---
title: "User Maintenance Screen - Field Definitions"
canonical: "https://kb.myframeworks.com.au/space/FRAM/28378032/User%20Maintenance%20Screen%20-%20Field%20Definitions"
format: markdown
---
The **User Maintenance** screen allows administrators to create and configure Frameworks user accounts. The screen defines user security access, passwords, default settings, and operational limits across Sales, Purchasing, Payables, Receivables, General Ledger and other Frameworks modules. Each user account controls what functions the user can access, what approval limits they have, and which branches and companies they can work with.

**Important:** User configuration changes take effect immediately when saved. Users currently logged in will experience the changes on their next login or when they refresh their session.

## Screen Access

From the **Frameworks Menu**, navigate to **System Administration > Users & Security > User Maintenance**.

> ℹ️ Click on the **Search **hyperlink in the top left of the screen to go back to the [User Maintenance dashboard](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/496271372).

---

# Screen Structure

![image](media://fcec9f65-3b94-424d-9142-72d487337b4a)

The **User Maintenance** screen is organised into seven main sections:

1. [General User Details](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28378032/User+Maintenance+Screen+-+Field+Definitions#1.-General-User-Details) - User identification, security class, password, branch and company access
2. [Sales](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28378032/User+Maintenance+Screen+-+Field+Definitions#2.-Sales-Related-Flags-and-Settings) - Point of Sale permissions, credit limits, discount authority, and sales transaction controls
3. [Purchasing & Receipting](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28378032/User+Maintenance+Screen+-+Field+Definitions#3.-Purchasing-%26-Receiving-Related-Flags-and-Settings) - Purchase order authority, receipt permissions, and purchasing limits
4. [Accounts Receivable](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28378032/User+Maintenance+Screen+-+Field+Definitions#4.-Accounts-Receivable-Related-Flags-and-Settings) - Customer account management, credit approval, and payment processing authority
5. [Payables](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28378032/User+Maintenance+Screen+-+Field+Definitions#5.-Accounts-Payable-Related-Flags-and-Settings) - Supplier payment approval and invoice processing permissions
6. [General Ledger](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28378032/User+Maintenance+Screen+-+Field+Definitions#6.-General-Ledger-Related-Flags-and-Settings) - GL posting permissions, period controls, and stock adjustment authority
7. [Misc](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28378032/User+Maintenance+Screen+-+Field+Definitions#7.-Miscellaneous-Related-Flags-and-Settings) - Product access restrictions, supervisory roles, and cost viewing levels

---

## 1. General User Details

The General User Details section contains core user identification fields, security classification, authentication settings, and branch/company access controls. This section determines the user's basic identity in Frameworks and controls which branches and companies they can access.

### User ID

The **User ID** field sets the unique identifier for the user account. The **User ID** appears on all POS dockets, invoices, and transaction audit trails to identify who performed the action. Enter a unique alphanumeric name that identifies the user. The **User ID** cannot be changed after the user account is created.

**Format:** Text (alphanumeric, up to 16 characters) | **Required:** [Mandatory field] | **Editable:** No (after initial creation) | **Related fields:** The **User ID** links to security groups via the **User Groups** field and appears on all transaction records created by this user.

### Email Address

The **Email Address** field stores the user's primary email address for system notifications and password reset requests. Enter the user's work email address. The **Email Address** field is used for password reset emails, system notifications, and audit trail correspondence.

**Format:** Text (valid email format) | **Required:** No | **Editable:** Yes

### Name

The **Name** field displays the user's full name as it appears in Frameworks. Enter the user's first name and surname. The **Name** appears alongside the **User ID** in the top right corner of Frameworks when the user is logged in and on various reports and audit trails.

**Format:** Text (free form) | **Required:** [Mandatory field] | **Editable:** Yes

### Job Title

The **Job Title** field stores a description of the user's role or position. Enter the user's job title or role description. The **Job Title** provides additional context about the user's responsibilities and is available for reporting and documentation purposes.

**Format:** Text (free form) | **Required:** No | **Editable:** Yes

### Security Class

The **Security Class** field determines the user's base level of system access. The **Security Class** sets the foundation for the user's permissions, which are further refined by the **User Groups** assignment.

Available security classes:

- **Restricted** - Limited access suitable for temporary or specialised roles (such as stock take only)
- **Operator** - Regular user access suitable for daily operational tasks
- **Sys Admin** - Full system administrator access to all activities including system configuration

**Format:** Drop-down selection | **Required:** [Mandatory field] | **Default:** Operator | **Editable:** Yes | **Related fields:** Works in conjunction with **User Groups** to determine final access permissions.

### Password

The **Password** field sets the authentication password for the user account. Enter an alphanumeric password of up to sixteen characters. Passwords are case-sensitive and should be kept confidential. The system displays scrambled characters for existing passwords rather than the actual password value.

**Format:** Text (alphanumeric, up to 16 characters, case-sensitive) | **Required:** [Mandatory field] | **Editable:** Yes

> ✅ Refer to [Additional Password validation options](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28405096) more information.

### Must change by

The **Must change by** field displays and sets the password expiry date. Enter or select the date by which the user must change their password. The **Must change by** field only appears when **Password Expiry Days** has been configured in **System Control File Maintenance**. When the date is reached, Frameworks prompts the user to change their password at next login.

**Format:** Date (DD/MM/YYYY) | **Required:** Conditional (if password expiry is enabled) | **Editable:** Yes | **Related fields:** Controlled by the **Password Expiry Days** setting in [System Control File Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28401568).

### Change PIN

The **Change PIN** button opens the **Change PIN** window to update the user's Personal Identification Number. Click the **Change PIN** button to modify the user's PIN without requiring knowledge of the current PIN value. The PIN is used for authentication and added security in two scenarios: 

1. When the user accesses PIN-protected screens in their regular session (unless the **Exempt From Pin Entry** checkbox is enabled).
2. When operators authenticate in PIN Entry Only account sessions using their **Salesrep No.** and PIN.

**Action:** Click **Change PIN** to open the **Change PIN** window.

**Format:** Button | **Related fields:** Updates the user's PIN value. The **Exempt From Pin Entry** checkbox determines whether the user must enter their PIN when accessing PIN-protected screens in regular sessions. The **Salesrep No.** serves as the **Operator Number** during PIN authentication. 

> ℹ️ **Note: **PIN-protected screens include Retail Point of Sale till operations, Sales Quotes and Orders, Credit Notes, Purchase Requisitions, Purchase Orders, and Stock Receipting.

