Set Up Roles (1211)

Created by Migration Bot, Modified on Fri, 23 Oct at 2:31 PM by Migration Bot

Originally written by John Hardwick, last updated Jan 30, 2026, on the Swan Retail knowledge base (FRS).

This program enables privileges to be assigned to roles, effectively empowering operators to perform role specific tasks.

Click to view / download a PDF version of this document

FRS-Set Up Roles-170625-092713.pdf

Menu Location: System Admin > Security > Set Up Roles

Although SwanFRS comes with several predefined roles, each having a pre-set array of privileges, you may wish to alter the responsibilities each role has or create new ones. To assist with this, a list of role privileges are available at the end of this guide.

For those implementing the 1. Check List document is available to assist with the mass definition of users, roles and privileges.

Changing the privileges within a role only takes effect when the operator with that role logs out and back into SwanFRS.

Click the NEW button or New on the side panel to generate a new record.

Role names must be unique. Click ACCEPT to confirm the creation or CANCEL to abort.

To find a specific privilege (or word within the description), specify the search pattern in the Find field and click the FIND button. The table will then redisplay, showing matches for the search narrative.
Click the NEW ROLEbutton to create a new role.
Click the EDIT button to change the privileges assigned to the selected role.

It is only possible to change the privilege’s linked to the role when in EDIT mode. Wilst in edit mode it is not possible to change to another role.

The SAVE should be used when saving changes to the composition of the role.
To view the details of a particular role, click on the User Name.
Selecting the CANCEL button, or Back option on the side panel to leave the page (or select another option from the menu)

Item	Description
Role	Use the pick list to select the role you wish to view. If the role has not been assigned to a user, the DELETE button is active which allows its removal from the system.
Show Sales Orders On FRS home page	Ticking switches on the sales order action section on the main menu / home page, which is driven by the primary sales order profile linked to either the user's role or login code. See Find Sales Order Profiles Guide for details.
Show Selected Privileges First	Ticking lists those privileges set against the selected role (in alphabetical order) first, and then those not set. Unticking lists all roles irrespective of checkbox status in alphabetical order.
Show Diary On FRS home page	Ticking switches on the appointmente diary section on the main menu / home page See Appointments Diary for details.
A / N	Clicking the A ticks every privilege. Clicking the N clears all checks against every privilege for that role. This feature is only active when the EDIT button has been selected.
Role	Tick to include the privilege, and therefore its associated features within the role, and therefore all users with this role can gain access to or progress the feature it related to. Unticking removes / blocks that feature. This feature is only active when the EDIT button has been selected. When changing individual privilege settings, ensure the SAVE button is used to record the change.

Role Privilege

When considering the actions, a role (job) is expected to perform within SwanFRS the options available are.

At time of upgrading to the latest version of the application it may be necessary to revisit these roles adding / removing privileges as appropriate.

