Adaco: Changing Inventory Access Rights in User Groups – Fourth & HotSchedules Customer Success Portal

User Group - Inventory Access Rights

When access rights are associated with a user group, all users assigned to that user group are affected.

To access the Inventory option access rights, as shown in Fig.1,

Navigate to Property > Setup > User Groups > User Groups
Double click the desired user group
Select Inventory from the Main Menu drop-down
Add or modify the access rights
Select Save

Fig.1 - Accessing the Inventory access rights

Group Details

Fields	Description
Allowed segments for group	If a segment or segments are selected, then users assigned to the user group will only have access to products associated with those segments, and subsequent categories and subcategories. Note: a blank field denotes access to all segments.

Submenu

Fields	Description
Maintain Guides*	Provides view-only access to the Outlet Guides, but not to the contents of the guides themselves. The drop-down menu option becomes accessible, as seen in Fig.2. Fig.2 - Maintain Guides drop-down menu option becomes accessible
Cancel Period Inventory	Can be used if either a period or interim inventory is started prematurely. Fig.3 - Cancel Period Inventory option The newly opened current period will be cancelled and the property will revert to having just the inventory period open (when Start Period Inventory is initiated the property will have an inventory period (last period) and a current period (next period) open. After this is reverted there will just be a current period open (last period)) Any inventory counts entered will be removed Any transactions posted to the current period (next period) will be updated to the inventory period (last period) Any locked outlet inventories will be unlocked
Start Period Inventory	Provides the ability to start the Month End Inventory. The drop-down menu option becomes accessible, as seen in Fig.4. Fig.4 - Start Period Inventory drop-down menu option becomes accessible
Enter Physical Inventory*	Provides access to the Enter Physical Inventory screen, as well as inputting and modifying the counts. The drop-down menu option becomes accessible, as seen in Fig.5. Fig.5 - Physical Inventory Count drop-down menu option becomes accessible Also provides access to the Counting app via the Fourth Platform/App for users with Fourth Account Service profiles within properties that have an applicable Editions subscription:
Close Period	Provides access to close the Month End Inventory. The drop-down menu option becomes accessible, as seen in Fig.6. Fig.6 - Close Period drop-down menu option becomes accessible
Inventory Adjustment	Provides access to the Inventory Adjustment screen to make corrections to the current onhand stock. The drop-down menu option becomes accessible, as seen in Fig.7. Fig.7 - Inventory Adjustment drop-down menu option becomes accessible
Start Interim Inventory	Provides access to start an Interim Inventory. The drop-down menu option becomes accessible, as seen in Fig.8. Fig.8 - Start Interim Inventory drop-down menu option becomes accessible
Close Interim Inventory	Provides access to close an Interim Inventory. The drop-down option becomes accessible, as seen in Fig.9. Fig.9 - Close Interim Inventory drop-down menu option becomes accessible
Re-Open Last Inventory Period	Provides access to Re-Open Last Inventory Period, as seen in Fig.10. Fig.10 - Re-open Last Inventory period

Note: Fields with an asterisk indicate a Submenu with additional access rights.

Once the appropriate access rights have been associated to the user group, select Save

Additional Access Rights

Some of the Submenu options have extra access rights associated with them.

To access these additional access rights, select . . . under the Access Rights column, as seen in Fig. 11

Additional access rights
Fig. 11 - Accessing additional access rights

When additional access rights are provided to the user group for Maintain Guides, the users assigned to that user group will be able to do more within that area.

The additional access rights are shown below in Fig.12.

Guides access rights
Fig. 12 - Access Right - Maintain Guides

Fields

Description

Guides Access Rights

Provides access to view, modify, delete, and print Outlet Guides.

Requires the Create, Edit, and View access rights in order to view, add and remove products from the guides, as seen in Fig.13

Modify Guides
Fig.13 - Access to view and modify the outlet's guide

The Delete access right provides the ability to remove an entire guide at once from the Maintain Guides screen, as seen in Fig.14

Delete an entire guide
Fig.14 - Access to delete all the products within a guide at one time

The Print access right provides the ability to print the Outlet Guide, as seen in Fig.15

Print a guide
Fig.15 - Access to print an outlet's guide

Once the appropriate access rights have been associated to the user group, select Save

The Physical Inventory Count submenu has additional access rights within it, as shown in Fig.16.

Fig. 14 - Access Right - Enter Physical Inventory
Fig.16 - Access Right - Enter Physical Inventory

Fields

Description

Post While Inventory in Progress

Provides the ability to choose the posting period to receive a Purchase Order or process an Outlet Requisition if the property has Advance Period on Start Inventory enabled, located under Property > Administration > Property Preferences > Inventory, as seen in Fig.17 and Fig.18, respectively. Otherwise, the user will only have access to post into the Current Period.
If this option is not enabled, then the user only has access to the Inventory Period.

Choose posting period for a PO
Fig.17 - Choose posting period when receiving a Purchase Order during Inventory

Processing an OR
Fig.18 - Choose posting period when posting an Outlet Requisition during Inventory

Requires only the Create access right

Lock/ Unlock Inventory Counts

Provides access to a new button in the Enter Inventory screen labelled Lock Inventory.

Fig. 17 - Lock Button
Fig.19 - Lock Inventory Button

When this button is used the user will be prompted to confirm the locking of the inventory. When confirmed, the inventory count for the selected outlet will be locked and no further changes can be made to it.

Once the appropriate access rights have been associated to the user group, select Save

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