Managing user permissions in an ERP system is a bit like being a digital gatekeeper: you want to give your team enough freedom to be productive, but enough guardrails to keep your data from turning into the Wild West. In ERPAG, the User Authorization settings provide that “unlimited power” (as the team likes to call it) to define exactly who can see what. More importantly, you can control what users can change.
The foundation of this control starts with the General restrictions. These settings aren’t just about hiding modules. Instead, they are about protecting the integrity of your documents and sensitive financial data from accidental or unauthorized “creative” edits. By using proper user authorization, you can ensure only the correct people have access to crucial information.
The User Authorization is disabled just for Administrators in ERPAG. All other user roles – Operators, Mobile Devices, Customer Portals, Point Of Sales – can be under certain restrictions.
All of these parts of the software can be Enabled – Checkmark (means full access to that option). They can be Read only – black block (means the document or information is visible but it’s locked for altering). They also can be Denied – white box (means the document or information is completely hidden from the User). For various scenarios, user authorization helps maintain control over sensitive areas.
Since this is rather wide aspect of our software with multiple restrictions, we will write separate blogs. Each blog will tackle down each group of restrictions one by one. In this blog I will focus on the General – Documents restriction (Part I) – marked in a screenshot below.
Understanding General Document Restrictions
When you dive into the General section of User Authorizations, you’ll find a checklist that governs how users interact with documents and pricing. Here is a breakdown of what these specific toggles do, one by one. We will call our test operator Mike, and his coworker will be Karen. So you better catch our drift! This section highlights the importance of authorization for each user.
Edit: Another user
When unchecked, this ensures that Mike can’t accidentally (or intentionally) modify a document that Karen created. When the option is set to ‘Read Only’, documents created by Mike are still visible in the system. However, they are locked for modifying. As you can see from the screenshot below, there is no ‘EDIT’ button.
If the access is set to ‘Denied’, Mike would be able to see only the documents he created. The authorization settings for each user play a crucial role in this scenario.
Edit: After an hour
This is a brilliant safety net for data integrity; it prevents any edits once a document has been “live” for 60 minutes. Therefore, it forces users to be precise from the start. It’s just another way user authorization supports secure workflows.
When this option is set to Read Only, the edit button is only visible in documents Mike created. If Mike opens the document Karen created, he won’t see an edit option. After an hour, Mike won’t be able to edit his own document either.
Edit: Selling price / Rebate
Disabling these prevents operators from manually altering the prices or discounts you’ve already established in your price lists. These sensitive actions are governed by user authorization settings for maximum safety.
You can see on the screenshot that the information is visible, but it is locked and it can’t be changed.
Edit: Purchase price
Similar to selling price, this locks the purchase cost in documents. As a result, your procurement costs remain consistent, all due to the proper authorization of each user.
Disabling this option means Mike can’t alter purchase prices in older and newly created purchase orders:
Edit: Terms of payment
This forbids users from changing the agreed-upon payment terms for customers or suppliers within a document. And also in Customers and Suppliers as business associates. Clearly, user authorization helps to safeguard negotiated terms from unauthorized changes.
Edit: Cost per hour / Estimated cost
Crucial for manufacturing, these settings prevent users from altering the labor costs or estimated expenses on work orders. This is yet another important aspect of user authorization in establishing roles and responsibilities.
Purchase order: All suppliers
This is actually a search scope tool. If disabled, when a user creates a PO for a specific supplier, the search box will only show items linked to that supplier. This prevents selection errors related to user authorization controls.
Show: Purchase price
If you want to keep your margins private, unchecking this hides purchase prices from the user across all documents and reports. Purchase price column is missing in all documents and reports: This demonstrates how user authorization preserves confidentiality throughout the system.
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