Privilege	Definition (tick to add the privilege to the role)
ACCEPT_PAYMENT	Allows customer payments to be processed. No longer used.
ACCEPT_PAYMENT_OVERRIDE	Allows the operator to override the CHECK_CASH_REC_COMPLETE block setting.
ACCEPT_SALES_ORDER	Allows the user to accept a sales order. Without this option it is not possible to convert a sales order an On Hold state to a Released status.
ACCOUNTS_INTERFACE	Allows the user access to the accounts interface option within administration without allowing access into the general administration options.
ADMIN_CUSTOMER_SERVICE	Allows the user to perform administration activities within customer service.
ADMIN_HEADER	Allows the changing of SwanFRS system header information. Enables access to the application parameters settings.
ADMIN_SESSIONS	Allows the reviewing and termination of users logged into the SwanFRS system. This is recommended only for use by the System’s Administrator.
ADMIN_USERS	Allows the changing of SwanFRS user security.
ADVANCED_SO_SEARCH	Allows the operator to use the advanced search options within the find sales order facility.
ALL_PROMOTIONS	Allows the selection from the last 10 promotions (active or expired) when processing internal or sales orders. Without this privilege the operator may only choose from active promotions. For example – Retrospectively altering sales orders.
ALTERNATE_SUPPLIER	Allows the operator to change the supplier of a purchase order from that defined on the product.
Amend Create Promotions	Allows access to the setup product pricing routine. Used when linked to Price Writer^® and allows the creation and amendment of promotions. To import from Price Writer^® the user must have this privilege. A user must have this privilege if they are to create a new promotion. Without it SwanFRS will only allow imports to existing promotion.
AMEND_BUDGETS	Allows the user to amend designer budgets (part of the UPS system)
AMEND_CAVEATS	Allows the user to amend a caveat.
AMEND_CONTACT_STATUS	Allows the operator to change ‘contact status’ of a sales order.
AMEND_CONVERSION_COST	System controlled – for use only with databases where a data conversion has occurred,
AMEND_COST_PRICE	Allows the change of cost prices. The user will be allowed to alter the ‘expected’ cost price with this privilege.
AMEND_DEL_LOCATION_ROUTE	Allows the operator to change the suggested delivery location of goods. At time of upgrade all roles will be given this privilege.
AMEND_DELIVERY_VAN	Allows privileged user to amend the van against a delivery van during the planning process
AMEND_FINAL_PAY_METHOD	Allows the user to amend the default ‘final payment’ method option.
AMEND_PO	Allows the amendment of purchase orders. This attribute allows the amendment of the ordering and expected dates along with the delivery branch and purchase order reference
AMEND_POSTED_PAYMENTS	Allows the operator to change the details of cash payments after they have been cash reconciled. Amendment is available for a designed number of days and subject to restrictions. This privilege also allows access to the amend posted payments routine.
AMEND_PURCHASE_ORDER_LINE	Allows the user to amend a purchase order line.
AMEND_SALES_MESSAGES	Allows the amendment of sales messages linked to products and product groups.
AMEND_SALES_ORDER	Allows the amendment of a sales order. Without this privilege it is not possible to change a green ticked order back to a red hand order (i.e., make a completed order into an amendable order)
AMEND_SCANFILES	Allows the amendment of scanned stock take files. A scanned file is a data file imported into SwanFRS which holds details of a stock take. This privilege allows the manipulation of this file within SwanFRS.
AMEND_STOCK	Allows the amendment of stock records. When viewing the stock detail screen users with this privilege will be able to amend attributes of the stock item (Which fields are amendable depends on stock type and status)
AMEND_STOCK_LEADTIME	Allows the user to modify the default lead time when adding products to the sales order.
AMEND_TILL_TRANSACTION	This allows the operator to adjust imported payment records generated via a third party tilling system. See Till Payment Receipts
AMEND_WORKING_DATE	With this privilege the user can – Amend the working date. This is invisible if you do not hold the privilege.
AEMND_WORKING_DATE_ALLOWANCES	Allows the operator to change the date an allowance was processed. Without this privilege the system uses the operators working date.
AMEND_WORKING_DATE_DISCOUNT	Allows the operator to change the date a discount 'was' applied to a sales order or order line. Without this privilege the system uses the operators working date.
AMEND_WORKING_DATE_PAYMENTS	Allows the operator to change the date a payment was received. Without this privilege the system uses the operators working date.
APPROVE_DELIVERY	Allows the approval of delivery scheduling. During the delivery process if the order has not been approved a warning message appears. If the message appears then it will not be possible to proceed with the delivery of the order.
ARCHIVE_SPEC_SHEETS	Allows the operator to record the existing spec sheet against all stock preserving the specification at the time of archiving
ASSOCIATE_SCANFILES	Allows the linking of scanned stock take files to a stock take list. This privilege allows the linking of a scanned stock take file (scan file) to a stock take.
AUTHORISE_SO	Allows the user to authorize sales orders. This allows the sales order to be progressed beyond the creation stage. Used in partnership with the ‘authorize sales orders’ application parameter.
BALANCEPAY_CANCEL_REQUEST	Allows the operator to cancel a payment request sent via BalancePay This feature is not currently active.
BALANCEPAY_RE_REQUEST_PAYMENT	Allows the operator to re-issue the BalacePay payment request via email This feature is not currently active.
BALANCEPAY_REQUEST_PAYMENT	Allows the operator to send an email to the customer requesting payment of their sales order balance via Balance Pay.
CAN_ADD_INTERACTION	Allows the operator to add interactions to the customer.
CAN_ALLOCATE_PAYMENTS	This role allows operators to adjust the value of funds allocated to sales orders. Taking monies paid from (deallocating) and adding to (allocating) sales orders linked to the same customer is only possible with this privilege.
CAN_AMEND_SERIAL_NO	Allows the operator to change a serial number already specified.
CAN_APPROVE_FINANCE	Allows the user to alter the ‘approved finance’ tick box – this privilege is used in partnership with USE_CAN_APPROVE_FINANCE application parameter.
CAN_AUTHORISE	Allows the user authorize actions for other users (supervisor temporary login).
CAN_BYPASS_IMPERFECT_MSG	Allows the operator to bypass the imperfect message.
CAN_CHANGE_IO_BUYER	Allows the operator to change the ‘buyer' when processing an internal order.
CAN_CREATE_LEGACY	Allows the operator create sales orders prior to the locations ‘go-live’ date which will be fully paid and delivered at time of acceptance.
CAN_CREATE_TRANSFER	Allows the operator to create a new transfer note when scheduling an inter-location transfer via the sales order screen. The transfer note will be from the goods present location to the desired ‘delivery from’ location.