### Exempt From Pin Entry

The **Exempt From Pin Entry** checkbox allows the user to bypass PIN entry requirements regardless of module-level PIN settings. Enable this checkbox to exempt the user from PIN entry prompts across all Frameworks modules. The **Exempt From Pin Entry** option is useful for back office staff who do not share terminals and do not require additional PIN security.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes | **Related fields:** When enabled, overrides PIN requirements across all Frameworks modules that would otherwise prompt for PIN authentication.

### Max Sessions

The **Max Sessions** field controls the maximum number of concurrent Frameworks sessions the user can open on a single device type. Enter a numeric value representing the number of simultaneous sessions allowed. A value of 0 is treated as 1 session for licensing purposes. Users can log in up to but not exceeding the **Max Sessions** value on the same device type. Device types are based on operating systems as configured in [Device Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28396262), not individual physical devices.

**Format:** Integer | **Required:** Yes | **Default:** 0 (treated as 1) | **Editable:** Yes

> ✅ Refer to [Frameworks Licence and Module Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28401714) for further information.

### Login Disabled

The **Login Disabled** checkbox prevents the user from accessing Frameworks. Enable this checkbox to disable the user's login capability without deleting the user account. The **Login Disabled** option is useful for temporarily suspending user access while preserving the user's configuration and transaction history.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Account Locked

The **Account Locked** checkbox locks the user account and prevents Frameworks access. Enable this checkbox to lock the account completely. The **Account Locked** status typically results from security policies or multiple failed login attempts and prevents all access to Frameworks until an administrator unlocks the account.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Pin Entry Only Account

The **Pin Entry Only Account** checkbox designates the user as a PIN Entry Only (PEO) operator account for shared device environments. Enable this checkbox to create an account that remains logged into shared devices while individual operators authenticate using their **Operator Number** (their **Salesrep No.**) and **PIN** to perform transactions. When a PEO account is logged in, only menu items that have PIN entry enabled or enquiry functions accessible to PEO users are available. Each operator using the PEO account must still be a valid user in Frameworks with their own **Salesrep No.** and **PIN** configured. Transactions performed are associated with the individual operator's PIN credentials, not the logged-in PEO account.

> ⚠️ **Important:** The **Max Sessions** field must be set to a value greater than 1 to allow the PEO account to log into multiple devices simultaneously. For Named User License or Subscription models, the PEO user does not count towards the Named User Count. For concurrent user licenses, each logged-in device utilises a license.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes | **Related fields:** The **Max Sessions** field must be greater than 1 for multiple device access. Individual operators must have a **Salesrep No.** and **PIN** configured in their own user accounts.

> ✅ Refer to [PIN Entry Only Operator](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28386162) for detailed setup instructions and PIN-enabled transaction screens.

### API Only Account

The **API Only Account** checkbox designates the user as an API service account for system integrations and external applications. Enable this checkbox to create an account that can only access Frameworks API services and cannot use the Frameworks user interface. API Only accounts are used by external systems, integrations, and automated processes to authenticate and interact with Frameworks programmatically through API endpoints. These accounts cannot log into the Frameworks UI under any circumstances.

> ⚠️ **Important:** API Only accounts are not counted as Named User or concurrent licenses. These accounts are counted and managed under a separate Frameworks API license. Access to Frameworks APIs requires both a separate Frameworks API license and a Progress license.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

> ✅ Refer to [Secure APIs](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28381040) documentation for detailed information about API authentication and usage.

### User Groups

The **User Groups** field assigns the user to security groups that determine detailed system access permissions. The **User Groups** assignment works with the **Security Class** to determine what activities and screens the user can access. Multiple security groups can be assigned to a single user.

**Action:** Click the **Search** icon to open the **Security Group Finder** window and select the required security groups.

**Format:** Text (security group name, searchable) | **Required:** [Mandatory field]  | **Editable:** Yes | **Related fields:** Works in conjunction with **Security Class** to determine final access permissions.

> ✅ Refer to [Security Group Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28401628) for more informaion about configuring security groups.

### Default Company

The **Default Company** field sets the company that loads by default when the user logs into Frameworks. Enter the company number or code. The **Default Company** determines which company's data the user sees first upon login. The user can switch to other companies if their **Multi Company** access permits.

**Format:** Text (company number or code) | **Required:** No | **Editable:** Yes | **Related fields:** The **Multi Company** and **Company List** settings determine if the user can access companies other than the **Default Company**.

### Home Branch

The **Home Branch** field sets the user's primary or default branch location. Enter the branch number or code. The **Home Branch** determines the user's base location and is used throughout Frameworks to default branch selections in transactions and reports. The **Home Branch** also determines the user's **Home Zone** for branch access restrictions.

**Format:** Text (branch number or code) | **Required:** Yes | **Editable:** Yes | **Related fields:** The **Home Branch** determines the **Home Zone** value. The **Multi Branch** and **Branch List** settings determine if the user can access branches other than the **Home Branch**.

### Home Zone

The **Home Zone** field displays the sales zone assigned to the user's **Home Branch**. The **Home Zone** value is automatically populated based on the **Home Branch** selection and cannot be edited directly. If the user has **Multi Zone** disabled, they are restricted to accessing only branches within the **Home Zone**.

**Format:** Text (zone code, display only) | **Editable:** Yes | **Related fields:** Derived from the **Home Branch** setting. The **Multi Zone** checkbox determines whether the user can access branches outside the **Home Zone**.

### Cost Centre

The **Cost Centre** field assigns the user to a specific cost centre for accounting and reporting purposes. Enter the relevant cost centre code. The **Cost Centre** assignment allows financial reporting to track activities and transactions by user cost centre.

**Format:** Drop-down selection | **Required:** No | **Editable:** Yes

### Salesrep No.

The **Salesrep No.** field assigns the user a sales representative number for transaction tracking and commission reporting. Enter the operator or sales rep number. The **Salesrep No.** allows the user to identify themselves throughout Sales modules and serves as their sales representative identifier for commission calculations and sales reporting.

**Format:** Text (numeric or alphanumeric) | **Required:** [Mandatory field] | **Editable:** Yes | **Related fields:** The **Salesrep No.** serves as the **Operator Number** during PIN authentication.

