User Control 2
User Control 2 Screen
This screen is a continuation of User Control options and should be completed for every User set up in the system. When you enter the User Control 2 level, the screen will appear as follows:
The User id field will prompt the User ID of the person currently logged into the system. Type over the default with the User ID of the User for which you are implementing controls. Hit enter through the User Password field, and hit enter again to get to the first control prompt in this screen.
Field Descriptions for User Control 2 Level screen:
User Allowed to Select Price Below (A-J)- at this control option, if you do not want a User to be able to enter a price below the lowest programmed A-J Level Pricing, set this prompt to “N” for no. The system will then prompt the following: Enter Lowest Level User is allowed to view. Once you enter a level, the User will not see any pricing below that level anywhere in the system. This means that the lowest price that appears in the Pricing Table in the Quotation and Order Entry modules is the lowest price this User will be able to enter on a material line. With this prompt set to “N” for no, when a material line is entered in the Quotation or Order Entry modules, and a price is entered that is lower than the lowest price programmed, the system will prompt the following message: Price Too Low: Price Entered is below the minimum allowed. The price will then default back to the highest programmed price. If this control is set to “N” for no, the system will then pop up an additional prompt that appears as follows: Do you want to allow this user to sell remnants below the remnant price? If you answer Yes to this prompt, the User will be allow to sell a remnant for an amount lower than the price set in the Remnant pricing feature in Inventory Maintenance. If you want to allow a User to sell at a price lower than the lowest price programmed, leave this prompt set to “Y” for yes.
User Update Catalog In Other Companies- this control has to do with creating catalog items in multi-Company operations. With this control set to “Y” for yes, when a User adds a catalog item in one Company, they will be asked to add it in other companies and then be able to choose which company to add it in. When editing a catalog item, if the catalog item exists in another Company, they will have the option to make the same changes in the other Company. This option applies to Labor Catalog and Special Charge Catalog items as well. If you do not want the User to add catalog items in other Companies, or if you are not a multi-Company operation, leave this control set to “N” for no.
Allowed to Approve CBD Status Customer- this control determines whether a User can approve CBD (Cash Before Delivery) customer jobs for processing Work Orders and Invoices. If they can override Approval status on CBD jobs, then set this control to “Y” for yes; if they can’t, then set this control to “N” for no.
Allowed to Approve Jobs Over Credit Limit- this control determines whether a User can approve a job for credit that is over the credit limit allowed for the customer. With this control set to “Y” for yes, the User will be able to change the Credit Status on a job from “N” to “Y” either from the job or in the Approve/Select Jobs module accessible from the Accounts Receivable menu. This control does not allow them to use or change the “X” or “A” Credit Approval status.
User: halt/allow processing for all jobs- this control gives Master Credit Override permission to a User if set to “Y” for yes. This means that if a User with this permission changes the Credit Approval status on a job to “X” to disable processing, that job cannot be processed unless that User determines the job can be processed and then changes the status from an “X” to a “Y” or “A.” An “A” status means a job can be processed where past due Invoices exist on a Customer’s account. Only a User with this control set to “Y” for yes can approve jobs for Customers with past due Invoices.
Allowed to make Irregular returns in w/o- this control is tied to the Company Control 2 option Irregular return in W/O Print. If this Company Control option is enabled, then this control determines if a User is allowed to process an irregular return in the Work Order Print program.
Allow unassign of Special Order Goods- this control should only be used if you have not already prevented a User from changing job lines through the “Is This User a Sales Person/ Allow Changes of Job Lines” control in the User Control 1 screen. If a User can change job lines, but you do not want them to unassign a material line where a PO has been created, you will need to set this control to “N” for no. With this control activated for a User, it will take a Manager to change the order status of a special order job line. This control will remain in effect even after the material is received against the PO. However, once a Manager unassigns the material the first time, the User is then free to reassign and unassign that material. Again, this control does not impact Stock Inventory material lines or labor lines. If you do not wish to use this feature, type a “Y” at this control for every User-it does not override the “Allow Changes of Job Lines” control. A quick note about the “Allow Changes of Job Lines” control: the system will allow a User with this control set to “N” to make multiple changes to a labor line only until the User exits the Line Items screen.
Allowed to add Job Type in Order/Quote- if you do not want a User to be able to change the Job Type in the Quote Entry or Order Entry screens, set this control to “N” for no; otherwise leave it set to “Y” for yes.
Allowed to Change dates in Order/Quote- if you do not want a User to be able to change any Dates in the Quote Entry or Order Entry modules, set this control to “N” for no; otherwise leave it set to “Y” for yes. Please Note: If the User is not allowed to change Dates but is allowed to create an Invoice, the system will prompt the current date in the Invoice module and the User will not be allowed to change that date.
