HelpcentreOverview Security/Permission settings are accessed by either the Resources module and then select the Employee or Employee information option. Once the Employee Details window is open, click on the “Security” tab to display the tick box option. See below a brief explanation of each security tick box option. The explanations below are listed in the same order and columns as they are viewed in Opto. First Column Signature Purchase Provides password authority for this employee to authorise a purchase. Requires additional setup
Employee will not be able to sign (Authorise) a Purchase order
Employee will be prompted to enter password to sign (Authorise) the purchase order Change Client Code Change/ combine client code utility in the soft key menu of core data. A user password is required
User cannot change code.
User can change or combine client codes Change Supplier Code Change/ combine supplier code utility in the soft key menu of core data. A user password is required
User cannot change code
User can change client code Show Financial History (Clients) Enables the employee to access a 4-year financial history for a client
"Invoices" and "Financial History" tabs are greyed out in client details window - access denied
"Invoices" and "Financial History" tabs are accessible in client details window (3) Hide Despatch Amount Hides the unit price from an employee when despatching an order
Employee can see the value of an order in the despatch window
Employee can see despatch amount in client order despatches only
Employee will not see the despatch amount in client and production despatches Change Part Code Rename or combine Part Codes from the manufacturing Softkey menu, password required
Employee cannot access the Rename Code function
Employee password will access the Rename Code function Delete Parts For deleting parts that have never been used in Opto - Contact Opto Support
Employee cannot delete parts have never been used before
Employee can delete parts have never been used before Change Parts Stock This is optional and requires setup by Opto Support
Employee cannot open the Stock In/Out Window
Employee can open the Stock In/Out Window. Employee password needs to be entered to access the window Create New Part Code This is a 2 parts setting - contact Opto Support if more clarification is required
Employee cannot create a new part if the system ‘Parameters – Parts’ is set
Employee can create Parts Codes and will be exempted from the system parameter Create New Material Code This is a 2 parts setting - contact Opto Support if more clarification is required
Employee cannot create a new material if the system ‘Parameters – Materials’ is set
Employee can create Material Codes and will be exempted from the system parameter Password Despatch (Production) This feature enables authorised despatches of Production Orders. This setting has 2 parts and is client related. There is another tick box in the 'Client Details" window on the 'Client Info' tab. Click in the "Secure Despatch" tick box
Employee can despatch production order without password
Stops the despatch with a message to contact the Accounts
Employee will require a password to save the despatch Password Despatch (Client Order) This feature enables authorised despatches of Production Orders. This setting has 2 parts and is client related. There is another tick box in the 'Client Details" window on the 'Client Info' tab. Click in the "Secure Despatch" tick box
Employee can despatch client order without password
Stops the despatch with a message to contact the Accounts
Employee will require a password to save the despatch Password Material Delivery Will set a condition that requires an employee password to complete a material delivery
Employee not required to enter a password
On entering employee number in a despatch the field will go red, requiring the employee password to continue Update - Parts (utility) When Employee cannot be allowed access to the Utilities module directly, this setting enables specific password protected access to open the ‘Update – Parts’ feature can only be included in another Module’s menu - contact Opto Support. Update - Material (utility) When Employee cannot be allowed access to the Utilities module directly, this setting enables specific password protected access to open the ‘Update – Materials’ feature can only be included in another Module’s menu - Contact Opto Support. Add NCR or ECR Only applies to Opto systems that have the QMS/NCR Module installed
Employee will not have permission to create an NCR / ECR
Enables access to create/raise a new NCR / ECR record QA - NCR/ECR (Complete) Only applies to Opto systems that have the QMS/NCR Module installed
Employee will not have permission to complete an NCR Record
Employee can complete/finalise an NCR / ECR Quote Fast Markup (Override) Only applies to companies using Laser quotes
Employee will not be able to change markups to less than 1.0
Employee will be able to change markups in the laser quote fast to less than 1.0 Release Client Orders
Cannot release client orders
Can release client orders Second Column Check - Clock Time When Employee cannot be allowed access to the Personnel module directly, access to an alternative daily clock record window with specific password protection is set-up. - Contact Opto Support. Check - Jobs TBA - Not in use Add Transport Authorises employee to create a transport method record
Employee cannot create a record
Employee can enter password to create a transport method record Despatch Awaiting (For C.O.D clients)
Should be the default
Will allow the despatch of an order for invoicing. But holds the goods in "awaiting" so that it can be collected COD. There is a separate window required to release the goods. The Awaiting Function is primarily enabled in the Param clients setting. Please contact Opto to enable this feature. Change Revision Tick in Parts Enables the employee to enter a date at which the part will no longer be able to be despatch
Revision tick box in the part is greyed out and cannot be accessed
Revision tick box is active when a date is entered Change Material Code Enables access to the rename material code function
Cannot rename materials
Can enter password to change material code Delete Material This feature is used for deleting materials that have never been used in Opto - Contact Opto support Change Material Stock This is optional and requires setup by Opto Support.