### Branch List

The **Branch List** field defines specific branches the user can access when **Branch List Restricted** is enabled. Enter a comma-separated list of branch numbers or codes. The **Branch List** only restricts access if the **Branch List Restricted** checkbox is enabled. If **Multi Zone** is disabled, only branches with a **Sales Zone** matching the user's **Home Zone** will be accessible even if listed in the **Branch List**.

**Format:** Text (comma-separated branch codes) | **Required:** Conditional (required if Branch List Restricted is enabled) | **Editable:** Yes | **Related fields:** Only applies when **Branch List Restricted** is enabled. The **Multi Zone** setting further filters the **Branch List** to only include branches in the user's **Home Zone**.

### Company List

The **Company List** field defines specific companies the user can access when company restrictions apply. Enter a comma-separated list of company numbers or IDs. The **Company List** restricts which branches the user can access based on the branch's company assignment. If left blank, the user can access all companies (subject to branch access rules). Frameworks determines company access through branch security—there is no independent company security. The **Company List** is used to restrict which branches appear based on their company, not to directly grant company access.

**Format:** Text (comma-separated company IDs) | **Required:** No | **Editable:** Yes | **Related fields:** Works with **Multi Branch**, **Branch List Restricted**, and **Company Restricted** to determine final branch access.

### Multi Branch

The **Multi Branch** checkbox allows the user to access multiple branches beyond their **Home Branch**. Enable this checkbox to grant access to branches outside the user's **Home Branch**. When **Multi Branch** is enabled, the user's branch access is further controlled by the **Multi Company**, **Company List**, **Multi Zone**, **Branch List Restricted**, and **Branch List** settings. When disabled, the user can only access their **Home Branch** (or branches in the **Branch List** if **Branch List Restricted** is enabled).

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes | **Related fields:** Works in conjunction with **Multi Company**, **Company List**, **Multi Zone**, **Branch List Restricted**, and **Branch List** to determine final branch access.

### Multi Zone

The **Multi Zone** checkbox allows the user to access branches with Sales Zones outside their **Home Zone**. Enable this checkbox to permit the user to work with branches in any sales zone. When disabled (default), the user can only access branches that have a **Sales Zone** matching their **Home Zone**. The **Multi Zone** setting works in combination with **Multi Branch** and **Branch List Restricted** to determine final branch access permissions.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes | **Related fields:** The **Home Zone** (derived from **Home Branch**) determines the user's base sales zone. Works in conjunction with **Multi Branch** and **Branch List Restricted** to control branch access. 

### Multi Company

The **Multi Company** checkbox allows the user to access multiple companies within Frameworks. Enable this checkbox to permit the user to work with branches belonging to companies other than their **Default Company**. When disabled (default) and **Multi Branch** is enabled, the user can only access branches within their home company. When the **Company List** field contains specific company IDs, access is limited to branches belonging to those companies.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes | **Related fields:** Works with **Default Company**, **Company List**, **Multi Branch**, and **Company Restricted** to determine company access. Frameworks controls company access through branch security—there is no independent company-level security.

### Branch List Restricted

The **Branch List Restricted** checkbox restricts the user to accessing only branches explicitly listed in the **Branch List** field. Enable this checkbox to limit branch access to the specific branches defined in the **Branch List**. When disabled and **Multi Branch** is enabled, the user can access all branches within their permitted company and zone scope. When enabled, only branches listed in the **Branch List** field are accessible (further filtered by **Multi Zone** if that setting is disabled).

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes | **Related fields:** Only applies when the **Branch List** field contains branch codes. Works in conjunction with **Multi Branch**, **Multi Zone**, and **Company List** to determine final branch access. 

### Company Restricted

The **Company Restricted** checkbox restricts the user to accessing only companies explicitly listed in the **Company List** field. Enable this checkbox to limit company access to the specific companies defined in the **Company List**. When disabled, the user's company access is determined by their **Multi Company** setting and **Default Company**. The **Company Restricted** setting filters which branches are accessible based on the branch's company assignment.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes | **Related fields:** Only applies when the **Company List** field contains company IDs. Works with **Multi Company**, **Company List**, and **Multi Branch** to determine which branches (and thereby which companies) the user can access.

---

## 2. Sales Related Flags and Settings

The Sales section controls the user's permissions and limits within Sales modules including Point of Sale, Sales Orders, Quotes, and Credit Notes. These settings determine what sales transactions the user can process, what approval authority they have, and what pricing and discount controls apply.

### POS Supervisor

The **POS Supervisor** checkbox grants the user supervisory authority for Point of Sale operations. Enable this checkbox to allow the user to authorise supervisor-level actions at POS. POS Supervisors can approve transactions that exceed standard operator limits. If the **Limited POS Super** checkbox is also enabled, the supervisor's authority is limited by the **Maximum Discount** and **Minimum GP%** settings.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes | **Related fields:** The **Limited POS Super** checkbox determines whether the supervisor has unlimited authority or is subject to the **Maximum Discount** and **Minimum GP%** limits.

### Limited POS Super

The **Limited POS Super** checkbox restricts the POS supervisor's authority to the defined discount and GP% limits. Enable this checkbox to limit the supervisor's authorisation capability. When enabled, the supervisor cannot authorise price overrides or discounts that exceed the **Maximum Discount** or fall below the **Minimum GP%** settings. When disabled (and **POS Supervisor** is enabled), the supervisor can authorise any discount or price override value.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes | **Related fields:** Only available when **POS Supervisor** is enabled. Works with **Maximum Discount** and **Minimum GP%** to control supervisor authority limits.

### Maximum Credit Note

The **Maximum Credit Note** field sets the maximum dollar value of credit notes the user can approve. Enter a dollar amount representing the credit approval limit. The **Maximum Credit Note** value works in conjunction with **Approval Credit** permissions. Users attempting to process credit notes exceeding this limit will require supervisor authorisation.

**Format:** Currency (dollar amount - no symbol) | **Required:** No | **Editable:** Yes | **Related fields:** Used when **Approval Credit, **under the Accounts Receivables section, is enabled.

### Maximum Cash Refund

The **Maximum Cash Refund** field sets the maximum cash refund amount the user can provide to a customer in a single transaction. Enter a dollar amount representing the refund limit. If the user attempts to refund more than the **Maximum Cash Refund** value, Frameworks prompts for supervisor intervention before processing can continue.