CAN_EDIT_CLOSED_NOTES	Operators with this privilege can edit closed notes.
CAN_EDIT_NOTES	Operators with this privilege can edit notes.
CAN_EDIT_TXT_EMAIL	Reserved for the new customer service module – not currently in use.
CAN_ISSUE_CREDIT	Alows the operator to issue a credti against a customer or sales order
CAN_LINK_SKUS	Allows the operator to link one SKU with another creating an auto suggestion of the Linked SKU when the master SKU is added to a sales order.
CAN_MAINTAIN_SLOTS_ADMIN	Allows the operator to ‘lock’ a timed delivery slot. Only used when timed delivery slots are in operation.
CAN_MAINTAIN_SLOTS	Allows the operator to maintain the number of slots on a delivery run. This privilege requires the delivery slots package to be switched on which is a ‘bolt on’ to the standard package
CAN_MERGE_CUSTOMERS	Allows the user to merge customer records.
CAN_OVER_IO_BUY	Allows the operator to exceed the ‘buyers’ spending limit when processing an internal order.
CAN_OVERRIDE_DISCONTINUED	Allows the operator to order and write on product marked as discontinued.
CAN_OVERRIDE_TAX_RATE	Allows the operator to change the default TAX setting of a product at point of sale.
CAN_REFUND_FINANCE	Allows the operator to process a finance refund.
CAN_REVIEW_STOCK_ALLOCATION	Users with this privilege can review the auto allocated goods on a sales order.
CAN_SELL_PRESCRIPTION_ITEMS	Allows the operator to bypass the tax calculation routines when selling product on a sales order. When operating with ‘Taxware’, a tick box shown on the product detail page allows the operator to inform the tax calculation package not to generate taxes for this product.
CAN_SET_IMPERFECT_MSG	Allows the operator to maintain imperfect messages
CAN_SET_UNAVAIL_REASONS	Allows the operator to define slot unavailable reasons. This privilege requires the delivery slots package to be switched on which is a ‘bolt on’ to the standard package.
CAN_UPLOAD_BAYS	Allows the operator to upload a scanned data file used as a source for internal bay relocations. I.e., the ability to upload a data file containing bay location movements and to have the system automatically refresh the bays.
CAN_UPLOAD_GRN	Allows the operator to upload a scanned data file for use within the goods receipting process.
CAN_UPLOAD_TRN_IN_INSERT	Allows the operator to upload a scanned data file for use within the stock transfer note creation routine. Loading the data will add verified stock to a transfer note.
CAN_UPLOAD_TRN_OUT_INSERT	Allows the operator to upload a scanned data file for use within the stock transfer note receipt process. Data loaded will be used as a confirmation of receipt thus updating the physical location of the stock.
CAN_USE_BOOKIN_DIARY	Allows the operator access to the booking in diary system
CANCEL_CHANGE_DELIVERIES	Allows the operator to cancel a despatch delivery run and open the sales order in amend mode thus enabling them to change the compositoin of the order and manually confirm via quick delivery or reschedule on a new delivery run.
CHANGE_CONF_DEL_DATE	Allows the user to change the actual date of delivery at time of confirming the delivery / collection of the run.
CHANGE_DISPLAY_SALES	Allows the operator to change the Price shown (MRP or Sale) and price legend used within the advanced print option for generating display labels. (Where ADVANCED_DISPLAY_TICKETS is ticked)
CHANGE_LOCATION_ALL	Allows the user to change their location area to another (restrictions apply – see Business Areas Guide)
CHANGE_LOCATION_BA	Allows the user to change their current business area to another (restrictions apply – see Business Areas Guide)
CHANGE_OWNERSHIP	Allows the user to change the ownership of stock from one branch to another – a financial transfer of cost from one location to another possibly without moving stock. Used in partnership with the application parameter STOCK_OWNERSHIP.
CHANGE_SALESPERSON	Allows the change of salesperson on the sales order. When processing a sales order that has never been ‘accepted’ operators possessing this privilege will be able to change the salesperson. For sales orders that have been previously ‘accepted’ it will be necessary for the user to have the SO_BACK_OFFICE privilege to make a change.
CHANGE_SALESPERSON_ADMIN	This privilege allows the operator to change the sales person when all other methods of amending the sales person have been turned off.
COMMISSION_ADMIN	Allows the operator to view commissions and to access the setup commission group functions.
COMMISSION_AUTHORISE	Allows the user to authorize a commission payment (advanced commission)
COMMISSION_DOWNLOAD	Allows the user to export the completed commission to another application (advanced commission)
COMMISSION_GENERATE	Allows the user to generate a commission run (advanced commission)
COMMISSION_REGENERATE	Allows the operator to regenerate a commission run
CONFIRM_DELIVERIES	Entails confirming the delivery of goods to the customer.
CONFIRM_FUTURE_DELIVERIES	Gives permission to confirm deliveries with a future dispatch date. The date used will be the current date and not the date in the future for these deliveries.
CONFIRM_UNPAID_GOODS	Allows the processing of ‘unpaid’ goods during the delivery confirmation process. The system will continue to warn but the operator will be able to continue processing. This check is not performed for ‘on invoice’ orders.
CONTAINER_SEARCH	Allows the operator to use the container search features.
CONTAINER_SETUP	Allows the operator to access the container setup and maintenance features.
CONTROL_STOCK	The operator can manage stock. This privilege allows access to the warehouse stock search option.
CONTROL_STOCK_SALES	The operator can manage stock using the sales ‘search stock option. This privilege allows access to the warehouse stock search option.
CREATE_FURNITURE_SETS	Allows the user to create and maintain product sets.
CREATE_PO	Allows the creation of purchase orders.
CREATE_PO_ENTIRE_SUPPLIER	Allows the operator to generate a single purchase order for the entire current purchase demand.
CREATE_PO_SUPPLIER	Allows the operator to generate purchase orders collated by Supplier. (Supplier Option in Create Purchase Orders)
CREATE_PURCHASE_CREDIT	Allows the creation and amendment of supplier credit notes.
CREATE_PURCHASE_INVOICE	Allows the creation and amendment of supplier invoices. This is for use in a future release.
CREATE_SALES_ORDER	Allows the creation of sales orders.
CREATE_SALES_ORDER_QUICK	This privilege allows the operator to use the quick sales option. This features requires one or more SwanPay licence to operate.
CREATE_SNAPSHOTS	Allows the creation of snapshots used for stocktaking.
CUSTOMER_REFUND	Allows the operator to perform a customer refund from the side panel.
CUSTOMER_RETURNS	Allows the return of goods previously delivered to a customer.
CUSTOMER_SEARCH_ALL	This privilege overrules the CUSTOMER_SEARCH_RESULTS application parameter settings returning a FULL list of all matching customers found when searching within the FIND CUSTOMER routine.
CUT_MEASURED	Allows the cutting of measured goods.
DEL_IGN_FORRETURN	Instructs SwanFRS to ignore the value of goods identified for return when calculating the outstanding value of the sales order.
