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

User Group - Purchasing Access Rights

When access rights are associated with a user group, all users assigned to the group are affected.
To access the Purchasing option access rights, as shown in Fig.1:

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

Fig.1 - Accessing the Purchasing access rights

Sub-menu

Fields	Description
Purchase Order Center*	Provides view-only access to the Purchasing Center, but not to the contents of the Purchase Orders. The Purchasing Center button and drop-down menu option become accessible. As seen in Fig.2. Fig.2 - Purchase Order Center button and drop-down option become accessible
Create POs from Requisition	Provides access to the Create POs From Requisition screen, located under the Purchasing drop-down menu. As seen in Fig.3. Fig.3 - Create POs from Requisition option becomes available
Quotation Center*	Provides access to the Quotations Center option in the Purchasing drop-down menu, as seen in Fig.4, but not the actual Quotation Center screen - additional access is required for this. Fig.4 - Quotations Center option becomes accessible
Product Quotes	Provides access to the Product Quotes quotation search screen, and the option becomes available under the Purchasing drop-down menu. As seen in Fig.5. Fig.5 - Product Quotes option becomes accessible
New Quotation	Provides access to the new quotation screen as a shortcut, instead of having to go to Purchasing > Quotation Center > New Quotation, from the Purchasing drop-down menu. As seen in Fig.6. Fig.6 - New Quotation option becomes accessible Requires Create access under the Quotation Center > Quotation Access Rights
Import Quotation	Provides access to the Import Quotations screen under the Purchasing drop-down menu, to manually import a quotation file. As seen in *Fig.7. Fig.7 - Import Quotations option becomes accessible* Does not require additional access rights from the Quotation Center.
Contracts	Provides access to the Contract area for users to access, or modify existing contracts as well as create new ones. This option becomes accessible under the Purchasing drop-down menu as seen in Fig.8. Fig.8 - Contracts option becomes accessible
Create Return Order	Provides access to the Create Return Order option under the Purchasing drop-down, as seen in Fig.9. Fig.9 - Create Return Order becomes accessible
Close Purchase Order	Provides access to the Close Purchase Order screen in the Purchasing drop-down menu, as seen in Fig.10. Fig.10 - Close Purchase Orders option becomes accessible
Purge Purchase Order	Provides access to the Purge Purchase Order screen under the Purchasing drop-down menu, to permanently remove old Purchase Orders. As seen in Fig.11. Note: This functionality also requires Allow Deletion of Purchase Orders Administrative flag to be enabled Fig.11 - Purge Purchase Orders option becomes available
Purchase Order Inquiry	Provides access to the Purchase Order Inquiry screen from the Purchasing drop-down menu, as seen in Fig.12. Fig.12 - Purchase Order Inquiry option becomes accessible
Purge Reorders	Provides access to the Purge Reorders screen to permanently remove old unused reorders created by generating either the Purchase Reorder Report (Reports > Purchasing Reports) or the Outlet Reorder Report (Reports > Requisition Reports). This option becomes accessible under the Purchasing drop-down menu, as seen in Fig.13. Fig.13 - Purge Reorders option becomes accessible
Project	Provides access to the Project Center, located under the Purchasing drop-down as seen in Fig.14. Users will automatically be able to Create, View, Edit, and Delete projects. Fig.14 - Project Center option becomes accessible.
Project Template	Provides access to Projects > Template Center for users to create templates with products which will be used in projects and can be selected from the Template option on a new or existing project. This option becomes accessible under the Purchasing drop-down menu, as seen in Fig.15. Fig.15 - Project Template Center option becomes accessible.
Re-Open Purchase Orders	Enables the user to search for any closed Purchase Orders from within the Purchasing Centre by selecting either the Closed or Show Auto Closed options. Closed purchase orders are shown in grey. One or more closed Purchase Orders can be selected (use ctrl + click to select multiple purchase orders) and then by right clicking on the closed purchase orders, the option Re-Open PO can be selected. The selected purchase orders will be re-opened and their statuses will be reset to those prior to the purchase order being closed (for example “Transmitted”, “Received”, “Partially Received” etc…). Fig. 16 - Option to Re-Open PO

Note: Fields with an asterisk indicates a Sub-menu with additional access rights.

Note: Once the appropriate access rights have been associated to the user group:

Select Save

Additional Access Rights

Some of the Sub-menu options have extra access rights associated with them.

To access, select ... under the Access Rights column, as seen in Fig.17

Fig.17 - Accessing additional access rights

When additional access rights are provided to the user group for the Purchase Order Center, the users assigned to that group will be able to do more within that area. The additional access rights are shown in Fig.18.

purchase order center additional access rights

Fig.18 - Access Right - Purchase Order Center

Fields	Description
Edit Multiple Receiving PO	Provides access to make modifications to Purchase Orders which are marked as Multiple Receiving. Requires only the Edit access right Requires the Edit and View access rights for Purchase Order Access Rights If Lock Requisitions, located under Property > Administration > Property Preferences > Requisition, is enabled for the property then this supersedes the functionality
Edit Product Description PO	Provides the ability to modify the Product Description field for a product on a Purchase Order. Requires only the Edit access right Requires the Edit and View access rights for Purchase Order Access Rights If Lock Requisitions is enabled for the property, then this supersedes the functionality
Purchase Order Access Rights	Provides the ability to access Purchase Orders in the Purchase Order Center, regardless of whether they have created them or not. Create - provides access to create Purchase Orders directly Edit - provides access to modify any Purchase Order View - provides access to view any Purchase Order Delete - provides access to permanently remove any Purchase Order Print - provides access to print any Purchase Order Note: if Lock Requisitions is enabled for the property, then this supersedes the functionality. Requires the 'Edit' and 'View' access rights in order to update a Delivery Reference in the Mobile Receiving App
Enable PO Excel format	Provides access to export a Purchase Order from Adaco in an Excel format. Requires only the Print access right Requires, at least, the Print access right for Purchase Order Access Rights
Create PO in Lock Requisitions mode	Provides the ability to create a Purchase Order directly, even if Lock Requisitions has been enabled by the property. Requires only the Create access right Requires the Create access right for Purchase Order Access Rights
Transmit PO	Provides the ability to Transmit Purchase Orders using the transmission interface(s) setup on the Vendor Master, as seen in Fig.19. Fig.19 - Transmit option is accessible. Requires only the Create access right
Edit Payment Terms in PO	Provides the ability to modify the Payment Terms and INCO Terms: fields, as seen in Fig.20, in a Purchase Order. Fig.20 - Payment and INCO Terms fields are modifiable Requires only the Edit access right Requires the Edit and View access rights for Purchase Order Access Rights If Lock Requisitions is enabled, it will supersede this access right

The Quotation Center access right has additional access rights within it, as shown in Fig.21.

Fig.21 - Access Right - Quotation Center

Fields

Description

Quotation Access Rights

Provides the ability to Create, Edit, View, Delete, and Print quotes.

Create - allows users to create new quotes.
Edit - allows users to modify existing quotes.
View - required in order to see the Quotation Center. Also allows users to print existing quotes.
Delete - allows users to remove existing quotes.

Note: the Edit access right is not required for users to be able to fix Errors in quote files.

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