**Format:** Currency (dollar amount - no symbol) | **Required:** No | **Editable:** Yes

### Maximum Discount

The **Maximum Discount** field sets the maximum discount percentage the user can apply to list or RRP prices. Enter a percentage value representing the discount limit. If the user attempts to discount more than the **Maximum Discount** percentage, Frameworks prompts for supervisor intervention. The **Maximum Discount** also applies to POS Supervisors if **Limited POS Super** is enabled.

**Format:** Percentage (numeric value) | **Required:** No | **Editable:** Yes | **Related fields:** Used by **Limited POS Super** to control supervisor authority limits.

### Max Discount Profile

The **Max Discount Profile** field assigns a maximum discount profile to the user. Enter the discount profile ID. Discount profiles define structured discount limits across multiple product groups or categories, providing more granular discount control than the single **Maximum Discount** percentage.

**Format:** Text (discount profile ID) | **Required:** No | **Editable:** Yes

### Max Tier

The **Max Tier** field sets the maximum tier pricing level the user can access when processing sales. Enter a numeric tier level value. Tier pricing allows different price levels for customers, and the **Max Tier** setting controls which pricing tiers the user can apply to transactions.

**Format:** Integer (tier level number) | **Required:** No | **Editable:** Yes

### Minimum GP%

The **Minimum GP%** field sets the minimum gross profit percentage the user can accept when overriding prices. Enter a percentage value representing the minimum acceptable GP%. When the user overrides a price, Frameworks checks that the new price maintains at least the **Minimum GP%** value. If the override would result in a lower GP%, Frameworks prevents the override or prompts for supervisor approval. The **Minimum GP%** also applies to POS Supervisors if **Limited POS Super** is enabled.

**Format:** Percentage (numeric value) | **Required:** No | **Editable:** Yes | **Related fields:** Used by **Limited POS Super** to control supervisor authority limits.

### Void POS Sales

The **Void POS Sales** checkbox allows the user to void Point of Sale transactions. Enable this checkbox to permit the user to void POS sales without supervisory intervention. When disabled, the user must obtain supervisor assistance to void a POS sale.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Suspend Sales

The **Suspend Sales** checkbox allows the user to suspend sales at Point of Sale. Enable this checkbox to permit the user to suspend a sale without supervisory intervention. Suspended sales are held temporarily and can be recalled and completed later. When disabled, the user must obtain supervisor assistance to suspend a sale.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### POS Quotes

The **POS Quotes** checkbox allows the user to create quotes at Point of Sale. Enable this checkbox to permit the user to use the **Quotes **option at POS without supervisory intervention. When disabled, the user must obtain supervisor assistance to create quotes from POS.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### POS Orders

The **POS Orders** checkbox allows the user to create sales orders from Point of Sale. Enable this checkbox to permit the user to use the **Orders **option at POS without supervisory intervention. When disabled, the user must obtain supervisor assistance to create orders from POS.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Cash Refunds

The **Cash Refunds** checkbox allows the user to process cash refunds at Point of Sale. Enable this checkbox to permit the user to use the Cash Refunds option at POS without supervisory intervention. When disabled, the user must obtain supervisor assistance to process cash refunds.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes | **Related fields:** Works in conjunction with the **Maximum Cash Refund** limit to control refund authority.

### Credit Notes

The **Credit Notes** checkbox allows the user to process credit notes at Point of Sale. Enable this checkbox to permit the user to use the Credit Notes option at POS without supervisory intervention. When disabled, the user must obtain supervisor assistance to process credit notes.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes | **Related fields:** Works in conjunction with the **Maximum Credit Note** limit to control credit authority.

### Override Credit Docket

The **Override Credit Docket** checkbox allows the user to process credit notes without requiring the original docket. Enable this checkbox to permit the user to process credits without a physical docket. When enabled, Frameworks displays a warning but allows the user to proceed with the credit. When disabled, a docket is required to process credit notes.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Value Only Credits

The **Value Only Credits** checkbox determines whether the user can process both stock returns and overcharges via [Credits & Refunds](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28383554). Enable this checkbox to allow the user to process both **Stock Returns** and **Overcharges** via Credits & Refunds. When disabled, the user can only process **Stock Return** credits via Credits & Refunds.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Void Orders

The **Void Orders** checkbox allows the user to void sales orders in Sales Order Processing. Enable this checkbox to permit the user to void orders without supervisory intervention. When disabled, the user must obtain supervisor assistance to void orders.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Commercial Quotes

The **Commercial Quotes** checkbox allows the user to create commercial quotes in Sales Order Processing. Enable this checkbox to permit the user to create commercial quotes. Commercial quotes typically involve more complex pricing, terms, or configurations than standard quotes.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Price Override

The **Price Override** checkbox allows the user to manually override product prices at Point of Sale. Enable this checkbox to permit the user to enter custom pricing without supervisory intervention. When disabled, the user must obtain supervisor assistance to override prices. Price overrides are still subject to the **Minimum GP%** limit if configured.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes | **Related fields:** The **Minimum GP%** setting controls the lowest acceptable GP% for price overrides.

### Re-price Sale

The **Re-price Sale** checkbox allows the user to reprice an entire sale at Point of Sale. Enable this checkbox to permit the user to trigger repricing of all products in the current sale without supervisory intervention. Repricing recalculates all product prices based on current pricing rules and contracts. When disabled, the user must obtain supervisor assistance to reprice sales.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Discount Group Override

The **Discount Group Override** checkbox allows the user to override customer discount groups at Point of Sale. Enable this checkbox to permit the user to change the discount group applied to the current sale. Discount group overrides allow applying different discount structures than the customer's default discount group. When disabled, the customer's default discount group must be used.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Create Specials

The **Create Specials** checkbox controls whether the user can create Special Products in Sales Order Processing (SOP) and Point of Sale (POS) without authorisation.

- When the **Create Specials** checkbox is enabled and the **SopAuthSpc** flag is enabled, the user can create Special Products without an authorisation prompt.
- When the **Create Specials** checkbox is disabled and the **SopAuthSpc** flag is enabled, the user is prompted for authorisation when attempting to create a Special Product. An authorised user must enter their credentials to approve the creation.
- When the **SopAuthSpc** flag is disabled, all users can create Special Products without authorisation regardless of the **Create Specials** setting.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes | **Related fields:** The [SopAuthSpc](https://sterlandsupport.atlassian.net/wiki/spaces/FSS/pages/13178993) flag must be enabled for the **Create Specials** permission to have any effect.

