User Setup Permissions Matrix

USER TYPE		Explanation Notes / Questions	Buyer	Buyer/Approver	Approver	Finance	Admin
General	User Type	Select one option for the role this user will be performing
	User Name	First name and Surname of user account	x	x	x	x
	User Name for Admins	User’s first name, Surname plus ADMIN. Eg. James Smith ADMIN					x
	User Login	Login credential (usually first initial + surname)	x	x	x	x
	User Login for Admins	Login credentials (usually user’s initials + ADMIN. Eg. JSADMIN)					x
	Email Address	Enter the user’s Email Address	x	x	x	x	x
	Initials	The user's initials.	x	x	x	x
	Initials for Admin	The user's initials. + AD. Eg. JSAD					x
	Department	(can type in Dept name) - this controls what other documents people can see. If you’d like this user to see all POs for the ART department, for example, type in ART here. If the user is to be able to view All, type in ALL	x	x	x	x
	Department for ADMIN	Please set the Department to ADMIN to ensure full access for Admin accounts.					x
	Country Code	Country code for their mobile number	x	x	x	x	x
	Mobile Number	User’s mobile number.	x	x	x	x	x
Approver Details	Approve via Email/PDA	Turn on if you want to enable approvals via email. Approver will reply to email which will approve the transaction. If this option is disabled, the approver will not receive any approval emails.		x	x
	Notify by Email	Turn on if you want the approver to be emailed each time a new transaction is allocated to them. If the user is not approving each PO via email (the setting above) they can instead be alerted when they have orders to approve.		x	x
	HTML Email	The Default is to receive plain text approval emails. If HTML format is selected, there will be an Approve or Decline button that can be clicked in the email to approve the record.		x	x
	Show Popup Confirmation On HTML Emails	When clicking the approve or decline buttons in the HTML approval emails - the user will be given a confirm prompt when the website loads if this option is enabled.		x	x
	CC Approval Email	If approver has two email addresses, can enter in second email here, so that if they approve via either email address, they system will recognise it.		x	x
	Send Order Email	Toggles sending the specific approval emails. The options available are: Approvals - Emails will allow reply approvals. Notifications - Emails are only alerts. Records will need to be approved in DPF. Off - No approval emails are sent.		x	x
	Send Invoice Email	Toggles sending the specific approval emails. The options available are: Approvals - Emails will allow reply approvals. Notifications - Emails are only alerts. Records will need to be approved in DPF. Off - No approval emails are sent.		x	x
	Send Expense Email	Toggles sending the specific approval emails. The options available are: Approvals - Emails will allow reply approvals. Notifications - Emails are only alerts. Records will need to be approved in DPF. Off - No approval emails are sent.		x	x
	Send Document Email	Toggles sending the specific approval emails. The options available are: Approvals - Emails will allow reply approvals. Notifications - Emails are only alerts. Records will need to be approved in DPF. Off - No approval emails are sent.		x	x
	Send Timecard Email	Toggles sending the specific approval emails. The options available are: Approvals - Emails will allow reply approvals. Notifications - Emails are only alerts. Records will need to be approved in DPF. Off - No approval emails are sent.		x	x
Buyer Details	Approval Groups	Select where the POs this user raises go for approval	x	x
	Invoice OCR email	If using the Invoice module, this OCR address will insert the invoice into both DPF and Eclipse	x	x
	Include OCR Success in Email Summary	By default the OCR Summary email is only sent on failure. This will enable sending success messages each time an invoice is successfully processed by the OCR module.	x	x
	Eclipse Username	Used for accountants who need to link their eclipse with DPF. The username of their eclipse login would be entered here. This is helpful when your DPF login does not match your Eclipse login.	x	x
	Change In Amount	Allows order to be changed by a certain amount without requiring to be sent for reapproval. If both Change in Amount and Change in Percent have been set, the system will use the LOWER range.	x	x
	Change In Percent:	Allows order to be changed by a certain percent without requiring to be sent for re-approval. If both Change in Amount and Change in Percent have been set, the system will use the LOWER range.	x	x
	Generate PO #	Tick if you want the order number generated at creation of the PO	x	x
	Generate PO# up to	If above ticked, you can put in an amount to generate up to. Eg, $1000. If above that figure, the order # won't created until it's been approved.	x	x
