3.0 Security Permissions Guide

Modified on Thu, 1 Oct at 2:30 PM

Softbase 3.0 Security Setup Guide

Complete permission reference aligned to the supplied Security Setup screenshots

Getting Started

Before security can be assigned, the employee must first be created in Personnel Setup.

If the employee does not yet have a security password, enter a password and then select the employee from the Employee # list.

If the employee already has a password, entering it will retrieve the existing security profile. If the password is unknown, leave Password blank, select the employee, and use the ellipsis button to retrieve the profile.

The User ID is generally needed for technicians, transportation drivers, salespeople using Softbase Mobile, and customers configured for Web Customer access. Other office users typically do not need a User ID unless Company Setup is configured to require one.

Important: Every permission visible in the supplied screenshots is listed individually below. Where the supplied documentation does not define a permission, the Guidance / Effect cell is intentionally left blank for manual review and completion.

Accounting

Permission	Guidance / Effect
Accounting Functions	Top-level accounting permission shown in Security Setup. The supplied source flags this item as needing correction and does not reliably document its effect.
Vendor Setup	Allows access to Vendor Setup.
AP Invoice Entry	Allows access to AP Invoice Entry.
AP Payments	Allows access to AP Payments.
AP Checks Approval / AP Auto Checks / AP Hand Typed Checks / AP Check Register / AP Check Void	Listed in the supplied source, but detailed behavior is not documented there.
AP Inquiry	Allows access to AP Inquiry.
Customer Setup	Allows access to Customer Setup.
Customer Change	Listed in the supplied source; detailed behavior is not documented there.
Customer Rates	Allows changes to the Rates tab in Customer Setup, except Update Ship To’s and Bill To Over-Rides Ship To Rates.
Customer Add	Allows new customers to be added.
Customer Delete	Allows customers to be deleted.
Show AR Comments in Profile	Listed in the supplied source; detailed behavior is not documented there.
Salesman Commission Setup	Listed in the supplied source; detailed behavior is not documented there.
AR Inquiry	Allows access to AR Inquiry and AR Customer Statements.
AR Terms Setup	Allows changes to the Terms tab in Customer Setup, except the PeopleSoft options.
AR Cash Posting	Allows access to AR Deposits.
AR Comments	Allows changes to the AR Coms tab in Customer Setup.
Credit Approval	Allows use of Credit Approval from the Sales Document.
Chart of Accounts	Allows access to Chart of Accounts.
Journal Entry	Allows access to Journal Entry.
GL Inquiry	Allows access to GL Inquiry.
Management Information	Allows access to Financial Inquiry.

Administration

Permission	Guidance / Effect
Administration Functions	Controls administrative functions such as Reset DB Version, Clear All Printer Setups, the Update button on the Reports tab, and interaction with the Zip Code window.
Company Setup	Allows access to and interaction with Company Setup.
Branch Setup	Allows access to and interaction with Branch Setup.
Department Setup	Allows access to and interaction with Department Setup.
Personnel Setup	Allows access to and interaction with Personnel Setup.
Disable Social Security #	When checked, hides/disables the Social Security # field in Personnel Setup. Existing stored data is retained.
Disable Drivers License #	When checked, hides/disables the Driver’s License # field in Personnel Setup. Existing stored data is retained.
Disable Hourly Rate	When checked, hides/disables the Hourly Rate field in Personnel Setup. Existing stored data is retained.
Sale and Expense Codes	Allows interaction with Sale Codes, Expense Codes, and Tax Codes Setup.
Labor Rate Setup	Allows interaction with Labor Rates, Repair Codes - Other Setups, and Secondary PM Names.
Inspection Setup	Allows interaction with Inspection Setup.
New Inspection Setup	Access the new inspection setup forms
Modify Sales Tax Integration	Enables access to the sales tax integration tab (used with Avalara).
Security Setup	Allows the user to modify security profiles. Restrict this permission to users responsible for security administration.
Disable Accounting Tab	Checking this box disables the Accounting tab in Security Setup for the user.
Disable Administration Tab	Checking this box disables the Administration tab in Security Setup for the user.
Disable Equipment Tab	Checking this box disables the Equipment tab in Security Setup for the user.
Disable Invoice Tab	Checking this box disables the Invoice tab in Security Setup for the user.
Disable Parts Tab	Checking this box disables the Parts tab in Security Setup for the user.
Disable Doc Center Tab	Checking this box disables the Doc Center tab in Security Setup for the user.
Disable Other Tab	Checking this box disables the Other tab in Security Setup for the user.
Disable Internet Tab	Checking this box disables the Internet tab in Security Setup for the user.
Disable Reports Tab	Checking this box disables the Reports tab in Security Setup for the user.