### Can View Account Balances

The **Can View Account Balances** checkbox allows the user to view customer account balance information within the Customer Payments window at Point of Sale. Enable this checkbox to permit the user to see customer balance details when processing payments at POS. When disabled, the customer balance information is hidden from the user. 

> ⚠️ The **Can View Account Balances** setting only applies when the system flags **POSHidBal** and **POSHidBlU** are enabled, which enable balance visibility control at the user level.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes | **Related fields:** Controlled by system flags **POSHidBal** and **POSHidBlU** which must be enabled for this setting to take effect.

### Restrict Discount Group Access

The **Restrict Discount Group Access** checkbox determines whether the user is subject to discount module security restrictions. Enable this checkbox to restrict which discount groups the user can access. When enabled, the **Groups** button becomes active, allowing administrators to configure specific discount group permissions. When disabled, the user has access to all discount groups according to their security class and security groups.

**Action:** Click the **Groups** button to open the **User Discount Group Maintenance** window where specific discount groups can be enabled or disabled for this user.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Override Deposit

The **Override Deposit** checkbox allows the user to override the minimum deposit requirement for COD (Cash on Delivery) sales at Point of Sale. Enable this checkbox to grant the user authority to accept deposits below the configured minimum. A deposit amount for COD sales may be defined in [Company Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28382666), and when the system flag **POSDepPerc** is enabled, this minimum deposit is enforced. When **Override Deposit** is disabled and the user attempts to accept a lower deposit, a supervisor with deposit override authority must approve the transaction before the sale can continue.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes | **Related fields:** Controlled by the system flag **POSDepPerc** and the minimum deposit amount configured in Company Maintenance.

### Substitute Variance

The **Substitute Variance** field sets the maximum cost variance the user can approve when substituting products during picking. Enter a dollar amount representing the maximum cost difference allowed. When substituting products during the picking process, the cost variance between the original product and the substitute product is calculated. If the variance exceeds the user's **Substitute Variance** limit, a supervisor with a higher approved variance amount is required to approve the substitution.

**Format:** Currency (dollar amount - no symbol) | **Required:** No | **Default:** 0 | **Editable:** Yes

### Default Sales Transaction Type

The **Default Sales Transaction Type** field sets the default transaction type when creating new sales transactions. Select the transaction type from the drop-down menu. The **Default Sales Transaction Type** determines which transaction type is pre-selected when the user creates a new sales document, streamlining workflow by automatically selecting the most common transaction type for each user's role.

Available transaction types:

- **Quote** - Standard customer quotation
- **Order** - Standard sales order
- **Order Hold** - Sales order placed on hold
- **Prepayment Order** - Sales order requiring upfront payment
- **Commercial Quote** - Commercial or contract quotation
- **Template Order** - Order created from a predefined template
- **Project Quote** - Quotation for project-based work
- **Project Order** - Order for project-based work
- **Service Quote** - Quotation for service work
- **Workshop** - Workshop or manufacturing order
- **Workshop Quote** - Quotation for workshop work
- **Workshop Order** - Order for workshop production

**Format:** Drop-down selection | **Required:** No | **Editable:** Yes

### Override Payment Terms

The **Override Payment Terms** checkbox allows the user to override standard customer payment terms during sales transactions. Enable this checkbox to permit the user to change payment terms from the customer's default settings. Payment terms control when payment is due (e.g., 30 days, 60 days, COD) and overriding them allows flexibility for negotiated terms or special circumstances.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Can Edit Agreed Price

The **Can Edit Agreed Price** checkbox allows the user to modify prices that have been previously agreed with customers. Enable this checkbox to permit the user to change agreed pricing on sales transactions. Agreed prices are typically locked to honor commitments made to customers, and this permission allows authorised users to adjust these prices when circumstances require it.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

---

## 3. Purchasing & Receiving Related Flags and Settings

The Purchasing & Receipting section controls the user's permissions and limits for purchasing operations, purchase order management, and stock receipting. These settings determine what purchasing transactions the user can create and approve, what limits apply, and which receipting operations they can perform.

### Print Purchase Orders

The **Print Purchase Orders** checkbox allows the user to print or email purchase orders. Enable this checkbox to permit the user to generate printed purchase orders or send purchase orders via email to suppliers. When disabled, the user cannot print or email purchase orders even if they can create or view them.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Purchase Print Limit

The **Purchase Print Limit** field sets the maximum dollar value of purchase orders the user can send to suppliers. Enter a dollar amount representing the purchase order send limit. The **Purchase Print Limit** restricts the user to sending (printing or emailing) only purchase orders below the specified value. Purchase orders exceeding this limit require supervisor authorisation before they can be sent to suppliers.

**Format:** Currency (dollar amount) | **Required:** No | **Editable:** Yes | **Related fields:** Only applies when **Print Purchase Orders** is enabled.

### Foreign Purchase Orders

The **Foreign Purchase Orders** checkbox allows the user to create and process purchase orders in foreign currencies. Enable this checkbox to permit the user to work with foreign currency purchase orders. Foreign purchase orders involve currency conversion and additional import purchasing functionality.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Receive Stk For Other Brn

The **Receive Stk For Other Brn** checkbox allows the user to receipt stock on behalf of branches other than their **Home Branch**. Enable this checkbox to permit the user to receive stock that is destined for other branches. The user can only receive stock for branches they have access to based on their branch access settings (**Multi Branch**, **Multi Zone**, **Branch List Restricted**, and **Company Restricted**). This permission is useful for central receiving locations that process stock for multiple branches.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes | **Related fields:** Branch access is controlled by **Multi Branch**, **Multi Zone**, **Branch List Restricted**, and **Company Restricted** settings. The user can only receive stock for branches within their permitted access scope.

### Purchase Supervisor

The **Purchase Supervisor** checkbox grants the user supervisory authority for purchasing operations. Enable this checkbox to allow the user to authorise supervisor-level purchasing actions. Purchase Supervisors can approve purchase orders and purchasing transactions that exceed standard operator limits.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Access Costs - Receipting

The **Access Costs - Receipting** checkbox allows the user to view and modify cost information during stock receipting. Enable this checkbox to permit the user to see product costs when receiving stock. When disabled, cost information is hidden from the user during receipting operations.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Expense Purchase Limit

The **Expense Purchase Limit** field sets the maximum dollar value of expense purchases the user can create. Enter a dollar amount representing the expense purchase limit. Expense purchases are non-stock purchases such as operating expenses, services, or overhead costs. Users attempting to create expense purchases exceeding this limit require **Purchase Supervisor** authorisation.

