How to assign Roles & Rights to a User?(OR)

How to allow or restrict a User  to access a specific area of  the ERP?

Before we start to do anything with the User , an overview about Roles & Rights is very essential

Role: A role is created within an organisation based on the department, functions , responsibilities and o on.  Several such roles can be created within an organisation.

Rights:  Every Role is assigned certain specific Rights.

Module: Information regarding an organistion is classified and are  available in various Modules .

Menus Each Module is further classified into Menus . Most menus are split into Master, Transaction and Reports. These are called the Parent Menus. Some modules have extra menus like Tools and others also.

Masters: These are static menus where large amount of information  and data can be stored. Used for importing data, configuration, creating codes etc.

Transactions: These are dynamic menus where transactions of any business event are recorded and saved e.g, Sales invoice, Purchase invoice, Payment etc

Reports: These menus are solely for information retrieval in various formats ,field-wise ,record-wise and so on.e.g., Item-wise sales for a specific period, Payments made only through cheques, list of sundry debtors as on date etc. They actually integrate the Masters & Transactions and provides the information the way it is required

Menus : Under each parent Menu there are several menus  like Ledger, Register, Receivables, Payables etc.

Operations  –  are used to

Insert – To include data

Update-To add data

View- To see data

Delete-To remove data

Print-To print data

Export-To present data in different forms

In summary, Roles & Rights means two activities

• Create a Role
• Assign Rights for each Role

(A) How to Create a Role ?

       ADMIN>Masters>Roles & Rights>Role

(B)How to assign Rights for each Role?

  (i) For each Role You can assign Rights to one or more Modules

        ADMIN>Masters>Roles& Rights>Role Module

   (ii) For each Role

• Within each Module you can assign Rights to one or more  Menus
• Within each Menu you can assign Rights  to one or more Operations

            ADMIN>Masters>Roles& Rights>Role Menu

Now lets see with some examples as to How to create a Role and How to assign Rights for that Role

Example1:

For the  Role-ACCOUNTS MANAGER  

you need to Assign Rights to Modules- ACCOUNTS,PURCHASE & SALES

Within ACCOUNTS Module, assign Rights to

Menus- Masters, Transactions, Reports

Operation-Insert, Update, View, Print ,Export, Delete in each of the menus.

Within SALES Module, assign Rights to

  Menus-Transactions

  Operations-View,Print

Within PURCHASE Module, assign Rights 

   Menus-Reports

   Operations-all in Purchase Analysis & Purchase summary

A STEP BY STEP PROCEDURE:

 (A)Role:  To Create a Role

ADMIN> Roles & Rights>Role

• Create Code as g,ACMANAGER
• Create Name as e.g., ACCOUNTS MANAGER
• Click save

Several such roles can be created within an organisation. E.g. PURCHASE INCHARGE, PURCHASE ASSISTANT etc

 (B)To Assign Rights :

(i)To assign Rights to Module

        ADMIN>Masters>Roles& Right>Role Module

• Select Role as ACCOUNTS MANAGER
• Select Module as ACCOUNTSClick Add Row and select Module as SALES

• Click Add Row and select Module as PURCHASE
• Click Update

RoleModule>ACCOUNTSMANAGER>ACCOUNTS,SALES,PURCHASE> Click UPDATE

       (ii) To assign Rights to Menus & Operations

          ADMIN>Masters>Roles& Rights>Role Menu

To assign Rights to Menus & operations in

(a)ACCOUNTS Module

    (i)Masters Menu

     Step1.Select Role as ACCOUNTS MANAGER

     Step2.Select Module as ACCOUNTS

     Step3.Select Masters as Menu

     Step4. Select all the operations under Masters Menu (Click the GREEN button on the         left top of      the Menu-Operations table)

     Step5.Click Save

   (ii)Transactions Menu

     Repeat steps 1 to 5   –Select Transactions in step3

    (iii)Reports Menu

      Repeat steps 1 to 5 —Select Reports in step3

(b)SALES Module-Transactions Menu- View & Print operations

     Step1.Select Role as ACCOUNTS MANAGER

    Step2.Select Module as SALES

     Step3.Select Transactions as Menu

     Step4.Select only View & Print under operations (Fill all the check boxes only under operations –view & Print )

     Step5.Click Save

(c) PURCHASE Module- Reports Menu- View & Print operations

Step1.Select Role as ACCOUNTS MANAGER

  Step2.Select Module as PURCHASE Step3.Select Reports as Menu

   Step4.Select  Purchase Analysis Click GREEN button on the right end .

                 Select  Purchase summary, Click GREEN button on the right end

     Step5.Click Save

Having created Roles and assigned Rights to each Role, Now  every user can be generated a code and  can be assigned a role and based on the role, the User is allowed /restricted  to access any specific area of the ERP

 User: Every user is assigned a Role based on the functions he performs and the responsibilities he holds within the organisation. E.g., ACCOUNTS MANAGER, ACCOUNTS ASSISTANT etc.

One or more users can be assigned the same Role

Create a code and assign a role for every user can be done in one screen

          Click ADMIN> Others >Employee Master

• Select as Codecategory as Employee
• Create Employee Code as E500
• Create EmployeeName as Mahalaakshmi
• Selecct Employee Status as Active
• Select the Applicable Tab
• Click

Once the User is assigned a Role, the rights that are aassigned  to that Role are automatically assigned to that User.

Summary:

• Create a Role (Role)
• Assign Rights to that Role(Role Module & Role Menu)
• Create a Code  and assign a Role(Employee Master) for the User