DELETE_DEL_RUNS	The operator can delete a delivery run. Only runs which have no scheduled items will be available for deletion.
DELETE_PART_SET	Allows the operator to remove an item from a set. Without this privilege the operator cannot delete a set item in isolation.
DELETE_PURCHASE_CREDIT	Allows the deletion of supplier credit notes. This is for use in a future release.
DELETE_PURCHASE_INVOICE	Allows the deletion of supplier invoices. This is for use in a future release.
DELETE_SALES_CALENDAR	The operator can delete items from the sales order calendar.
DELETE_SO_LINE	The operator can delete sales order lines from the sales order.
DISCOUNT	Allows the discounting of the sales order.
DISCOUNT_SUPERVISOR	Allows the operator to manually specify discount values and reasons. Without this privilege the operator may only use predefined discount types which have been built without the ‘supervisor’ tick box set.
EDIT_CUSTOMER	Allows the editing of customer data.
EDIT_FINANCE	Allows the operator to edit the details of a finance application.
EDIT_PAYMENT	Allows the amendment of payments received.
EDIT_RESPONSIBLEUSER	Allows to reallocation of an event within the customer service package to another.
ERASE_CUSTOMER_DATA	This privilege allows the operator to anonymise customer information subject to account status.
EXPORT_BRANCH_STATISTICS	Enables the export of a data file containing sales data for third party branch bonus purposes. This enables the Export Branch Statistics in the Accounts menu.
EXPORT_SALESPERSON_COMMISSION	Enables the export of a data file containing sales data for third party commission purposes. This enables the Export Salesperson Commission in the Accounts menu.
GOODS_RECEIPT_SEARCH	Allows the searching of goods receipting.
GRN_INCLUDE_OUTSIDE_CARRIERS	Allows the operator to GRN items expected at an ‘outside carrier’ location.
INTERNAL_ORDER	Allows the generation of internal orders. This privilege is also used to control access to stock write on’s.
IO_LABEL_BEFORE_ACCEPT	Allows the operator to produce stock labels before the order has been accepted. (This applies to internal orders and write on’s)
LOST_IN_TRANSIT	Allows the operator to flag goods marked as ‘in transit’ as lost and thus complete a transfer note. Goods marked as ‘lost in transit’ are deemed to be returned to the sending location.
MAINT_PO_WIP	Allows the operator to flag purchase orders as work in progress – this blocks further amendments and instructs the operator that the items are being manufactured.
MAINT_PO_WIP_SINGLE	Allows the operator to flag purchase orders as work in progress but only for a single default supplier set against their user account. This allows restricted access to the Purchase order WIP routine
MAINTAIN_CUST_INTERACTION	Allows the operator to amend customer interactions.
MAINTAIN_PRODUCTS	Allows access to the product maintenance elements within the setup product pricing routine.
MARK_NOT_FOR_SALE	Allows the operator to set / unset the ‘available for sale flag’ of the stock item.
MARK_REMNANTS	Allows the identification of measured goods as ‘remnants’. The privilege allows a measured stock item to be reclassified as a ‘remnant’.
NEW_PAYMENT	Allows the processing of new customer payments.
ORDER_FROM_SUPP_WHEN_STOCK_AV	Allows the operator to place goods on demand (red icons) when matching goods are available in free stock (green icons). Without this privilege sales can only be ordered from suppliers where suitable free to sell stock is not available.
OVERRIDE_CONTAINER_PO_DATE	This privilege allows the operator to overwrite the ‘expected before Containers arrivla’ message produced when an attempt to add a Purchase Order (Order line) to a container there the purchase order is required before the container is expected to be available.
OVERRIDE_MINIMUM_DEPOSIT	Allows the operator to bypass the minimum deposit percentage set in the application parameters.
OVERRIDE_PRINT_REMNANT_LABELS	This allows the operator to force a remnant label print for items not marked as remanent.
OVERRIDE_PRINT_ZERO_PO	Allows the operator to generate printed audits of the purchase order when the system has been configured to block printing if one or more item on the purchase order has a zero cost.
OVERRIDE_SCHEDULE_ON_HAND_ONLY	Use in partnership with the application parameter SCHEDULE_ON_HAND_ONLY. When set application parameter is set to the user will require this privilege to schedule delivery of goods not in the correct final delivery location. (not on hand or require stock transfer)
OVERRIDE_SEND_ZERO_PO	Allows the operator to ‘send’ the purchase order when the system has been configured to block printing if one or more item on the purchase order has a zero cost. (sending may mean print, email, fax or portal communication to the supplier)
OVERRIDE_SPECIAL_ORDER_RESTRIC	Allows the operator to bypass the ‘sell from stock’ restriction (where applicable)
OVERRIDE_TRUCK_OVERLOAD	When configured SwanFRS prohibits the overloading of delivery runs. When switched on, if the user has this privilege, it will be possible to exceed the 100% loading limit.
OVERRIDE_UNIQUE_PAYMENT_REF	Allows the user to over-ride the application parameter which stops the user from duplicating a payment tender reference. If the system has been configured to force unique payment references, this privilege allows the user to create a duplicate reference where necessary.
OVERRIDE_WAREHOUSE_SELECTION	Allows the user to search warehouse stock without having to define any selection criteria.
PLAN_DELIVERIES	Allows the planning of deliveries to customer. Only users with this privilege can enter and amend delivery runs / click on the ‘truck’ icon to drill down into it.
POWER_USER	Allows the operator to enter accounting dates at global or system level (system is above company) and also enables access to the setup routines for all locations.
PRINT_STOCK_HISTORY	Allows the operator to generate the ‘stock history’ report available from the side panel. Without this privilege the option does not show. At time of upgrade all roles will be given this privilege.
PRODUCT_PRICING_GLOBAL	Allows access to the Global Price Manipulation routine.
PURCHASE_ORDER_ACK	Allows the processing of purchase order acknowledgements.
RECEIVE_GOODS	Allows the processing of goods receipts for the user’s default location.
RECEIVE_GOODS_ALL	Allows the processing of goods from all locations.
RECEIVE_GOODS_BA	Allows processing of goods from with the operator’s business area
RECONCILE_CASH	Allows the reconciliation of payments for all visible locations.
RECONCILE_CASH_LOCAL	Allows the reconciliation of payments for the operators branch only.
RECONCILE_FINANCE	Allows the reconciliation of finance transactions for all visible locations.
RECONCILE_FINANCE_LOCAL	Allows the reconciliation of finance transactions for the operators branch only.
RECONCILE_SEARCH	Allows the user access to the ‘find reconciliation’ routine.
REFRESH_PRICES	Allows the operator to rebuild the selling prices via the search catalogue and product pricing screens.
REFUND_NONE_VERIFONE	Allows a refund for none VeriFone transactions.
REGISTER_ANCILLARY_INVOICE	This parameter instructs SwanFRS to add any ‘ancillary costs’ pre-assigned to the SKU to the base unit cost when generating the purchase order and generates a ‘prepayment invoice’ (subject to the configuration of a suitable supplier).