Equipment

Permission	Guidance / Effect
Equipment Setups	Allows access to Equipment Setup.
Save Changes	Allows changes made in Equipment Setup to be saved.
Change Unit #	Allows the Unit # field to be changed.
Change Control #	Allows the Control # field to be changed.
Change Serial #	Allows the serial number to be changed through the Change # option.
Change Location	Allows location change.
Change Branch and Dept	Allows update of the branch and/or department
Change Acquisition Cost	Allows user to change acquisition cost
Change Rental Rates	Allows user to change the assigned rental rate
See GL Costs / Info	Allows the user to view and interact with information on the GL tab.
Add Equipment	Allows a new equipment record to be created, subject to the applicable customer/internal-unit options below it.
Add Only Customer Units	Limits Add Equipment access to customer-owned units.
Add Only Internal Units	Limits Add Equipment access to internally owned units.
Both Internal and Customer	Allows both internally owned and customer-owned equipment to be added.
Delete Equipment	Allows equipment records to be deleted.
PM Setup	Allows access to PM Setup.
Equipment Administration	Shown on the current screen; the supplied source notes that this option currently enables/disables nothing.
Disable Primary and Secondary Meter Tab	Checking this box disables interaction with the Meter tab in Equipment Setup.
Disable Serial # Tab	Checking this box disables interaction with the Serial # tab in Equipment Setup.
Disable Dates Tab	Checking this box disables interaction with the Dates tab in Equipment Setup.
Disable Financial Tab	Checking this box disables interaction with the Financial tab in Equipment Setup.
Disable Guaranteed Maint. Tab	Checking this box disables interaction with the GM tab in Equipment Setup.
Disable Floor Plan / Lease Tab	Checking this box disables interaction with the Floor/Lease tab in Equipment Setup.
Disable Specs Tab	Checking this box disables interaction with the Specs tab in Equipment Setup.
Disable Custom Specs Tab	Checking this box disables interaction with the Custom tab in Equipment Setup.
Disable Comments Tab	Checking this box disables interaction with the Comments tab in Equipment Setup.
Disable Photo Tab	Checking this box disables interaction with the Photo tab in Equipment Setup.
Disable Transportation Tab	Checking this box disables interaction with the Trans tab in Equipment Setup.