**Format:** Currency (dollar amount) | **Required:** No | **Editable:** Yes

### Payable Manager

The **Payable Manager** checkbox grants the user accounts payable management authority. Enable this checkbox to designate the user as having payables management responsibilities. Payable Managers typically have expanded authority over supplier invoice processing and payment approvals.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Access Restricted Supp

The **Access Restricted Supp** checkbox allows the user to access suppliers marked as restricted. Enable this checkbox to permit the user to view and transact with restricted suppliers. Suppliers may be marked as restricted for security or business reasons, and this permission allows specific users to work with those suppliers.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Can Create Casual Supp

The **Can Create Casual Supp** checkbox allows the user to create casual or temporary supplier records. Enable this checkbox to permit the user to create casual supplier accounts without going through formal supplier setup processes. Casual suppliers are typically used for one-off or infrequent purchases.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

---

## 4. Accounts Receivable Related Flags and Settings

The Accounts Receivable section controls the user's permissions for customer account management, credit approval, payment processing, and receivables operations. These settings determine what receivables transactions the user can perform and what customer account access they have.

### Maintain Stopped Accts

The **Maintain Stopped Accts** checkbox allows the user to maintain customer accounts that have been stopped or suspended. Enable this checkbox to permit the user to access and modify stopped customer accounts. Stopped accounts are typically suspended due to credit issues, and this permission allows authorised users to work with these accounts despite the suspension status.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Access Restricted Cust

The **Access Restricted Cust** checkbox allows the user to access customers marked as restricted. Enable this checkbox to permit the user to view and transact with restricted customers. Customers may be marked as restricted for security, privacy, or business reasons, and this permission allows specific users to work with those customers.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Approve Credit

The **Approve Credit** checkbox allows the user to approve credit transactions and credit limit exceptions. Enable this checkbox to permit the user to authorise credit-related decisions. The **Credit Approval Limit** field further restricts the dollar value of credit the user can approve.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes | **Related fields:** Works in conjunction with **Credit Approval Limit** to control credit approval authority.

### Credit Approval Limit

The **Credit Approval Limit** field sets the maximum dollar value of credit the user can approve. Enter a dollar amount representing the credit approval limit. Users attempting to approve credit exceeding the **Credit Approval Limit** require higher-level authorisation.

**Format:** Currency (dollar amount) | **Required:** Conditional (required if Approve Credit is enabled) | **Editable:** Yes | **Related fields:** Only applies when **Approve Credit** is enabled.

### Back Date Payments

The **Back Date Payments** checkbox allows the user to enter customer payments with dates in the past. Enable this checkbox to permit the user to backdate payment transactions. Backdating payments is useful when recording payments that were received or processed on a previous date but are being entered into Frameworks later.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Allocate Payments

The **Allocate Payments** checkbox allows the user to manually allocate customer payments to specific transactions. Enable this checkbox to permit the user to assign unallocated payments to particular transactions rather than relying on automatic allocation.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Receive Direct Deposits

The **Receive Direct Deposits** checkbox allows the user to record direct deposit payments from customers. Enable this checkbox to permit the user to enter direct deposit transactions. Direct deposits are electronic funds transfers directly into the company's bank account.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Credit Manager

The **Credit Manager** checkbox grants the user credit management authority. Enable this checkbox to designate the user as having credit management responsibilities, including viewing dad debt customers when searching in the customer dashboard. Credit Managers typically have expanded authority over credit approvals, customer credit limits, and credit policy enforcement.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Secure Diary Access

**Secure Diary Access** checkbox allows the user to view customer diary notes marked as secure. Enable this checkbox to permit the user to access secure diary entries that contain sensitive customer information. Secure diary entries may include confidential financial details, credit issues, or other sensitive customer information that should only be visible to authorised personnel. When disabled (default), the user can only view non-secure diary entries.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Can Post Date Invoices

The **Can Post Date Invoices** checkbox allows the user to create invoices with future or past dates. Enable this checkbox to permit the user to set invoice dates that differ from the current date. Postdating invoices is useful for backdating transactions that occurred on previous dates or for creating invoices with future effective dates for billing purposes. Enabling this checkbox also makes the **Credit Date** field available in the Tendering window during credit note processing, allowing you to post-date credit notes.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Maximum POS Payment Refund

The **Maximum POS Payment Refund** field sets the maximum payment refund amount the user can process at Point of Sale. Enter a dollar amount representing the payment refund limit. If the value is set to zero (0), no limit is applied and the user can process payment refunds of any value. The **Maximum POS Payment Refund** restricts the value of payment refunds (as opposed to product return refunds) that the user can process. Users attempting to refund payment amounts exceeding this limit require supervisor authorization.

**Important:** Cash/COD type customers are limited to extracting only their outstanding payment values when processing refunds. Account type customers are able to receive refunds that exceed their outstanding balance (over-draw).

**Format:** Currency (dollar amount) | **Required:** No | **Default:** 0 (no limit) | **Editable:** Yes

---

## 5. Accounts Payable Related Flags and Settings

The Payables section controls the user's permissions for accounts payable operations including supplier payment approval and supplier invoice processing. These settings determine what payables transactions the user can approve and process.

### Approve Supplier Payments

The **Approve Supplier Payments** checkbox allows the user to approve payments, via [Payment Selection Batches](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28404060), to suppliers. Enable this checkbox to permit the user to authorise supplier payments. The **Payment Approval Limit** field further restricts the dollar value of payments the user can approve.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes | **Related fields:** Works in conjunction with **Payment Approval Limit** to control payment authority.

### Payment Approval Limit

The **Payment Approval Limit** field sets the maximum dollar value of supplier payments the user can approve. Enter a dollar amount representing the payment approval limit. Users attempting to approve payments exceeding the **Payment Approval Limit** require higher-level authorisation. If set to 0 or left blank, the user cannot approve any payments regardless of the **Approve Supplier Payments** setting.

**Format:** Currency (dollar amount) | **Required:** Conditional (required if Approve Supplier Payments is enabled) | **Editable:** Yes | **Related fields:** Only applies when **Approve Supplier Payments** is enabled.

### Restrict Process Supplier Invoice

The **Restrict Process Supplier Invoice** checkbox limits the user's ability to process supplier invoices in Stock Invoice Approval. Enable this checkbox to grant the user restricted access for resolving invoice-receipt matching discrepancies without full accounts payable processing rights.