REPRINT_DELIVERY_NOTE	Allows the operator to reprint a delivery note
REPRINT_LABELS	Allows the user to re-print unique and accessory classed stock labels from write-on, internal orders, purchase orders, goods receipts and stock searches.
RETURN_TO_SUPPLIER	Allows the processing of return to supplier notes.
RETURN_TO_SUPPLIER_STOCK	Allows the return to supplier of stock items.
REVERSE_CUT	Allows the reversal of cuts for measured goods.
REVERSE_WRITE_OFF	Allows the reversal of a write off – I.e., the ability to bring goods written off back into stock.
SALES_ORDER	Allows the processing of sales orders.
SALES_ORDER_REFUND	Allows the operator to refund a sales order when it becomes overpaid.
SCANNER_ADHOC_TRANSFER	Allows the operator to create ‘ad-hoc’ inter-location transfer notes via the Wi-Fi scanner.
SCANNER_GRN	Allows the operator to process goods receipts via the Wi-Fi Scanner.
SCANNER_PICKING	Allows the operator to process scheduled picking notes (transfers and customer deliveries) via the Wi-Fi Scanner.
SCANNER_PUTAWAY	Allows the operator to process bay movements (putaways) via the hand held scanner.
SCANNER_STOCK_ENQUIRY	Allows the operator to scan a barcode which, assuming the barcode is recognised) will show the details of the stock item to screen.
SCHEDULE_CUT	Allows the schedule cutting of carpets.
SCHEDULE_DELIVERIES	Allows the scheduling of customer deliveries.
SCHEDULE_IN_PAST	Allows the processing of ‘retrospective’ transactions.
SCHEDULE_WITHOUT_FINANCE_APPR	Allows the scheduling of customer deliveries without the approval of a finance claim raised against the order.
SCHEDULE_WITHOUT_FULL_PAYMENT	Allows the scheduling of customer deliveries without the full payment of goods.
SEARCH_ALL_CATALOGUE	Allows the operator to search the catalogue without specifying search criteria.
SEARCH_ALL_SERVICE_REQUESTS	Allows the operator to search for ‘all’ responsible users.
SEARCH_SALES_ORDERS	Allows the searching of sales orders. This privilege allows access to the find sales orders menu option.
SELECT_SCANFILE_LOCATION	Allows the selection of scan file locations (used in stocktaking)
SELL_PARTS	Allows the holder of this privilege to sell components as individual items on the sales order. Without this privilege operators will not be able to sell components other than when they form part of a set.
SEND_PO	Allows the operator to send purchase orders to the supplier
SEND_RECEIVE_TRANSFER	Allows the generation and receipt of stock transfers. Without this privilege a different login code is required to transfer and to receive. I.e., the user cannot receive a transfer note generated by them.
SERVICE_ACTION_REQUIRED	Operators can process actions.
SERVICE_ATTACHMENT_AMEND	Allows the operator to amend / delete attachments added to the service event.
SERVICE_AUTHORISE_ALLOWANCES	Reserved for the new customer service module – not currently in use.
SERVICE_AUTHORISE_ALTERNATIVES	Operators can authorise alternative items.
SERVICE_AUTHORISE_LOANS	Operators can authorise loan stock.
SERVICE_AUTHORISE_PARTS	Operators can authorise parts.
SERVICE_AUTHORISE_REPLACEMENTS	Operator can authorise replacement items.
SERVICE_CANCEL_CHAINED_EVENT	Operators can cancel an event created as part of a chain of actions.
SERVICE_CHANGE_CALL_OWNER	The operator can change the service call owner.
SERVICE_CHANGE_CALL_TYPE	The operator can change the service call type.
SERVICE_CHANGE_LINKED_TO	The operator can change the linked fields on the service call.
SERVICE_CLOSE_SERVICE	The operator can close the service call.
SERVICE_COSTS	The operator can maintain service call cost via the cost event.
SERVICE_CREATE_INTERNAL_SERVIC	The operator can create internal service calls. Service calls for items in stock that have not been sold to a customer.
SERVICE_DIARY_EDIT	The operator can edit diary event text.
SERVICE_EDIT_CLOSED_NOTES	Operators can edit closed events within service.
SERVICE_EDIT_ESCALATIONS	The operator can edit escalations.
SERVICE_EVENT_EDIT_NOTES	Operator can edit notes on open events within service.
SERVICE_EVENT_EDIT_OWNER	The operator can edit event owners.
SERVICE_EVENT_EDIT_REVIEW_DATE	The operator can change review dates for events.
SERVICE_EVENTS_CANCEL_ALL	The operator can cancel all events within the service call.
SERVICE_EVENTS_CLOSE_ALL	The operator can close all events within the service call.
SERVICE_ITEM_ADD	The operator can add items to the service call (Addition event).
SERVICE_ITEM_ADD_ALTERNATIVE	The operator can instigate the alternative item event. Goods / services can only be selected if the operator has the SERVICE_AUTHORISE_ALTERNATIVES privilege.
SERVICE_ITEM_ADD_LOAN	The operator can instigate the add loan event. Goods / services can only be selected if the operator has the SERVICE_AUTHORISE_LOAN privilege.
SERVICE_ITEM_ADD_PARTS	The operator can instigate the add parts event. Goods / services can only be selected if the operator has the SERVICE_AUTHORISE_PARTS privilege.
SERVICE_ITEM_ADD_REPLACEMENT	The operator can instigate the add replacement event. Goods / services can only be selected if the operator has the SERVICE_AUTHORISE_REPLACEMENT privilege.
SERVICE_ITEM_DELIVERY	The operator can process an item delivery event.
SERVICE_ITEM_RETURN	The operator can process an item return (collect back from customer) event.
SERVICE_ITEM_RETURN_CREDIT	The operator can process a return to supplier for credit event.
SERVICE_ITEM_RETURN_REPAIR	The operator can process a return to supplier for repair event.
SERVICE_MANAGER	The operator is a service manager.
SERVICE_ORDER_ADJUST_ALLOWANCE	The operator can adjust allowances (allowance event).
SERVICE_ORDER_ADJUST_CHARGE	The operator can levee a charge on the service call (invoice event).
SERVICE_ORDER_ADJUSTMENT	The operator may adjust the order value.
SERVICE_REOPEN_SERVICE	The operator may reopen closed service calls.
SERVICE_SUPPLIER_INV_DEBIT	The operator can raise a supplier debit event.
SERVICE_SUPPLIER_INV_INVOICE	The operator can process a supplier invoice event.
SERVICE_SUPPLIER_INVOICE	The operator may process a supplier invoice.
SERVICE_TECHNICIAN	The operator is a service technician.
SERVICE_WORKSHEET	The operator may process a worksheet event.
SETUP_ALERTS	Allows access to the order milestone alert features
SETUP_BAYS	Allows the user access to the setup bays routine named Set Up Storage Areas.
SETUP_CATEGORIES	Allows access to the setup categories routine
SETUP_COMPANY_NEWS	Allows the operator access to the company news message control.
SETUP_CURRENCY	Allows the creation and maintenance of alternative currencies and exchange rates.
SETUP_DELIVERIES	Allows the setting up of deliveries for the user’s default location.
SETUP_GRN_TIMES	Allows the user access to the ‘put away’ timing control routine but restricts settings to the user’s visible locations.
SETUP_GRN_TIMES_GLOBAL	Allows the user access to the ‘put away’ timing control routine as a POWER user thus able to set restrictions blocked from alteration by users with only the SETUP_GRN_TIMES privilege.
SETUP_HIERARCHY	Allows access to the setup product hierarchy routine
