MoneyWorks Manual
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MoneyWorks Privileges
The table below lists the privileges.
Tip: You can set up “generic” users, and duplicate these, so (for example) users in the same department have the same privileges.
Note: If you are converting from MoneyWorks 4, you will need to set up your privileges again.
| Privilege | Notes | |
|---|---|---|
| Administration | ||
| Users and Security (Administrator) | This gives access to the privileges setup, and hence should be turned off for all users except administrator. | |
| Period Management | ||
| Auto Open Period | User can open a period while entering a transaction by entering a date beyond the current period. | |
| Document Preferences | ||
| Signing and Using Unsigned Forms & Reports | Users without this privilege can only print forms and reports that are signed to them. | |
| Revert/Rollback | ||
| Remote Save | This privilege controls ability to Save on Datacentre (i.e. commit changes). | |
| Diagnostics | ||
| Auto Allocations | This disables the ability to define auto-allocations--they can still be used. | |
| Backup | Controls the ability to save a backup. Both this and Remote Save are required for backup to client on Datacentre. | |
| Reminders | This controls access to creating reminders; not seeing them. The ability to see Overdue debtors/creditors auto messages is controlled by the “Debtors” and “Creditors” privileges. | |
| Execute External Scripts | Turn this on for users who need any COM/AE interaction, such as communicating with FileMaker or Excel, or starting Scripts in the Command menu. Note that external scripts can export any information in the database, and hence for maximum security, this privilege should be denied unless it is really needed. | |
| Importing | ||
| Exporting | ||
| Company Details | ||
| Log File | ||
| Customise List Views | ||
| Customise Validation Lists | ||
| Purchases | ||
| Enter Orders | ||
| Process Orders | ||
| Creditors | ||
| Enter Invoice | ||
| Pay Invoices | ||
| Payments History | ||
| Change Bank Account | Controls the capability of changing the electronic bank account details (for creditor payments). | |
| Sales | ||
| Enter Orders | ||
| Process Orders | ||
| Process Partial Orders | ||
| See Margins | Turn this off if you don't want the user to see product margins when entering transactions. | |
| Debtors | ||
| Enter Invoices | ||
| Receipt Invoices | ||
| Payments History | ||
| Statements and Ageing | ||
| Cash | ||
| Enter Payments | ||
| Enter Receipts | ||
| Banking | ||
| Bank Reconciliation | ||
| Change Opening Balance on Bank Rec | ||
| Accept Unbalanced Bank Rec | ||
| Clear Bank Recs | ||
| See Balances in Bank Popup | Turning this off suppressing the bank balance display in the bank pop-up menu | |
| Load Bank Statement | ||
| Edit Currencies | ||
| General Ledger | ||
| View Accounts | ||
| Create Accounts | ||
| Modify Accounts | ||
| Delete Accounts | ||
| Budgets & Balances | ||
| Enter Journal Adjustments | ||
| GST/VAT/Tax Report/Finalisation | ||
| Account Enquiry | ||
| Change Tax Table | ||
| Jobs | ||
| View Jobs | ||
| Create Jobs | ||
| Modify Jobs | ||
| Delete Jobs | ||
| Enter Job Sheet Items | ||
| See All Job Sheet Items | If this is off, the user will only be able to see the job sheet entries that they themselves have made. | |
| Bill Jobs | ||
| Use Completed Jobs | ||
| Products | ||
| View Products | ||
| Create Products | ||
| Modify Products | ||
| Delete Products | ||
| Build Products | ||
| Stock Journals | ||
| Stock Enquiry | ||
| Sales Enquiry | ||
| Purchases Enquiry | ||
| Names | ||
| View Names | ||
| Create Names | ||
| Modify Names | ||
| Delete Names | ||
| Sales Enquiry | ||
| Purchases Enquiry | ||
| Adjustments | ||
| Elective Posting | If this is Off, the user will not be able to post transactions (except those automatically posted, such as adjustments). | |
| Expression Evaluation | If this is off, the user cannot enter an expression (i.e. something starting with =) into a MoneyWorks field, or customise a list using a calculated value. | |
| Delete Unposted Transactions/Orders | ||
| Print Unposted Invoices | ||
| Make Changes to Posted Transactions | ||
| Use `Replace` Command | ||
| Unlimited Write-offs | If this is off, the amount that the user can write-off when processing an invoice is limited to the Limit on the fly write-off amount specified in the Terms panel of the Document Preferences. | |
| Override Pricing and Terms | If this is off, the user will not be able to override discounts and terms when entering transactions (discounts on imported transactions can still be over-ridden). | |
| Edit Off-Ledger values | ||
| Detail Lines List | If this is off, the user will not be able to access the Detail Line list in the Show menu. | |
| Select Filters | If this is off, the user will not be able to change filters, and thus will be constrained by whatever filters are in operation when the user was set up. | |
| User Privilege 1...6 | These are for your own use, and can be used to control access to reports and scripts using the Allowed() function. | |