On the [Stock Invoice Approval dashboard](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/517799942), restricted users cannot access the **New** button (preventing creation of new supplier invoice records) or the **Post All Matched** button.

On an individual invoice in [Stock Invoice Approval](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28385042), restricted users cannot access the **Delete**, **Post** or **Expense** buttons. The following fields are also locked and cannot be edited: **Supplier**, **Invoice Number**, **Date**, **Purchase Order Number**, **Invoice Amount**, **GST Amount**, **Creditor**, **Due Date**, **Add Charge**, **Reason Code** and **Comments**.

When the user opens Stock Invoice Approval, the **Assignee** field automatically defaults to the logged-in user's name to facilitate workflow assignment.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes | **Related fields:** When enabled, automatically populates the **Assignee** field in Stock Invoice Approval with the current user's name. Works in conjunction with Stock Invoice Approval workflow status fields including **Issues** and **Resolved** status options. grid screen, restricted users cannot access the **New** button (preventing creation of new supplier invoice records) or the **Post All Matched** button.

---

## 6. General Ledger Related Flags and Settings

The General Ledger section controls the user's permissions for general ledger operations including GL account access, posting to closed periods, and stock adjustment approval. These settings determine what GL transactions the user can process and what accounting controls apply.

### Full G/L Access

The **Full G/L Access** checkbox grants the user complete access to all general ledger accounts. Enable this checkbox to permit the user to view and post to any GL account without restrictions. When disabled, the user's GL access may be restricted to specific accounts or account ranges based on their **User Groups** configuration.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### G/L Full Access For Branch

The **G/L Full Access For Branch** checkbox grants the user complete GL access for the branches they have access to. Enable this checkbox to permit the user to view and post to any GL account for their accessible branches. The **G/L Full Access For Branch** setting provides branch-level GL access without granting company-wide GL access across all branches. The specific branches the user can access are determined by their **Multi Branch**, **Multi Zone**, **Branch List Restricted**, and **Company Restricted** settings.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes | **Related fields:** The branches accessible are determined by **Home Branch**, **Multi Branch**, **Multi Zone**, **Branch List Restricted**, **Branch List**, and **Company Restricted** settings..

### Post To Closed Period

The **Post To Closed Period** checkbox allows the user to post journal entries to closed accounting periods. Enable this checkbox to permit the user to post journals to periods that have been closed via the GL Period Close process. **This permission only affects journal entry posting and does not apply to accounts payable invoices or expense invoices, which cannot be posted to closed periods regardless of this setting**. When AP or expense invoices are backdated to a closed period, Frameworks automatically posts them to the next open period instead. Posting journals to closed periods is typically restricted to ensure period-end integrity and is usually only granted to senior accounting staff for period-end adjustments.

> ⚠️ **Important:** Users should never post journals directly to control accounts (debtors or creditors) as this can create discrepancies in the Historical Creditors Aged Trial Balance snapshot.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Post After Interim Close

The **Post After Interim Close** checkbox allows the user to post journal entries after the GL Interim Year End process has been performed. Enable this checkbox to permit the user to continue posting journal entries after the interim close has run. The interim close process copies closing balances to opening balances for the following year and transfers revenue account balances to the Profit & Loss account. Users with this permission can post journals after interim close, but should re-run the interim close process afterward to ensure balances are correctly updated. The interim close can be run multiple times. **This permission only affects journal entry posting and has no impact on supplier invoice history.**

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Can Post Till Variances

The **Can Post Till Variances** checkbox allows the user to post till variance adjustments that exceed the variance amount configured in the system. Enable this checkbox to permit the user to record till discrepancies that exceed the variance limit set in code **FWTILLVar**. Till variances occur when the physical cash in a till does not match the system's expected cash amount. Users without this permission can only post variances within the configured **FWTILLVar** threshold and require supervisor authorization for variances exceeding this limit.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes | **Related fields:** Controlled by the **FWTILLVar** under **System Administration > System Setup > Configuration > System Settings - Amounts** which defines the maximum allowable variance amount without special authorization.

### Approve Stock Adjustment

The **Approve Stock Adjustment** checkbox allows the user to approve stock adjustments. Enable this checkbox to permit the user to authorise stock adjustment transactions. Stock adjustments modify inventory quantities and values, and approval authority ensures proper controls over inventory changes.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Not Access GL Stock Adj

The **Not Access GL Stock Adj** checkbox prevents the user from accessing GL accounts when creating stock adjustments. Enable this checkbox to restrict the user from viewing or selecting GL accounts during stock adjustment entry. This restriction prevents the user from seeing GL account structures or posting stock adjustments to specific GL accounts.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Report Fully Reb. Costs

The **Report Fully Reb. Costs** checkbox allows the user to view fully rebated costs in reports. Enable this checkbox to permit the user to see product costs after all supplier rebates have been applied. When disabled, the user sees costs before rebates are applied or may see no cost information at all depending on other cost viewing settings.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes | **Related fields:** Works in conjunction with **Cost Viewing Level** to control what cost information the user can view.

---

## 7. Miscellaneous Related Flags and Settings

The Misc section contains additional permissions and settings that do not fit into other categories including product access restrictions, supervisory roles, and cost viewing controls. These settings provide supplementary controls over specialised functions.

### Access Restricted Products

The **Access Restricted Products** checkbox allows the user to access products marked as restricted. Enable this checkbox to permit the user to view and transact with restricted products. Products may be marked as restricted for security, regulatory, or business reasons, and this permission allows specific users to work with those products.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Stocktake Supervisor

The **Stocktake Supervisor** checkbox grants the user supervisory authority for stocktake operations. Enable this checkbox to allow the user to lock stocktakes, unlock stocktakes, and authorise stocktakes. These permissions provide control over the stocktake workflow from initiation through to final approval and posting.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Mill Operator

The **Mill Operator** checkbox designates the user as a mill or production operator. Enable this checkbox to grant the user mill operator capabilities. Mill operators typically work with timber production, pack creation, and manufacturing processes.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Production Supervisor

The **Production Supervisor** checkbox grants the user supervisory authority for production operations. Enable this checkbox to designate the user as a production supervisor. Production Supervisors have expanded authority over production scheduling, work orders, and manufacturing processes.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Cost Viewing Level

The **Cost Viewing Level** field controls what level of product cost information the user can view throughout Frameworks. Select the appropriate cost viewing level from the drop-down menu. The **Cost Viewing Level** determines whether the user can see full costs, limited cost information, or no cost information when in the Point of Sales, Sales Order, Interim Invoice, Product Dashboard, Customer Transaction Enquiry, Purchase Order, Stock Receipting, Supplier Transaction Enquiry and Stock Movements screens.