Invoice

Permission	Guidance / Effect
Invoice Functions	Allows access to the Invoicing window from the main menu.
Update Header	Allows changes to the header/top portion of the Sales Document to be saved.
Open Order	Allows a work order or work-order quote to be opened.
Close Order	Allows a work order to be closed/invoiced.
Open PM's	Allows new Planned Maintenance work orders to be opened.
Auto Open PM's	Allows access to auto-open PMs
Print Final Invoices	Allows access to Print Final Invoices.
Enter Comments	Allows user to enter and save comments
View WIP	Allows access to WIP inquiry
View Invoice Register	Allows access to Invoice Register
Reverse Invoices	Allows use of the Reverse Document process.
Close Credit Memos	Allows closing work orders that are awaiting credit approval, subject to the documented credit workflow.
View Acct Dist	Allows Account Distribution information to be viewed from Sales Document > Inquiry.
Accounting Format	Allows access to Accounting Format and Print Dispatch Info options in Invoice Print Options.
Lock Quoted Hours	Controls the ability to lock quoted labor hours
Add Equipment	Allows equipment to be added from the Sales Document workflow
Add Ship To	Allows new Ship To customers to be added from the Sales Document.
Rates/Taxes	Allows fields on the Rates/Taxes tab to be edited.
Over Ride Currency	Allows the currency on a Sales Document to be overridden
Change Salesman	Allows the Salesman field on the Sales Document to be changed.
Customer Credit Info	Allows customer credit information to be viewed from the Sales Document
Show Parts GP	Allows parts gross-profit information to be shown on the Sales Document.
Show Labor GP	Allows labor gross-profit information to be shown on the Sales Document
Show Misc GP	Allows miscellaneous-item gross-profit information to be shown on the Sales Document
Show Rental GP	Allows rental gross-profit information to be shown on the Sales Document
Show Equipment GP	Allows equipment gross-profit information to be shown on the Sales Document
Show Total GP	Allows total gross-profit information to be shown on the Sales Document
Invoice Design Options	Allows access to Invoice Design.
Show Deposit Button	Displays the Deposit button on the Sales Document
Limit Labor Entry	Enables mechanic-specific labor-entry restrictions.
Mechanic #	When Limit Labor Entry is used, restricts labor entry to the selected mechanic. A value of 0 grants access to all mechanics.
Department Limit	Restricts opening/quoting work orders to selected departments.
Parts - Change	Allows the user to update changes made to the Parts tab of a Sales Document.
Parts - Add	Allows the user to add parts on the Parts tab of a Sales Document.
Parts - Delete	Allows the user to delete parts from the Parts tab of a Sales Document.
Parts - Transfer	Allows the user to transfer parts to a different work order.
Parts - Below Cost	Allows parts to be sold below cost on a Sales Document. Treat as elevated pricing access.

Parts

Permission	Guidance / Effect
Part Setups	Allows access to Parts Setup.
Change Parts	Allows existing part information to be changed.
Add Parts	Allows new parts to be added.
Delete Parts	Allows parts to be deleted.
Inquiry / Price Avail.	Source notes this is only used for 2.1.
Whse to Whse Trans	Allows Transfer and Copy Warehouse functions in Parts Setup.
Parts Group Setups	Allows interaction with the Groups tab in Parts Items Setup.
Warehouse Setups	Allows interaction with the Warehouses tab in Parts Items Setup.
User Cross Setups	Allows interaction with the User Cross Reference tab in Parts Items Setup.
View Costs	Allows cost information and related cost/price details to be viewed; the source also indicates the Cost field can be edited when this permission is enabled.
Parts Admin Options	Allows Service Van Replenishment, Price Files, and Month End functions.
Order Parts	Allows access to Purchase Orders.
Receive Parts	Allows parts to be received from the Parts tab of Purchase Orders.
Post Inventory	Allows access to the Physical Parts Inventory Process / Inventory Counts.
Adjust On Hand Qty	Allows the On Hand Qty field in Parts Setup to be changed.
Part # Alias on POs	Allows a part-number alias to be used on purchase orders
Approve Orders	Source notes this is only for 2.1.
Record Lost Sale	Allows a lost parts sale to be recorded
Group Bin Change	Allows group bin-location changes. The supplied source specifically recommends keeping this permission off unless needed.
Toyota - No Auto Dash	Suppress automatic dash insertion for Toyota part numbers
Disallow Cost Change for Backorders	When checked, this is a restriction. The exact behavior is not further documented in the supplied source.
Warehouse Limit	When checked, warehouse access becomes restricted. Select only the warehouses the user should be able to see/use in Parts Search and invoicing.

Document Center

Permission	Guidance / Effect
Document Center	Allows access to the Document Image Center.
Add WO / Invoice Docs	Allows documents to be added under the Invoice/WO tab.
Delete WO / Invoice Docs	Allows documents to be deleted under the Invoice/WO tab.
Add Rental Docs	Allows rental documents to be added under the Rental tab
Delete Rental Docs	Allows rental documents to be deleted under the Rental tab
Add Mechanic Docs	Allows mechanic labor documents to be added.
Delete Mechanic Docs	Allows mechanic labor documents to be deleted.
Add Customer Docs	Allows customer documents to be added.
Delete Customer Docs	Allows customer documents to be deleted.
Add Equipment Docs	Allows equipment documents to be added.
Delete Equipment Docs	Allows equipment documents to be deleted.
Add Vendor Docs	Allows vendor documents to be added.
Delete Vendor Docs	Allows vendor documents to be deleted.
Add AP Invoice Docs	Allows AP Invoice documents to be added.
Delete AP Invoice Docs	Allows AP Invoice documents to be deleted.
Add PO Docs	Allows PO documents to be added.
Delete PO Docs	Allows PO documents to be deleted.