	Accounts Email	CC email for all orders to go to. All fully approved will also be sent here	x	x
	Chart Sort	The currency, location and episode of a chart code. This will usually determine what chart codes appear in a users list.	x	x
	Chart Code	Assigns a specific chart code to the user which will be prefilled in their transaction lines.	x	x
	Security Level	Assigns the security level for the buyer. This feature is typically used for COA restrictions and vendor restrictions. Users can only see suppliers or chart of accounts that match their security level. If set to 0, can see everything as per normal.	x	x
	Block Hire Reminder Emails	Restrict hire reminder emails from being sent to the buyer and suppliers.	x	x
	Force Valid Chart Codes	Force valid chart codes to be entered in orders	x	x	x
	Allow Bank Details	Allow bank details to be added by user for suppliers	x	x	x
	CC User Email	CC’s the email address input to all emails sent to the user.	x	x	x
	Block Supplier Add/Edit	Restrict user from editing or adding suppliers	x	x	x
	Default Currency	Used for pre-populating the currency field when creating a new supplier. If this has not been set for a user, it will use the currency set in the System Default Currency instead	x	x	x	x	x
	COA Security Group	The COA chart group that a user should have access to	x	x	x
	Allow User To Edit Linked Draft Order	Allows the buyer to edit another buyers draft order	x	x
	Invoice Accounts Email	Email address for approved invoices to be sent to	x	x
	Expense Accounts Email	Email address for approved expenses to be sent to	x	x
	Documents Account Email	Email address for approved documents to be to	x	x
	Timecard Accounts Email	Email address for approved timecards to be sent to	x	x
Security Details	Access Start Date	Can be left blank if not required. Can set period of time - temp users, 2 weeks for example. Access End Date will be used for when users are to be disabled. Can also be left blank and access disabled later.	x	x	x	x	x
	Access End Date		x	x	x	x	x
	Password Strength	Weak - no minimum requirement. Mild - min 8 characters. Strong - min 12 characters. Extra Strong - min 20 characters. Must also contain: an upper case, lower case, 1 number, 1 special character. Recommendation: please select MILD at a minimum.	x	x	x	x	x
	Password Expiry Days	Force password reset after X days - can be defined by the Production. Not required.	x	x	x	x	x
	Inactivity Lockout Days	X days after last login, can auto lock account if enabled. Not required.	x	x	x	x	x
	Two Factor Authentication	Enables two factor authentication for the selected user for their email or their mobile number. The two options are selectable via the dropdown menu.	x	x	x	x	x
	User Must Change Password	Tick this on when you want the user to reset their password on next login. By default when an invite email is sent out, this is ticked on.	x	x	x	x	x
	Password Never Expires	Users password never expires	x	x	x	x	x
	Locked Out	Will be ticked if user locked out - failed login attempts (max 3). Admin can unlock OR user can reset password via the login screen. (This can also be set manually when user no longer works on the production.)	x	x	x	x	x
	Account Disabled	Account is disabled (for use when user no longer works on the production)	x	x	x	x	x
	Last Login	Last login date	x	x	x	x	x
Timecard Options	Timecard Entry	Defaults to List which means the operator selects the times from the list. If text is chosen, the times can be typed in.	x	x
	Timecard Accounts User	Tick on if using TC module - Operators need this turned on	x	x
	Timecard Accounts User View Payslips:	Allow user to see Payslips in DPF.	x	x
	Timecard Interval	If TC Entry is List, time increments will be 5 minutes. Value can be changed as Production requires. This is only for DPF Operators (not FP)	x	x
	Timecard Sub-Production Filter	Filters the timecards the user has access to by a production dropdown list. User will only be able to see Timecards from this Production.	x	x	x
	Timecard Department Filter	Filters the timecards the user has access to by a department dropdown list. User will only be able to see Timecards from this Department.	x	x	x
	Full Timecard Approved Access	Allows the user to see all fully approved timecards, even if they did not send or approve the timecard.	x	x	x
User Details	PO Module	Modules the user has access to	x	x	x	x	x
	Invoice Module		x	x	x	x	x
	Expense Module		x	x	x	x	x
	Document Module		x	x	x	x	x
	Payment Module	N/A - in development, future release
	Timecard Module		x	x	x	x	x
	Supplier Approval Module	N/A - in development, future release
	Journals Module	N/A - in development, future release
	Dist Change Module	N/A - in development, future release