Users¶
The Users screen allows you to create, edit, and manage the users who access the system.
Access
The Users screen is restricted to owners (owner permission only).
The menu item and keyboard shortcut are not available to non-owner users.
How to open¶
- Menu: Persons → Users
- Keyboard shortcut:
Ctrl+Shift+U
Screen layout¶
The screen uses a master-detail layout:
- Left panel — list of users split into active and inactive sections, with a name search field. Includes buttons to add and delete users.
- Right panel — tabbed detail view with four tabs:
- Details — Configure, Reset Password, and Permissions sections.
- Variation Control — price variation rules.
- Commission — sales quota and commission settings.
- Printing — printout postscript text.
Field reference¶
Details tab¶
Configure¶
| Field | Description |
|---|---|
| User No | Unique numeric identifier. Read-only. |
| Full Name | Display name of the user. |
| Username | Login name used to access the system. |
| Store | Store the user belongs to. |
| Active | Toggle that controls whether the user can log in. |
Reset Password¶
Allows owners to reset a user's password. A temporary 4-digit PIN is generated and must be read to the user. On their next login, the user will be prompted to set a new password.
Permissions¶
Permissions control each user's level of access. The permissions grid displays individual toggles for each privilege:
| Permission | What it grants |
|---|---|
| Owner | Full access to all screens and features. |
| Multi-store | Allows switching between stores. |
| Sales | Access to orders, quotes, deliveries, and customers. |
| Block clients | Allows blocking future sales to a customer. |
| Consumption orders | Allows converting orders to consumption orders. |
| Gross profit | Access to the gross profit tab in orders. |
| Sales management | Allows managing resolved quotes and viewing other users' sales. |
| Accounts receivable | Access to the accounts receivable screen. |
| Cheque control | Access to the cheque control screen. |
| Expenses | Access to the expenses screen. |
| Accounts payable | Access to the accounts payable screen. |
| Petty cash (all users) | Access to all users' petty cash movements. |
| Petty cash (own) | Access to own petty cash only. |
| Manage inventory | Access to the inventory management screen. |
| Purchase orders | Access to the purchase orders screen. |
| Product lists (view) | Read-only access to product lists. |
| Product lists (edit) | Allows editing price tables. |
Variation Control tab¶
Allows defining price variation rules for the user (maximum allowed discounts and surcharges).
Commission tab¶
| Field | Description |
|---|---|
| Sales quota | Minimum sales value the user must reach in 30 days to be eligible for commission. |
| Commission | Commission percentage on sales. |
Printing tab¶
| Field | Description |
|---|---|
| Postscript | Custom text that appears at the end of printed orders and quotes. Can be edited by the user at print time. |
Common tasks¶
Creating a new user¶
- Click Add user in the left panel.
- Fill in the full name, username, and select the store.
- In the Details tab, under Permissions, enable the desired privileges.
- Click Save.
Editing a user¶
- Select the user from the list on the left.
- Edit the desired fields in the form on the right.
- Click Save.
Assigning store access¶
Select the desired store from the Store dropdown in the Details tab. Users with the Multi-store permission can switch between stores in the system.
Granting or revoking permissions¶
- Select the user from the list.
- In the Details tab, under Permissions, toggle the desired switches on or off.
- Click Save.
Deactivating a user¶
- Select the user from the list.
- In the Details tab, toggle Active off.
- Click Save.
Deactivation
Deactivated users cannot log in but their data and activity history are preserved. A user with transaction history should never be deleted — only deactivated.
Resetting a User's Password¶
Owners can reset any user's password from the Users screen. Select the user, then click Reset Password. After confirming, the system generates a 4-digit temporary PIN. Read this PIN to the user — it is shown only once.
The user will be prompted to set a new password immediately on their next login. Their chosen password must be at least 6 characters and must not match their username or the temporary PIN.
Password Expiry¶
Passwords expire annually. Users whose password has expired are prompted to
set a new one at login before accessing the app. Accounts migrated from the
legacy system retain their original user_pwd_modified timestamp — users who
changed their password recently in the legacy app will not be prompted until
their year is up.
Deleting or Deactivating a User¶
Owners can remove a user by selecting them and clicking Delete User.
- If the user has no history (no audit events, no expense records), they are permanently deleted from the system.
- If the user has any history, they are deactivated instead. Deactivated users cannot log in but their records are preserved for audit and reporting purposes. The status message confirms which action was taken and why.
You cannot delete your own account.