Employee cannot open the Material Stock In/Out Window
Employee can open the Material Stock In/Out Window. Employee password needs to be entered to access the window Lock/Unlock Parts for Editing Part details' tick box for locking the part from being edited or changed
Employee password will not unlock the part for editing
Employee password will unlock the part for editing Save changes to Locked Parts If a part has been locked, any changes to the part will require an employee password to save the changes
Changes will not be saved
Changes to the locked part will be saved Substitute Items When substituting items on a production order employee will be prompted for a password
Operation will not proceed
Employee will be able to complete the substitution Update Parts Cost Price Determines whether the employee can see the costing fields in the Parts Details window
The employee cannot see the costing fields in the Part Details window
The employee can see the costing fields in the Part Details window Allow Part Sell Price change (setup Param Client) This is a 2 parts setting. If parameter - Client is set to - "Lock Part Sell Prices Change", contact Opto Support
Part Sell price cannot be changed
Part sell price can be changed with password Show Supplier Total Required for employees that need access to supplier reports in the Reports module
Employee password will not allow access to supplier reports
Enables access to the Supplier total reports Show Client Total Required for employees that need access to client reports in the Reports module
No permission to access to client reports
Access to the client total report after password verified Show Pick Date (Clt Callup)
Pick Date won't show on the Client Callup Sheet
Pick Date will be displayed on the Client Callup Sheet (3) Show All Order /Invoice Total, plus Cost Important fields to allow access to most production costing reports from quotes to product activity
No permission to access the Sales Order or Invoice Total Reports
Enables password access to Sales Order Intake and Invoice Total Reports but does not display costs
Enables password access to Sales Order Intake and Invoice Total Reports including costs Use Div for Selected Reports – Don’t tick unless instructed by OPTO Team Member If employees are given access to management reports. Production reports will be filtered by employee division
Reports won't be filtered by the employees' division
Reports will be filtered to only show data from the employees' division Point of Sale Access Will allow an employee to use the optional Point of Sale window if installed. If not visible, contact Opto support
A sale cannot be put through the Point of Sale window
Employee enters password and sales can be processed through the Point of Sale window Change Due Date in Order Book Requires "Order Book Due Date Protected" Parameter to be ticked
Employee will not be allowed to change the due date
Employee right-mouse- clicks on Due Date field of the order and select “Change this Due Date”, enters password – the due date can be changed Purchase Restrict
No restrictions on creating purchase orders
Restricts creating purchases to settings in employee record Stock Take
Restricts stock take functionality
No restrictions on stock take functionality Show Pick Date (Clt Callup)
Does not display pick date on Clt Callup window
Does display pick date on Clt Callup window Show Callup Amt
The employee can run the Callup Report but cannot view the Total Amount box
When box is ticked the Total Amount box is displayed when the Callup Report is run Third Column Send Production Order -> History
Will allow employee password access to the single and batch function that sends an order to history Back from History <- Production Order
Allows password access to bringing an order back from history Cancel - Production Order
Allows password access to the cancel order function Send Client Order -> History
Allow password access to send client order to history Back from History <- Client Order
Allow password access to return client order from history (3) Credit Orders and Purchase, Orders Only Purchase delivery and despatch orders does a check on this to allow a credit delivery/despatch to be processed by the employee
Cannot perform credit despatch or purchase deliveries
Can credit a purchase delivery as well as client, production despatches. Will also allow the employees to change a client’s terms in the ‘Client Details’ window
Can only credit orders despatches Cancel - Client Order Password access to cancel a client order
Not allowed to cancel a client order
Allowed to cancel a client order Create Invoice Provides access to information and functions for invoicing despatches
Cannot create an invoice. Cannot see a total on the production and client call-up screens, Cannot put Client on Credit Stop. Cannot enter banking and account details on Supplier details
Password enabled creation of invoices and will add a total order value to the production and client call-up screen. Is able to tick Credit Stop in Client record Change Credit, Desp Stop Provides access to the client’s credit terms and the despatch stop feature
Cannot change credit terms and cannot place a stop on orders for the specified client
Enables the employee to change credit terms and to place a stop on orders being despatched for the specified client Show Job Cost Screen Enables access to job cost summaries
Employee is limited to job progress summary (no costing) via edit order book. Has no access to job progress summary or job costing via the production form fast
Enables Access to job cost summaries ON-Hold (Clt) Enables the employee to place Client Orders on hold
Employee cannot place a Client Order on-hold or remove the on-hold
Employee can place a Client Order on-hold or remove the on-hold after they have entered their internal employee password ON-Hold (Prd) Enables the employee to place Production Orders on hold
Employee cannot place a Production Order on-hold or remove the on-hold
Employee can place a Production Order on-hold or remove the on-hold after they have entered their internal employee password Edit History Order Book Will allow employee to edit some order book header information in a history order
History order cannot be edited
History order header information can be edited Change Part Production Stop Enables the employee to change, tick or un-tick "Production Stop" in a part code
Provides password access to the “Production Stop” feature in a part Show All Doc’s (Incl. – No Public Access)
When this box is ticked the employee can view all the documents in the Quality Management System including the documents that are ticked for No Public Access