SETUP_LOCATION_HIERARCHY	Allows the user to build a series of clauses used when allocating goods to the sales order.
SETUP_PRODUCT_LOCATIONS	Allows access to the setup products by locations routine.
SETUP_PRODUCTS	Allows access to the setup product routine.
SETUP_RANGE	Allows access to the setup range (collections) routine.
SETUP_SALES_CALENDAR	Allows the setting up of sales calendar information.
SETUP_SEND_EMAILS	Users with this privilege have access to the order milestone message alert maintenance routine.
SETUP_SOA_TERMS_ALL	Allows the operator to set up terms and conditions for all locations
SETUP_SOA_TERMS_LOCAL	Allows the operator to set up terms and conditions for locations visible to their login only.
SETUP_SUPP_REST_GLOBAL	Allows access to the setup supplier range restrictions with control to set limits across the entire system. Settings at this level cannot be changed by operators with only the SETUP_SUPP_RESTRICTIONS privilege.
SETUP_SUPP_RESTRICTIONS	Allows access to the setup supplier/range restrictions routine.
SETUP_TAX_FREE	Allows access to the setup tax free reasons.
SETUP_TICKET_STYLES	Allows access to the ticket style sheet maintenance.
SETUP_TILL_PRODUCTS	Allows the operator to maintain the list of products to be sent to the Midas EPOS Till on a local level.
SETUP_TILL_PRODUCTS_GLOBAL	Allows the operator to maintain the list of EPOS till product globally.
SKIP_ANALYSIS	Allows the creation of service without specification of an analysis code. (I.e., analysis codes are optional, without this privilege analysis codes are mandatory)
SO_BACK_OFFICE	Allows retrospective entry and process of sales orders. Modify the salesperson and sales branch when entering sales orders. If the privilege is not held, these are set to the default user and branch and cannot be edited. Decide whether they wish to create a purchase order for a sales order when accepting the order (if one is required). Users who do not hold the privilege cannot choose and the system will do what is set in the application parameter AUTO_PO. Modify the receiving branch when ordering from stock. Modify the location when taking payments for any location on the system. Users without the privilege are limited to active locations that ‘can sell’.
SO_CAN_AMEND_OPTIONCODE	Allows the operator to edit the option structure of a stock item (on-hand) with ‘can assemble’ options while retaining the same stock code.
SO_CAN_SPECIFY_KNOWN_CUSTOMER	This option allows the customer to identify a generic customer with specific details.
SO_CHOOSE_OUTSIDE_CARRIER	Allows the operator to select an outside carrier from the drop-down list.
SO_EDIT_HEADER	Allows the operator to make changes to sales order ‘header data’ upto the point where the sales order becomes fully delivered. This is only considered when the SO_AUTO_SAVE_HEADER Application Parameter is unticked.
SO_EDIT_HEADER_COMPLETE	Allows the operator to make changes to sales order ‘header data’ before or after the sales order becomes fully delivered. This is only considered when the SO_AUTO_SAVE_HEADER Application Parameter is unticked.
SO_SEARCH_PROFILE_ADMIN	Can create sales order search profiles for other users.
SO_SEARCH_PROFILE_USER	Can create / maintain sales order search profiles for themselves only.
STOCK_TAKE_PLAN	Allows the user to create and complete a ‘stock take plan’.
STOCK_TAKE_PLAN_ADVANCED	Allows the users to edit a plan / mark as cancelled The user must also have the STOCK_TAKE_PLAN for this privilege to operate.
SUPPLIER_AMEND	Allows the amendment of supplier data.
SUPPLIER_TERMS_AMEND	Allows access to the setup supplier terms routine
SWAP_STOCK_ORDER	Allows the operator to swap stock on order.
SWAP_STOCK_PICK	Allows the operator to swap stock at time of picking.
TRANSFER_STOCK_ALL	Allows the transfer of stock to / from any location within the system (company specific)
TRANSFER_STOCK_BA	Allows the transfer of stock to / from any location within the designated business area.
TRANSFER_STOCK_LOCAL	Allows the transfer of stock to / from the user’s local location.
TRANSFER_TO_NON_OWNER_STORE	Allows the operator to send goods to a location other than that owning the goods
UNRESERVE_STOCK	Allows the un-reserving of stock. This privilege enables the de-allocation of stock from a sales order and reselection of an alternate item where necessary.
UPLOAD_PRODUCT	Allows the operator to load XML catalogues into the system.
UPLOAD_SCANFILES	Allows the uploading of scanned files into SwanFRS.
UPS_ADMIN	Administrator role (receptionist) for the UPS board system.
UPS_OVERRIDE_ORDER_CREATE	Allows the operator to create a new sales order outside of the UPS board
UPS_USER	Operator mode for the UPS board system.
VIEW_ACC_CODES	Allows the operator to view data within the setup nominal account codes (changes disallowed)
VIEW_ACC_DATES	Allows the operator to view data within the setup accounting dates routine but not to change the data
VIEW_ALL_STOCK	Allows the operator to the stock search within warehouse / process remnants.
VIEW_CUSTOMER	Allows the viewing of customer information.
VIEW_CUSTOMER_LEDGER	Allows the viewing of customer financial information.
VIEW_DELIVERIES	Allows the viewing of delivery page.
VIEW_DELIVERY_NOTES	Allows the viewing of delivery notes.
VIEW_DEMAND	Allows the viewing of demand.
VIEW_FREE_ALL	Allows the user to view stock for all locations within the default company.
VIEW_FREE_BA	Allows the user to view all stock within the default business area.
VIEW_FREE_OWNED	Allows the user to view all stock owned by the operator’s location.
VIEW_INTERNAL_CATALOGUE	Allows access to the Internal Catalogue Search routine within the Sales menu folder which allows then to view the cost and selling price of SKUs especially useful if the SKU has a series of options.
VIEW_LAST_ACC_DISC	Allows the operator to view the last discount value and reason on screen.
VIEW_MARGIN	Allows the viewing of margins.
VIEW_MESSAGES	Allows the operator to see the ‘You have messages’ facility from the side menu.
VIEW_MOP_CODES	Allows the operator to view the method of payment (tender type) codes via the setup routine but is not able to change the data.
VIEW_PAYMENT	Allows the viewing of payments.
VIEW_PO	Allows the viewing of purchase orders.
VIEW_PRICE_HISTORY	Allows the operator to view price history data.
VIEW_PURCHASE_CREDIT	Allows the user to view supplier credit notes.
VIEW_PURCHASE_INVOICE	Allows the viewing of supplier invoices.
VIEW_RECEIVE_GOODS	Allows the viewing of goods receipts.
VIEW_SALES_ORDER	Allows the viewing of sales orders.
VIEW_SCANFILES	Allows the viewing of scan file documents used in stock taking.
VIEW_SERVICE	Allows the operator to view service details
VIEW_SNAPSHOTS	Allows the viewing of snapshot details (stock taking).
VIEW_SO_DATE_EXPECTED	Allows the operator to view the ‘status’ column on the sales order detail page. This column shown anticipated delivery dates for goods etc.
VIEW_STOCK	Allows the viewing of stock details within the default location.
WRITE_OFF_STOCK	Allows stock write offs.
WRITE_ON_ALL	Allows the user to write on goods for all locations matching the users default company.
WRITE_ON_BA	Allows the user to write on goods for all location within the user’s default business area.
WRITE_ON_LOCAL	Allows the user to write on goods for their default location only.