Other

Permission	Guidance / Effect
Invoice Change (after the fact)	Allows access to the Change Invoice window.
PO #	Allows the PO # to be changed on an existing invoice through the Change Invoice window.
Salesman	Allows the Salesman to be changed on an existing invoice through the Change Invoice window.
Writer	Allows the Writer to be changed on an existing invoice through the Change Invoice window
Ship Via	Allows Ship Via to be changed on an existing invoice through the Change Invoice window
FOB	Allows FOB to be changed on an existing invoice through the Change Invoice window
Primary Meter	Allows the Primary Meter value to be changed on an existing invoice through the Change Invoice window
Rental Dates	Allows rental dates to be changed on an existing invoice through the Change Invoice window
Comments	Allows comments to be changed on an existing invoice through the Change Invoice window
Transportation Log	Allows access to the Transportation Log.
Transportation Detail	Allows additions/updates to the Detail section of Transportation Log.
Transportation Header	Allows additions/updates to the Header section of Transportation Log.
Mechanic Check In	Allows access to the Mechanic Clock In window.
Filter Dispatch Van List by Department	Filters the dispatch van list by department

Internet / Mobile - This has been discontinued with the implementation of the new mobile app

Permission	Guidance / Effect
Web Site Access	The supplied source states this is not currently being used.
Web Customer	Use for a customer account that will log in through Softbase Mobile to view equipment, open work orders, invoices, and related information.
Customer #	Associates the Web Customer account with a customer number
Parts Inquiry	Allows parts inquiry in the applicable web/mobile workflow.
Warehouse	Specifies or limits the warehouse used in applicable web/mobile parts workflows
Parts Order	Allows parts orders to be placed in the applicable web/mobile workflow
Dispatch Name	Specifies the name used for dispatch in the applicable mobile workflow
Department WIP	Allows department work-in-progress information to be viewed in the applicable web/mobile workflow
Service Dispatch	Allows access to service-dispatch functions in the applicable web/mobile workflow.
No Self PM Dispatch	Restriction option: checking the box limits self-dispatch of PM work. Exact behavior is not further documented in the supplied source.
Customer WIP	Allows customer work-in-progress information to be viewed in the applicable web/mobile workflow
No Labor Editing	Restriction option: checking the box prevents labor editing in the applicable mobile workflow. Exact behavior is not further documented in the supplied source.
Customer Fleet Inquiry	Allows access to customer fleet/equipment inquiry in the applicable web/mobile workflow
Transportation Dispatch	Allows access to transportation-dispatch functions in the applicable web/mobile workflow
Customer Open AR	Allows the customer’s open accounts-receivable information to be viewed in the applicable web/mobile workflow.
Mobile Sales Rep	Enables the applicable mobile sales-representative workflow;
Contacts	Allows access to contacts in the applicable web/mobile workflow
Mobile Admin	Allows mobile-administration function
Call Reports	Allows access to call reports in the applicable mobile sales workflow
Equipment Summary	Allows access to equipment summaries in the applicable web/mobile workflow

Reports

Permission	Guidance / Effect
Report Groups	Reports are organized into groups. Selecting a group displays the reports assigned to that group.
Individual Reports	A checked report is visible to the user. An unchecked report is hidden from that user.

Permission-Assignment Guidance

Use least privilege: enable only the functions the user needs to perform their assigned job duties.

Treat delete, reverse, direct quantity adjustment, cost visibility/editing, security administration, setup, and after-the-fact invoice change permissions as elevated access.

Pay close attention to negatively worded options such as Disable, No, Disallow, and Limit. A checked box may restrict access rather than grant it.

Blank Guidance / Effect cells are intentionally included for permissions visible in the screenshots that are not defined by the supplied documentation. They can be reviewed, tested, and completed manually.

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