them to close BOS Pro and log in again.

A new user starts with very little access, because most access settings default to No or None. The exceptions are the New Allowed settings for Quotations, Sales Orders, Work Orders and Purchase Orders, the Viewing Allowed settings (All), the Output Allowed settings (User), Work Orders > Update Status Allowed and General > Contacts - Access Allowed (All).
Menu items stay visible. When you open a module, or use an action, without access, the message "Access denied." appears. A few buttons and options are hidden instead (for example, Copy to new Quote when the Copy Rules setting is No).
Some settings limit what a list shows instead of whether it opens: the Viewing Allowed settings, and the options Own (Rep) and Own (User).
The access settings sit in the same groups as the user's other settings (defaults, refresh times and templates). To list only the access settings, enter access or allowed in the search block on the Settings tab.
The setting System > System Administrator does not give access by itself. Set each access setting.
The Copy Rules group decides which transactions a user can copy to which. It is not listed on this page.

Setting Up Access

The Staff and User Settings Setup Tutorials explain how to:

Change a staff member's access.
Copy the settings from another staff member, the quickest way to give a new user the same access as a colleague.

Access Options

Most access settings use one of these sets of options. Settings Explained describes them in more detail.

Options	Description
Yes or No	Yes grants access; No refuses it.
None, User or Supervisor	User can enter and edit transactions that are still editable. Supervisor can also approve, delete and change the status back. On the Output Allowed settings, User sees the output templates set to User, and Supervisor also sees the templates set to Supervisor.
None, Read-only or Full Access	Read-only lets you view the module; Full Access also lets you add and edit.
None, All or Own (User)	Own (User) limits you to the records you created.
None, All or Own (Rep)	Own (Rep) limits you to the records where you are the rep.
Viewing options	The Quotations, Sales Orders and Work Orders you can see, by status, rep or user. Each transaction page lists its options.
Edit...	Click Edit... in the Value column and move the items you allow to the Selected section.

Access Settings

The tables follow the groups on the Settings tab. The first column shows the group and the setting's name.

Note

The defaults are the values for new databases and new users. Your database may have different values.

Accounting

Setting	Controls	Options	Default
Accounting > Customer Credit Notes - Access Allowed	Opening Customer Credit Notes. See Customer Credit Notes.	Yes or No	No
Accounting > Customer Age Analysis - Access Allowed	Opening the Customer Age Analysis: all customers, or only the ones you are the rep for. See Customer Age Analysis.	None, All or Own (Rep)	None
Accounting > Supplier Invoices - Access Allowed	Opening Supplier Invoices. Supervisor can also approve, change the status of completed invoices and delete. See Supplier Invoices.	None, User or Supervisor	None
Accounting > Supplier Debit Notes - Access Allowed	Opening Supplier Debit Notes. Supervisor can also approve, post, edit and delete. See Supplier Debit Notes.	None, User or Supervisor	None
Accounting > Supplier Payments - Access Allowed	Opening Supplier Payments. Supervisor can also complete, approve, post and delete. See Supplier Payments.	None, User or Supervisor	None
Accounting > Supplier Age Analysis - Access Allowed	Opening the Supplier Age Analysis. See Supplier Age Analysis.	Yes or No	No
Accounting > Ledger - Access Allowed	Opening the Ledger. Supervisor can also change the status of read-only (posted) entries. See Ledger List Views.	None, User or Supervisor	None
Accounting > Ledger - Access Allowed to General Ledger Accounts	Seeing the General Ledger accounts in the Ledger. See Ledger List Views.	Yes or No	No
Accounting > Ledger - Access Allowed to Customer/Supplier Accounts	Seeing the customer and supplier accounts in the Ledger. See Ledger List Views.	Yes or No	No
Accounting > Ledger - Access Allowed by Entry Type	The Entry Types you can use in the Ledger. See Ledger List Views.	Edit... (select the Entry Types)	None selected
Accounting > Ledger - Deleting Allowed	Deleting ledger entries. See Ledger List Views.	Yes or No	No
Accounting > Bank Import - Access Allowed	Opening Bank Import. See Bank Import.	Yes or No	No
Accounting > Bank Reconciliation - Access Allowed	Opening Bank Reconciliation. See Bank Reconciliation.	None, User or Supervisor	None
Accounting > VAT Reconciliation - Access Allowed	Opening VAT Reconciliation. See VAT Reconciliation.	None, User or Supervisor	None
Accounting > Budgets - Access Allowed	Opening Budgets. Full Access is needed to create or edit a budget. See Accounting Budgets.	None, Read-only or Full Access	None
Accounting > Accounting Reports - Access Allowed	Opening the Trial Balance, Statement of Financial Position and Statement of Profit or Loss. See Trial Balance.	Yes or No	No
Accounting > Cost of Sales Module - Access Allowed	Opening the Cost of Sales module. See Cost of Sales Report.	Yes or No	No
Accounting > Financial Close Off Date - Access Allowed	Opening the Financial Close Off Date. See Financial Close Off.	Yes or No	No