Allowed to order P.O. through Order Entry- if you do not want a User to be able to place a PO “On Order” from the Order Entry module, set this control to “N” for no. This will remove the prompt “Has This P.O. Been Ordered,” thereby preventing the User from placing the order in the system. If the User can place orders, leave it set to “Y” for yes.
Allowed to set specific commission amount- if you would like to grant permission to a User to change commission amounts, change this control to “Y” for yes. The system will then prompt a new option in the Commission field as follows: (F3) Set Commission. To use this option, you will need to make sure that when you enter through the Salesrep1 Commission box that pops up before you get to the Commission Percentage field, it is set to one of the Standard Commission options (i.e., “M”, “P”, “T”, or “L”). The F3 option will not work on any of the Sliding Scale options--a box will pop up and let you know if one of those is selected. You can use this on a job-by-job basis to program an exact Commission Amount. (Please Note: when you set a specific commission amount, the system may add or subtract a few pennies due to rounding to best reach the amount the user keyed in.) When you hit the F3 key, the system will prompt the following: Salesrep1 Commission Amount. Type in the dollar amount of commission you would like to pay the Salesperson for that job. With regard to the Remnant feature, Remnant Commission will still be calculated, but will not add to the commission entered. Also, this feature will not work if the Commission Base is “0”.
Allowed to change tax codes on customer- if you do not want a User to be able to change Tax Codes on a Customer, either in the Customer Maintenance module or from a Ship To Code screen, set this control to “N” for no; otherwise leave it set to “Y” for yes.
Allowed to change Sales Commission split- this control works in tandem with the “% of Comm. Split for Slsrp2” control explained in the Branch Control section. If you have entered a percentage in that field, and where a second salesperson exists on a job, this control determines whether a User can make changes to the commission split data in the Cost Maintenance module. If you would like to grant access to a User to make changes, type a “Y” for yes at this prompt. If you wish to prevent any changes by a User, leave this control set to “N” for no. If a User is allowed to make changes, when they enter the Cost Maintenance module and the cursor is at the Base field, there is an F3 option to change the split only on the current job--the F3 prompt appears after you hit enter on the 2nd Salesperson’s ID. When you enter the percentage for the 2nd Salesperson, the system calculates the balance and changes the 1st Salesperson’s percent. You can enter back through the screen to see the change.
Allowed to review PO for different vendor- this control was developed for a BMS customer who needed the ability to change the Vendor ID on a PO when posting an Invoice in A/P Open Item Maintenance. For example, they have set up a Shaw1 and Shaw2, etc. Vendors for internal tracking purposes, but when the Invoice comes, they need to change the PO from Shaw2 to Shaw1 to post the Invoice, and still need to tie the PO made out to a different Vendor to that Invoice. With this control enabled, the system will prompt “Wrong Vendor for Purchase Order Do You Wish to Continue?” You can then type a “Y” to tie this PO to the Invoice. If this scenario does not apply to your company, leave all users set to “N” for no to disable in the system.
Allow to change installer rate- job labor- this control allows you to determine who can make changes to an Installer rate when posting labor in the Job Labor Maint./Installer Payments module. If you set this control to “N” for no, a User will not have access to the Rate column when posting Installer payments, and neither will they be able to enter any adjustments in the Installer Payables module. If a User needs to be able to make changes to an Installers pay prior to A/P Posting, leave this control set to “Y” for yes.
Allowed to change Notes after entry- this control is tied to each of the Notes options throughout the system such as Vendor Notes, Customer Notes, Customer Address Notes, Customer Status Inquiry Notes, PO Notes, Job Number Notes, etc. If this control is set to “N” for no, a User can add Notes, but they will not be able to edit or delete existing Notes anywhere in the system. If you wish to grant access to a User to edit or delete existing Notes, set this control to “Y” for yes. This control, if set to “N” for no, will prompt controls that pertain only to Comment Lines or Line Comments feature. The first appears as follows: Do you want to allow editing/deleting of FP Comment Lines? This relates to “Add a room” comments or Floor Plan Comment Lines. Set to “Y” for yes to allow. The next control appears as follows: Allow editing/deleting of *Non* FP Comment Lines? This relates to the additional Line Comment options, such as Customer copies, Work Order, Both, and None. Set to “Y” for yes to allow.
As soon as you enter through the last field of the User Control 2 screen or hit Esc to exit, the system will prompt the following: Save Changes? Type a “Y” to save any changes or a “D” to delete the User, if applicable.