Permissions in Merchandise Management¶
For whom: owner and installer · Where: Admin → Staff → Employees → Permissions tab
Merchandise management brings three new permissions. They can be granted individually and withdrawn individually — whoever packs does not have to be allowed to decide on credit notes as well.
Prerequisite
The three new checkboxes are in the Stock section of the permissions form and appear there with the merchandise management module.
The stock permissions at a glance¶
| Permission | What it allows | For whom |
|---|---|---|
| View stock levels | View stock levels, booking journal, device and document lists and the statistics | everyone who works along |
| Bookings/requests | Book goods receipt, transfer and loss, request replenishment — including capturing serial numbers in goods receipt | Counter, kitchen, stock |
| Stocktake | Create, count and close stocktakes | Owner, office staff |
| Orders | Create and send orders and post goods receipt | Purchasing, office staff |
| Storage locations & suppliers | Create and change storage locations and suppliers | Installer, office staff |
| Devices & serial numbers | Change, transfer, book out devices and assign them to a customer | Workshop, stock management |
| Delivery notes & shipping | Create, issue, cancel, pack and ship delivery notes | Shipping |
| Process complaints | Create, handle and decide cases — including credit notes | Support |
| Manage stock completely | All of these together | Business management |
Each of these permissions includes View stock levels: whoever may book may also see. Manage stock completely includes all the others; if it is set, the other checkboxes are greyed out.
Why the three new permissions are separate¶
Three questions, three answers
- Whoever orders from the supplier does not decide what leaves the house. That is why Delivery notes & shipping is not the same as Orders.
- Whoever ships should not be allowed to book out individual devices. That is why Devices & serial numbers is not included in Delivery notes & shipping.
- Whoever decides a complaint can trigger a credit note and thereby settle an open receivable. This is the most consequential action in the whole area — that is why it has its own checkbox.
Capturing serial numbers in goods receipt deliberately belongs to Bookings/requests: whoever accepts goods necessarily captures the numbers in the process. Subsequently booking out or transferring a device is something else — it changes stock and warranty position without goods arriving.
What happens without the permission¶
| Without … | What the employee sees |
|---|---|
| View stock levels | The whole stock area stays closed, with a note instead of an empty list. At the register, the stock and sold-out indicators are missing |
| Devices & serial numbers | The device list is readable, transferring and booking out are locked |
| Delivery notes & shipping | Documents are readable, but can neither be created nor issued |
| Process complaints | Cases are readable, state changes and decisions are locked |
| Storage locations & suppliers | The supplier form is set to "View only" |
A missing permission is always named — there is no empty form that looks like an empty stock.
Who sees purchase prices?¶
Purchase prices and a device's supplier are tied to Storage locations & suppliers or Manage stock completely. If the permission is missing, there is nothing there — not €0.00. A zero value would be a statement about the price; empty is the honest answer.
Reseller view¶
Specialist resellers who look after customers via the partner portal see the delivered devices in the customer detail: serial number, article, condition, delivery date and warranty.
What the reseller does not see
No purchase price and no supplier — and also no storage location, no internal notes and no device history. The list is always restricted to the licences the reseller looks after.
The view is unlocked via the partner permission View serial numbers; without an active specialist-reseller flag it stays closed.
A practical example¶
A business with four people involved:
| Person | Permissions |
|---|---|
| Owner | Manage stock completely |
| Office staff | Orders · Storage locations & suppliers · Stocktake |
| Shipping employee | Bookings/requests · Delivery notes & shipping |
| Service technician | Devices & serial numbers · Process complaints |
The shipping employee packs and ships, but cannot book out a device. The technician handles complaints and swaps devices, but does not issue delivery notes. Both see the stock levels, because every stock permission includes viewing.
When something does not work¶
| Message or observation | Cause | What to do |
|---|---|---|
| "No permission for this stock function." | The required stock permission is missing | Set the checkbox under Admin → Staff → Permissions |
| The three new checkboxes are missing | Merchandise management module is not switched on | Switch on the module |
| The checkboxes are greyed out | Manage stock completely is set and includes them | Deselect the full permission to grant individually |
| A purchase price is empty | The Storage locations & suppliers permission is missing | Grant the permission, if desired |
| Stock indicators are missing at the register | The View stock levels permission is missing | Grant the permission |
Next steps¶
- Managing staff — how permissions are granted in general
- Merchandise Management — Overview