Calendar

Setting	Controls	Options	Default
Calendar > Editing of Company Calendar allowed	Adding and changing entries on the Company Calendar. With No, the Company Calendar is read-only. See Calendar.	Yes or No	No

Campaigns

Setting	Controls	Options	Default
Campaigns > Campaigns - Access Allowed	Opening Campaigns. Full Access is needed to add or edit. See Campaigns and Contracts.	None, Read-only or Full Access	None
Campaigns > Deleting Allowed	Deleting campaigns. See Campaigns and Contracts.	Yes or No	No

Customer Invoices

Setting	Controls	Options	Default
Customer Invoices > Viewing/Editing Allowed	Opening and editing Customer Invoices: all of them, or only the ones you are the rep for. See Customer Invoices.	None, All or Own (Rep)	None
Customer Invoices > New Allowed	Creating Customer Invoices. See Customer Invoices.	Yes or No	No
Customer Invoices > Change Status Allowed	Changing an invoice's status. See Customer Invoices.	Yes or No	No

Delivery Notes

Setting	Controls	Options	Default
Delivery Notes > Delivery Notes - Access Allowed	Opening Delivery Notes. See Delivery Notes.	Yes or No	No
Delivery Notes > New Allowed	Creating Delivery Notes. See Delivery Notes.	Yes or No	No
Delivery Notes > Deleting Allowed	Deleting Delivery Notes. See Delivery Notes.	Yes or No	No
Delivery Notes > Delivery Notes Batch Update - Access Allowed	Using Batch Update on the Delivery Notes list. See Delivery Notes.	Yes or No	No

Email Settings

Setting	Controls	Options	Default
Email Settings > View all Emails in Sent folder	Which emails you see in the Sent folder: all of them, or only the emails you created. See Email Settings.	All or Own	All
Email Settings > View all Emails in Outbox folder	Which emails you see in the Outbox folder: all of them, or only the emails you created. See Email Settings.	All or Own	All

General

Setting	Controls	Options	Default
General > Contacts - Access Allowed	Opening Contacts: all contacts, or only the contacts of the customers you are the rep for. See Contacts.	None, All or Own (Rep)	All
General > Attachments Module - Access Allowed	Opening the Attachments module. See Attachments.	Yes or No	No
General > Asset Register - Access Allowed	Opening the Asset Register. See Asset Register.	Yes or No	No
General > Timekeeping - Access Allowed	Opening Timekeeping. See Timekeeping.	Yes or No	No
General > Non-Conformance Reports (NCR) - Access Allowed	Opening Non-Conformance Reports. Supervisor can also edit the NCR categories, use the Actions button and change the status. See Non-Conformance Reporting.	None, User or Supervisor	None
General > QuickEasy Form Designer - Access Allowed	Opening the Form Designer. See Form Designer.	Yes or No	No
General > Batch Updates - Access Allowed	Using Batch Update on the lists that have it. See Batch Updates.	Yes or No	No
General > Branch Transactions - Access Allowed	Whether you work in your own branch only, or can select any branch. See Branches.	Own or All	Own
General > Save Grid (All Users) - Access Allowed	Saving a grid layout, or a Dashboard chart, for all users. See Grid Views.	Yes or No	No
General > Export Grids and Email Excel - Access Allowed	Using Export Grid and Email Excel on a list's Menu button, and Email Excel on a Planning Board Stage (version 26.05 and later). See Grid Views.	Yes or No	No
General > Local drives - Access Allowed	Saving to, or selecting files from, the drives of your own computer. See Grid Views.	Yes or No	No

