Edit

MoneyWorks Privileges

The table below lists the privileges.

Tip: You can set up “generic” users, and duplicate these, so (for example) users in the same department have the same privileges.

Tip: If you are connected to Datacentre, use the action menu in the User Privileges window to copy and paste user Preferences (such as column settings) between users. Privileges should not be confused with Preferences.

Note: If you are converting from MoneyWorks 4, you will need to set up your privileges again.

PrivilegeNotes
Administration
Users and Security (Administrator)This gives access to the privileges setup, and hence should be turned off for all users except administrator.
Period Management
Auto Open PeriodUser can open a period while entering a transaction by entering a date beyond the current period.
Document Preferences
Signing and Using Unsigned Forms & ReportsUsers without this privilege can only print forms and reports that are signed to them.
Revert/Rollback
Remote SaveThis privilege controls ability to Save on Datacentre (i.e. commit changes).
Diagnostics
Auto AllocationsThis disables the ability to define auto-allocations--they can still be used.
BackupControls the ability to save a backup. Both this and Remote Save are required for backup to client on Datacentre.
RemindersThis controls access to creating reminders; not seeing them. The ability to see Overdue debtors/creditors auto messages is controlled by the “Debtors” and “Creditors” privileges.
Execute External ScriptsTurn this on for users who need any COM/AE interaction, such as communicating with FileMaker or Excel, or starting Scripts in the Command menu. Note that external scripts can export any information in the database, and hence for maximum security, this privilege should be denied unless it is really needed.
Importing
Exporting
Company Details
Log File
Customise List Views
Customise Validation Lists
Purchases
Enter Orders
Process Orders
Creditors
Enter Invoice
Pay Invoices
Payments History
Change Bank AccountControls the capability of changing the electronic bank account details (for creditor payments).
Sales
Enter Orders
Process Orders
Process Partial Orders
See MarginsTurn this off if you don't want the user to see product margins when entering transactions.
Debtors
Enter Invoices
Receipt Invoices
Payments History
Statements and Ageing
Cash
Enter Payments
Enter Receipts
Banking
Bank Reconciliation
Change Opening Balance on Bank Rec
Accept Unbalanced Bank Rec
Clear Bank Recs
See Balances in Bank PopupTurning this off suppressing the bank balance display in the bank pop-up menu
Load Bank Statement
Edit Currencies
General Ledger
View Accounts
Create Accounts
Modify Accounts
Delete Accounts
Budgets & Balances
Enter Journal Adjustments
GST/VAT/Tax Report/Finalisation
Account Enquiry
Change Tax Table
Jobs
View Jobs
Create Jobs
Modify Jobs
Delete Jobs
Enter Job Sheet Items
See All Job Sheet ItemsIf this is off, the user will only be able to see the job sheet entries that they themselves have made.
Bill Jobs
Use Completed Jobs
Products
View Products
Create Products
Modify Products
Delete Products
Build Products
Stock Journals
Stock Enquiry
Sales Enquiry
Purchases Enquiry
Names
View Names
Create Names
Modify Names
Delete Names
Sales Enquiry
Purchases Enquiry
Adjustments
Elective PostingIf this is Off, the user will not be able to post transactions (except those automatically posted, such as adjustments).
Expression EvaluationIf this is off, the user cannot enter an expression (i.e. something starting with =) into a MoneyWorks field, or customise a list using a calculated value.
Delete Unposted Transactions/Orders
Print Unposted Invoices
Make Changes to Posted Transactions
Use `Replace` Command
Unlimited Write-offsIf this is off, the amount that the user can write-off when processing an invoice is limited to the Limit on the fly write-off amount specified in the Terms panel of the Document Preferences.
Override Pricing and TermsIf this is off, the user will not be able to override discounts and terms when entering transactions (discounts on imported transactions can still be over-ridden).
Edit Off-Ledger values
Detail Lines ListIf this is off, the user will not be able to access the Detail Line list in the Show menu.
Select FiltersIf this is off, the user will not be able to change filters, and thus will be constrained by whatever filters are in operation when the user was set up.
User Privilege 1...6These are for your own use, and can be used to control access to reports and scripts using the Allowed() function.