Menu Access Control

Menus use the user’s access privileges to generate a list of available routines. The menu will only show routines the operator has access to and are controlled as follows –

Menu Item	Access Privilege
Accounts Interface	ACCOUNTS_INTERFACE
Amend Posted Payments	AMEND_POSTED_PAYMENTS
Archive Product Spec Sheets	ARCHIVE_SPEC_SHEETS
Booking in Diary	CAN_USE_BOOKIN_DIARY
Cash Reconciliation	RECONCILE_CASH
Confirm Deliveries	VIEW_DELIVERY_NOTES
Create Internal Order	INTERNAL_ORDER
Create Purchase Orders	CREATE_PO
Credit Note Matching	VIEW_PURCHASE_CREDIT
Edit Appointments	DIARY_AMEND
Finance Reclaims	CAN_REFUND_FINANCE
Finance Reconciliation	RECONCILE_FINANCE
Find Cash Reconciliation	RECONCILE_SEARCH
Find Containers	CONTAINER_SEARCH
Find Customer	VIEW_CUSTOMER
Find Customer	VIEW_CUSTOMER
Find GRN	VIEW_RECEIVE_GOODS
Find Internal Order	INTERNAL_ORDER
Find Purchase Orders	VIEW_PO
Find RTS Note	RETURN_TO_SUPPLIER_STOCK
Find Sales Order	SEARCH_SALES_ORDERS
Find Service Request	VIEW_SERVICE
Find Transfer Note	TRANSFER_STOCK_LOCAL
Find Write Off Note	WRITE_OFF_STOCK
Find Write on Note	WRITE_ON_LOCAL
Generate Commissions	COMMISSION_GENERATE
Global Price Manipulation	PRODUCT_PRICING_GLOBAL
Import Catalogues	UPLOAD_PRODUCT
New Container	CONTAINER_SETUP
New GRN	RECEIVE_GOODS
New RTS Note	RETURN_TO_SUPPLIER
New Sales Order	CREATE_SALES_ORDER
New Transfer Note	TRANSFER_STOCK_LOCAL
New Write Off Note	WRITE_OFF_STOCK
New Write on Note	WRITE_ON_LOCAL
Plan Deliveries	PLAN_DELIVERIES
Print Display Tags	CONTROL_STOCK
Purchase Order Optimisation	CREATE_PO
Purchase Order WIP	MAINT_PO_WIP_SINGLE
Sales Calendar Search	ADMIN_HEADER
Sales Ledgers	VIEW_CUSTOMER
Scanned Data Search	VIEW_SCANFILES
Schedule Deliveries	SCHEDULE_DELIVERIES
Search Catalogue	VIEW_STOCK
Search Stock	CONTROL_STOCK
Session Administration	ADMIN_SESSIONS
Set Up Accounting Dates	VIEW_ACC_DATES
Set Up Analysis Codes	ADMIN_CUSTOMER_SERVICE
Set Up Appointments	DIARY_CREATE
Set Up Application Parameters	ADMIN_HEADER
Set Up Business Areas	ADMIN_HEADER
Set Up Cancellation Reasons	ADMIN_HEADER
Set Up Categories	SETUP_CATEGORIES
Set Up Colour References	ADMIN_HEADER
Set Up Commission Groups	ADMIN_HEADER
Set Up Company	ADMIN_HEADER
Set Up Contact Status	ADMIN_HEADER
Set Up Countries	ADMIN_HEADER
Set Up Currencies	SETUP_CURRENCY
Set Up Customer Interactions	MAINTAIN_CUST_INTERACTION
Set Up Customer Titles	ADMIN_HEADER
Set Up Customer Types	ADMIN_HEADER
Set Up Deliveries	SETUP_DELIVERIES
Set Up Delivery Routes	ADMIN_HEADER
Set Up Delivery Slot Unavailable Reasons	CAN_SET_UNAVAIL_REASONS
Set Up Departments	ADMIN_HEADER
Set Up Discount Break Points	ADMIN_HEADER
Set Up Discount Reasons	ADMIN_HEADER
Set Up Discount Types	ADMIN_HEADER
Set Up Distribution Link	ADMIN_HEADER
Set Up GRN Times	SETUP_GRN_TIMES
Set Up Imperfect Messages	CAN_SET_IMPERFECT_MSG
Set Up Incentive Schemes	ADMIN_HEADER
Set Up Location Alerts	SETUP_ALERTS
Set Up Location Delivery Area Links	ADMIN_HEADER
Set Up Location Hierarchy	SETUP_LOCATION_HIERARCHY
Set Up Locations	ADMIN_HEADER
Set Up Markdown Reasons	ADMIN_HEADER
Set Up No Sale Reasons	ADMIN_HEADER
Set Up Nominal Account Codes	VIEW_ACC_CODES
Set Up Not Delivered Reasons	ADMIN_HEADER
Set Up Postcode Links to Deliveries	ADMIN_HEADER
Set Up Price Bands	ADMIN_HEADER
Set Up Product Caveats	AMEND_CAVEATS
Set Up Product Group Cost Centers	ADMIN_HEADER
Set Up Product Group Tax Rates	ADMIN_HEADER
Set Up Product Groups	ADMIN_HEADER
Set Up Product Hierarchy	SETUP_HIERARCHY
Set Up Product Pricing	Amend Create Promotions
Set Up Product Relationships	CAN_LINK_SKUS
Set Up Product Reporting Hierarchy	SETUP_HIERARCHY
Set Up Product Sets	CREATE_FURNITURE_SETS
Set Up Product Tax Rates	ADMIN_HEADER
Set Up Products by Location	SETUP_PRODUCT_LOCATIONS
Set Up Promotions	Amend Create Promotions
Set Up Purchase Invoice Dispute Reasons	ADMIN_HEADER
Set Up Purchase Order Terms	SUPPLIER_TERMS_AMEND
Set Up Ranges	SETUP_RANGE
Set Up Region Postcode Links	ADMIN_HEADER
Set Up Regions	ADMIN_HEADER
Set Up Relationships	CAN_LINK_SKUS
Set Up Report Links	ADMIN_HEADER
Set Up Report Submenus	ADMIN_HEADER
Set Up Reporting Column Hierarchy	ADMIN_HEADER
Set Up Roles	ADMIN_HEADER
Set Up Sales Calendar	SETUP_SALES_CALENDAR
Set Up Sales Tax-Free Selling	SETUP_TAX_FREE
Set Up Send from Email Addresses	SETUP_SEND_EMAILS
Set Up Service Actions	ADMIN_CUSTOMER_SERVICE
Set Up Service Call Types	ADMIN_CUSTOMER_SERVICE
Set Up Service Closure Fault Analysis	ADMIN_CUSTOMER_SERVICE
Set Up Service Email Addresses	ADMIN_CUSTOMER_SERVICE
Set Up Service Events	ADMIN_CUSTOMER_SERVICE
Set Up Service Status	ADMIN_CUSTOMER_SERVICE
Set Up Service Templates	ADMIN_CUSTOMER_SERVICE
Set Up Sign Off Reasons	ADMIN_HEADER
Set Up Sources of Business	ADMIN_HEADER
Set Up Special Order Restrictions	SETUP_SUPP_RESTRICTIONS
Set Up States	ADMIN_HEADER
Set Up Storage Areas	SETUP_BAYS
Set Up Supplier Purchase Order Terms	SUPPLIER_AMEND
Set Up Supplier Terms	ADMIN_HEADER
Set Up Supplier/Range Restrictions	SETUP_SUPP_RESTRICTIONS
Set Up Suppliers	SUPPLIER_AMEND
Set Up Tax Exempt Reasons	ADMIN_HEADER
Set Up Tax Jurisdictions	ADMIN_HEADER
Set Up Tax Rates	ADMIN_HEADER
Set Up Tender Groups	ADMIN_HEADER
Set Up Tender Types	ADMIN_HEADER
Set Up Tender-Type Bank Codes	VIEW_MOP_CODES
Set Up Till Products	SETUP_TILL_PRODUCTS
Set Up Transfer Timings	ADMIN_HEADER
Set Up User Budgets	AMEND_BUDGETS
Set Up Users	ADMIN_USERS
Set Up Vehicles	ADMIN_HEADER
Set Up Workstations	ADMIN_HEADER
Set Up Write-Off Reasons	ADMIN_HEADER
Set Up Write-On Reasons	ADMIN_HEADER
Stock Snapshot Search	VIEW_SNAPSHOTS
Stock Take Plan	STOCK_TAKE_PLAN
Supplier Invoice Matching	VIEW_PURCHASE_INVOICE
Test UPS Receptionist	VIEW_CUSTOMER
Upload Bays	CAN_UPLOAD_BAYS
View Appointments	DIARY_VIEW
View Commissions	COMMISSION_AUTHORISE
View Deliveries	VIEW_DELIVERIES