Human Resources

Setting	Controls	Options	Default
Human Resources > Leave - Access Allowed	Opening Leave. Supervisor can also delete leave. See Leave.	None, User or Supervisor	None
Human Resources > Staff Summary - Access Allowed	Opening the Staff Summary. User sees only their own summary; Supervisor can view any staff member. See Staff Summary.	None, User or Supervisor	None
Human Resources > Work Processes - Access Allowed	Opening Work Processes. Full Access is needed to add or edit a process. See Work Processes.	None, Read-only or Full Access	None
Human Resources > Time and Attendance - Access Allowed	Opening Time and Attendance. See HR Time and Attendance Tutorial.	None, Read-only or Full Access	None

Job Summary

Setting	Controls	Options	Default
Job Summary > Job Summary - Access Allowed	Opening the Job Summary. Qty Only shows quantities; Full Access also shows the values. See Job Summary.	None, Qty Only or Full Access	None

Materials & Inventory

Setting	Controls	Options	Default
Materials & Inventory > Materials/Materials Price Manager - Access Allowed	Opening Materials and the Materials Price Manager. See Materials Price Manager.	Yes or No	No
Materials & Inventory > Inventory - Access Allowed	Opening Inventory. Read-only lets you view it. See Inventory - Settings and Information.	None, Read-only or Full Access	None
Materials & Inventory > Transfer Orders/Material Movement - Access Allowed	Opening Transfer Orders and Material Movements. See Material Movements.	Yes or No	No
Materials & Inventory > Material Movement - Deleting Allowed	Deleting Material Movements. See Material Movements.	Yes or No	No
Materials & Inventory > Stock Check - Access Allowed	Stock Check. Full Access updates the stock quantities; Count Only enters the counted quantities only. See Stock Check.	None, Full Access or Count Only	None
Materials & Inventory > Signage View - Access Allowed	Opening the Signage view. See Signage.	Yes or No	No

Planning Board

Setting	Controls	Options	Default
Planning Board > Editing Allowed	Editing on the Planning Board. See Production Planning - Settings.	Yes or No	No
Planning Board > Settings - Access Allowed	The Planning Board settings. See Production Planning - Settings.	Yes or No	No

Point of Sale

Setting	Controls	Options	Default
Point of Sale > Access Allowed	Opening Point of Sale. See Point of Sale - Setup Tutorials.	Yes or No	No
Point of Sale > Add Custom Items - Access Allowed	Adding custom items to an order. See Point of Sale - Setup Tutorials.	Yes or No	No
Point of Sale > Edit Items - Access Allowed	Editing the items on an order. See Point of Sale - Setup Tutorials.	Yes or No	No
Point of Sale > Delete Items - Access Allowed	Deleting items from an order. See Point of Sale - Setup Tutorials.	Yes or No	No
Point of Sale > Decrease Qty - Access Allowed	Decreasing an item's quantity. See Point of Sale - Setup Tutorials.	Yes or No	No
Point of Sale > Edit Prices - Access Allowed	Editing prices. See Point of Sale - Setup Tutorials.	Yes or No	No
Point of Sale > Cancel Orders - Access Allowed	Cancelling orders. See Point of Sale - Setup Tutorials.	Yes or No	No
Point of Sale > Delete Receipts - Access Allowed	Deleting receipts. See Point of Sale - Setup Tutorials.	Yes or No	No
Point of Sale > Transfer orders to another user - Access Allowed	Transferring an order to another user. See Point of Sale - Setup Tutorials.	Yes or No	No
Point of Sale > Import Sales Orders to PoS - Access Allowed	Bringing Sales Orders into Point of Sale. See Point of Sale - Setup Tutorials.	Yes or No	No
Point of Sale > Cashups - Access Allowed	Opening cash-ups. Supervisor can also complete a cash-up. See Point of Sale - Setup Tutorials.	None, User or Supervisor	None

