Project Name
To specify the Group Policy the administrator needs to create a group and specify the settings in that group. To create a new login the administrator needs to create a user group and then assign, or add, that user group to the users that are created.
To create a new group:
On the Company menu, point to User Tasks, and then select Group List
In the group list press New button to create a new group using the add new group dialog, for example type Sales, and press ok
Open the group you have created
In the group screen you can see many tabs, such as Forms, Transactions, Entities, Misc (miscellaneous ), User Interface, and others.
Select the Forms tab, and specify the value for each group, such as Customers, Vendors, Inventory, and so on.
Select the other tab, for example select the Transactions tab to specify the value
Press Save & Done
Forms tab includes many groups that lets you limit that group based on the value. For example, if the value of the 'Cash Sale' in the Customers group of the Data Entries is Read Only, the group is not able to modify the record in 'Cash Sale' form.
The Forms tab includes 3 general groups, called Data Entries, Reports, and Configurations. Under Data Entries and Reports groups there are other groups.
Data Entries group includes all the screens in all menus, except the Reports menu and configuration forms such group list, and user list. Reports group includes all the reports in the Reports menu.
The form in each group can do any of the following settings that are summarized in the table below:
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Name |
Description |
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No Access |
If you check this option, the group does not have any access to this form. |
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Full Access |
If you check this option, the group has full control over this form and user is able to use any functionalities that are set in this forms, such as modify the record. |
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Read Only |
If you check this option, the group can go to this form, however the Save & Done or Save & New button are disabled. Thus the group is not able to modify the record. |
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If you check this option, the group can print the form. |
Setting the form to a specific value does not mean the user can perform the all actions in that form. For example, if you check the value of 'Sales Invoice' as Full Access and the group does not have the permission to modify a transaction, the group cannot modify the record. Thus, other tabs have options that need to be evaluated as well. These tabs are explained in the table below.
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Name |
Description |
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Transactions |
This tab lets you specify what transactions, such as 'sales invoices', 'sales orders', 'bills', 'inventory transfers', 'money deposits', and others the group is allowed to perform. Each type is allowed to make changes to the transaction based on the following settings.
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Entities |
This tab lets you specify the privileges that the group has over the entities, such as customers, vendors, contacts, employees, items, accounts, and so on. These entities are grouped into partners, inventory, accounts, employees, job, and others. Checking/Unchecking the settings of any of these entities determines the privileges that the group can perform. The table below describes each of these settings.
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Misc |
The Miscellaneous tab includes other settings that administrator can set to limit the action of the group, such as backup and restore, printing, or if the group is allowed to give discount on transactions. Thus, if the group has the privilege to perform the specific action, then check that action. |
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User Interface |
This tab lets you hide or show a feature or the menu in QBM. The default values are all set as checked, which means the group can view all the menus and submenus. The User Interface tab may not be available in the lower editions. |
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Other |
This tab allows you to set a value for the group policy, such as the maximum percentage of discount on transactions. |