Salesperson Amendment

The follow section details how SwanFRS controls the setting and amendment of the order’s primary salesperson (Salesperson 1)

Selection lists for salesperson 1 and 2 contain only active users with the role of CREATE_SALES_ORDER.

Change of the salesperson 1 code is only allowed if the CHANGE_SALESPERSON_MODE Application Parameter is set to one of the following -

Setting	Result
Either	If the user has the CHANGE_SALESPERSON or SO_BACK_OFFICE user privilege, allow the operator to change during order entry but only after acceptance for SO_BACK_OFFICE users.
CHANGE_SALESPERSON	If the user has the CHANGE_SALESPERSON user privilege, allow the operator to change during order entry but not after acceptance.
Both	If the user has the CHANGE_SALESPERSON and SO_BACK_OFFICE user privilege, allow the operator to change during insert or amendment.

Authorisation Control

There are certain processes, primarily at point of sale, where supervisory control may be temporarily required.

An operator who does not have the privilege to discount an order may require the privilege of a suitably empowered operator to complete a sale. Rather than forcing the ‘power’ user to login to the screen it is possible to grant ‘temporary’ privilege to the user.

Where configured, if an operator attempts to conduct a controlled action the following screen will be displayed.

Authorisation prompt

To complete the selected action the user will have to select a suitably empowered operator and enter that user’s login password along with a reason why the action is taking place.

Without the correct password the action will be cancelled.

The password is optional should the system be configured to require simply an authorised by and reason message.

Should an operator attempt the following without having the associated privilege a warning will be produced.

Reason for warning	Privilege
An attempt was made to accept the sales order where a minimum deposit has not been taken.	OVERRIDE_MINIMUM_DEPOSIT
An attempt was made to delete a sales order line where the sales order has previously been accepted.	DELETE_SO_LINE
An attempt was made to amend a purchase order line.	AMEND_PURCHASE_ORDER_LINE
An attempt was made to refund monies from a sales order.	SALES_ORDER_REFUND
An attempt was made to refund payments to a customer.	CUSTOMER_REFUND
An attempt was made to discount (alter the promotional selling price) of a product line of a sales order.	DISCOUNT
An attempt was made to order product from the supplier when suitable product is already available in backing stock.	ORDER_FROM_SUPP_WHEN_STOCK_AV
An attempt was made to alter the ‘default’ lead time of a product.	AMEND_STOCK_LEADTIME.

For more details about this option see Supervisor Authorisation

Examples of User Profiles

Examples of user roles and privileges is available via the Implementation & Training Check List document where it is possible to set up roles and profiles for them to be loaded into SwanFRS as part of the implementation process.

Report Roles

SwanFRS uses the role to control access to reports via the menu. It is recommended that reports available in SwanFRS are grouped. Each report group be given a ‘role’ name and then added to the appropriate operator

Report ‘roles’ should be built with no privileges.

In the example below the operator has access to report pack 1,2 and 3 but not 4 and 5.