Purchase Orders

Setting	Controls	Options	Default
Purchase Orders > Access Allowed	Opening Purchase Orders: all of them, or only the ones you created. See Purchase Orders.	None, All or Own (User)	None
Purchase Orders > New Allowed	Creating Purchase Orders. See Purchase Orders.	Yes or No	Yes
Purchase Orders > Editing Allowed	Editing Purchase Orders. See Purchase Orders.	Yes or No	No
Purchase Orders > Deleting Allowed	Deleting Purchase Orders. See Purchase Orders.	Yes or No	No
Purchase Orders > Output Allowed	Printing, previewing and emailing Purchase Orders, and which templates you see. See Purchase Orders.	None, User or Supervisor	User
Purchase Orders > Change Purchase Order Status up only	With Yes, you can only move a Purchase Order forward through the statuses, not back. See Purchase Orders.	Yes or No	No

Quotations

Setting	Controls	Options	Default
Quotations > Viewing Allowed	Which Quotations you can see, by status, rep or user. See Quotations.	Viewing options	All
Quotations > New Allowed	Creating Quotations. See Quotations.	Yes or No	Yes
Quotations > Editing Allowed	Editing Quotations: all of them, or only the ones you created. See Quotations.	None, All or Own (User)	None
Quotations > Deleting Allowed	Deleting Quotations and versions. See Quotations.	Yes or No	No
Quotations > Output Allowed	Printing, previewing, emailing and uploading Quotations. User sees the User templates; Supervisor also sees the Supervisor templates. See Quotations.	None, User or Supervisor	User
Quotations > Change Quotation Status up only	With Yes, you can only move a Quotation forward through the statuses, not back. See Quotations.	Yes or No	No

Reports & Dashboard

Setting	Controls	Options	Default
Reports & Dashboard > Reports - Access Allowed	The custom reports you can view. See Custom Reports.	Edit... (select the reports)	None selected
Reports & Dashboard > Edit Reports - Access Allowed	Opening Edit Reports. See Custom Reports.	Yes or No	No

Sales & Service

Setting	Controls	Options	Default
Sales & Service > Service Manager - Access Allowed	Opening the Service Manager. See Service Manager - Setup and Settings.	Yes or No	No
Sales & Service > Settings - Access Allowed	The settings on the Service Manager's Menu button. See Service Manager - Setup and Settings.	Yes or No	No
Sales & Service > Deleting - Access Allowed	Deleting in the Service Manager. See Service Manager - Setup and Settings.	Yes or No	No
Sales & Service > Edit Responses created by other Users	Editing responses that other users created. See Service Manager - Setup and Settings.	Yes or No	No
Sales & Service > View all Customers	Seeing the tickets of all customers. With No, reps see only the tickets of their own customers. See Service Manager - Setup and Settings.	Yes or No	No

Sales Orders

Setting	Controls	Options	Default
Sales Orders > Viewing Allowed	Which Sales Orders you can see, by status, rep or user. See Sales Orders.	Viewing options	All
Sales Orders > New Allowed	Creating Sales Orders. See Sales Orders.	Yes or No	Yes
Sales Orders > Editing Allowed	Editing Sales Orders: all of them, or only the ones you created. See Sales Orders.	None, All or Own (User)	None
Sales Orders > Deleting Allowed	Deleting Sales Orders. See Sales Orders.	Yes or No	No
Sales Orders > Output Allowed	Printing, previewing and emailing Sales Orders, and which templates you see. See Sales Orders.	None, User or Supervisor	User
Sales Orders > Change Sales Order Status up only	With Yes, you can only move a Sales Order forward through the statuses, not back. See Sales Orders.	Yes or No	No

Setups

Setting	Controls	Options	Default
Setups > Settings & Defaults - Access Allowed	Opening Settings & Defaults (Main Menu > Setup > Settings & Defaults). It also controls editing lookup lists, and the categories, positions, regions and inventory locations that open from other screens (for example, Edit Categories on a transaction list). See Settings.	Yes or No	No
Setups > Staff - Access Allowed	Opening My Organisation, or a staff member's record from another screen. See Staff.	Yes or No	No
Setups > Customers - Access Allowed	Opening customer records, wherever they appear. Own (Rep) opens only the customers you are the rep for. Without access, you can still select a customer on a transaction. See Customer Settings and Categories.	None, All or Own (Rep)	None
Setups > Customers Accounting - Access Allowed	The Accounting tab of a customer record. See Customer Settings and Categories.	Yes or No	No
Setups > Suppliers - Access Allowed	Opening supplier records, wherever they appear. Without access, you can still select a supplier on a transaction. See Suppliers - Settings and Categories.	Yes or No	No
Setups > Suppliers Accounting - Access Allowed	The Accounting tab of a supplier record. See Suppliers - Settings and Categories.	Yes or No	No
Setups > Cost Centres - Access Allowed	Opening the Cost Centres setup. See Estimating Settings and Information.	Yes or No	No
Setups > Printing Setups - Access Allowed	Opening the printing setups: Printing Types, Ink Groups, Presses and Parts. See Standard Estimating Information.	Yes or No	No
Setups > Services - Access Allowed	Opening the Services and Packaging setups. See Standard Estimating Information.	Yes or No	No
Setups > Costing & Products - Access Allowed	Opening Costings and Products. See Products.	Yes or No	No
Setups > Accounting - Access Allowed	Opening the Accounting setup (Main Menu > Setup > Accounting). See Accounting.	Yes or No	No
Setups > Price Manager - Access Allowed	BOS Pro does not check this setting. The Price Manager uses Materials & Inventory > Materials/Materials Price Manager - Access Allowed. See Materials Price Manager.	Yes or No	No

System

Setting	Controls	Options	Default
System > System Administrator	BOS Pro does not check this setting, so it does not give access by itself. Set each access setting below.	Yes or No	No

Tracker

Setting	Controls	Options	Default
Tracker > Digital Delivery Notes - Access Allowed	Signing Delivery Notes on the Tracker app. See Tracker.	Yes or No	No

Work Orders

Setting	Controls	Options	Default
Work Orders > Viewing Allowed	Which Work Orders you can see, by status or rep. Access Denied stops the module from opening. See Work Orders.	Viewing options	All
Work Orders > New Allowed	Creating Work Orders. See Work Orders.	Yes or No	Yes
Work Orders > Editing Allowed	Editing Work Orders: all of them, or only the ones you created. See Work Orders.	None, All or Own (User)	None
Work Orders > Deleting Allowed	Deleting Work Orders. See Work Orders.	Yes or No	No
Work Orders > Output Allowed	Printing, previewing and emailing Work Orders, and which templates you see. See Work Orders.	None, User or Supervisor	User
Work Orders > Change Work Order Status up only	With Yes, you can only move a Work Order forward through the statuses, not back. See Work Orders.	Yes or No	No
Work Orders > Update Status Allowed	Changing the status on the Work Order edit screen. It overrides the other Work Order access settings. See Work Orders.	Yes or No	Yes

Workflow

Setting	Controls	Options	Default
Workflow > User access (Select Modules)	The Workflow modules you can use. See Workspace.	Edit... (select the modules)	None selected
Workflow > Supervisor access (Select Modules)	The Workflow modules you can use as a supervisor. See Workspace.	Edit... (select the modules)	None selected

User Access

Overview#

How Access Works#

Setting Up Access#

Access Options#

Access Settings#

Accounting#

Calendar#

Campaigns#

Customer Invoices#

Delivery Notes#

Email Settings#

General#

Human Resources#

Job Summary#

Materials & Inventory#

Planning Board#

Point of Sale#

Purchase Orders#

Quotations#

Reports & Dashboard#

Sales & Service#

Sales Orders#

Setups#

System#

Tracker#

Work Orders#

Workflow#