Available cost viewing levels:

- **Full** - User can view complete product cost information including purchase costs, average costs, and margins
- **Limited** - User can view restricted cost information (specific limits depend on system configuration)
- **None** - User cannot view any product cost information

**Format:** Drop-down selection | **Required:** Yes | **Default:** None | **Editable:** Yes

> ✅ Refer to [Cost Viewing Level](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28386196) form more information what each level is.

### Frameworks Rebate View

The **Frameworks Rebate View** field controls what level of supplier rebate information the user can view in the Product Dashboard. Select the appropriate rebate viewing level from the drop-down menu. The **Frameworks Rebate View** determines what cost information is displayed to users in Sales Orders and the Customer Transaction Enquiry screen.

The system flag **InvRebCst** (in **System Administration > System Setup > Configuration > System Settings - General**) determines which values are available in the **Frameworks Rebate View** field. The value in **Frameworks Rebate View** cannot exceed the level stored in **InvRebCst**. For example:

- If **InvRebCst** is set to **Rebated**, users cannot be configured as **Non**
- If **InvRebCst** is set to **Full**, users cannot be configured as **Non** or **Rebated**

Available rebate viewing levels:

- **Full** - User can view complete rebate information including all rebate amounts and fully rebated costs
- **Rebated** - User can view partial rebate information
- **Non** - User cannot view any rebate information

**Format:** Drop-down selection | **Required:** Yes | **Editable:** Yes (limited by InvRebCst setting) | **Related fields:** Controlled by the **InvRebCst** system flag. Works in conjunction with **Cost Viewing Level** and **Report Fully Reb. Costs** to control cost visibility in Product Dashboard, Sales Orders, and Customer Transaction Enquiry.

> ✅ Refer to [Customer Transaction Enquiry Rebate Levels](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28403454/Product+Lines#Costs) or [Sales Order Rebate Levels](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30508114) for further information about Rebate Levels and the various display options.

### Tally Entry Popup

The **Tally Entry Popup** checkbox controls whether the Tally Maintenance window displays automatically when adding tally products. Enable this checkbox to allow the Tally Maintenance window to appear automatically when adding tally products in Sales Order Processing, Purchase Orders (with the exception of consignment orders and during rapid entry), and during stocktake entry. The Tally Maintenance window allows users to record detailed tally information such as quantities, dimensions, or production details for timber and manufactured products.

**Important:** The Tally Maintenance window always displays at Point of Sale (POS) regardless of this setting. Products with multiple units of measure or when multi-selecting products will bypass the tally popup.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Access Secure Attachments

The **Access Secure Attachments** checkbox allows the user to view and access attachments marked as secure. Enable this checkbox to permit the user to open secure attachments that contain sensitive or confidential information. When disabled, the user cannot view attachments flagged as secure even if they can see the record to which the attachment is linked.

**Format:** Checkbox | **Default:** Disabled | **Editable:** Yes

### Notes

The **Notes** field stores administrative notes and comments about the user account. Enter any relevant information about the user's access requirements, special configurations, temporary permissions, or other administrative details. The **Notes** field is useful for documenting:

- Temporary permission changes and expiry dates
- Special access justifications
- Configuration history and change notes
- Communication preferences or requirements
- Contact information for access-related questions

**Format:** Text (free-form, multi-line) | **Required:** No | **Editable:** Yes

---

## 8. Command Buttons

The command buttons allow you to **Edit** and **Save** any changes, **Refresh** the screen and **Delete** the user.

> ✅ ## Related Information
> ✅ 
> ✅ - [Creating a Frameworks User ID](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28386228) - Step-by-step instructions for creating new user accounts
> ✅ - [Maintaining a Frameworks User ID](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28385894) - Procedures for updating existing user accounts
> ✅ - [Disabling a Frameworks User ID](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28385792) - How to disable user access
> ✅ - [Delete a Frameworks User ID](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28404996) - How to delete user accounts
> ✅ - [Security Group Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28401628) - Managing security groups and permissions
> ✅ - [System Control File Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28401568) - System-wide settings including password expiry configuration
> ✅ - [Device Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28396262) - Configuring devices for session management
> ✅ - [Frameworks Licence and Module Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28401714) - Managing user licensing

---

## Additional Information

### Branch and Company Access Matrix

The following matrix illustrates how **Multi Branch**, **Multi Zone**, and **Branch List Restricted** settings interact to determine branch access:

**Definitions for matrix example:**

- Home Branch = A
- Home Zone = A1
- Branch List = A, B, C
- Branch A has Sales Zone = A1 (same as Home Zone)
- Branch B has Sales Zone = B1
- Branch C has Sales Zone = A1 (same as Home Zone)
- Branch D has Sales Zone = C1

|  |  |
| --- | --- |
| **User Maintenance Settings** | **Branch Access** |
| **Multi Branch** | **Multi Zone** | **Branch List Restricted** | **Branch A (Home Branch)** | **Branch B** | **Branch C** | **Branch D** |
| Enabled | Enabled | Disabled | **Yes** | **Yes** | **Yes** | **Yes** |
| Enabled | Enabled | Enabled | **Yes** | **Yes** | **Yes** | **No** |
| Disabled | Enabled | Enabled | **Yes** | **Yes** | **Yes** | **No** |
| Enabled | Disabled | Disabled | **Yes** | **No** | **Yes** | **No** |
| Enabled | Disabled | Enabled | **Yes** | **No** | **Yes** | **No** |
| Disabled | Disabled | Enabled | **Yes** | **No** | **Yes** | **No** |
| Disabled | Enabled | Disabled | **Yes** | **No** | **No** | **No** |
| Disabled | Disabled | Disabled | **Yes** | **No** | **No** | **No** |

### Key Branch Access Principles

- **Multi Branch disabled** = User can only access Home Branch (or branches in Branch List if Branch List Restricted is enabled)
- **Multi Zone disabled** = User can only access branches with matching Home Zone
- **Branch List Restricted enabled** = User can only access branches explicitly listed in Branch List field
- Company access is determined through branch access - there is no independent company security in Frameworks

> ✅ For enhanced branch security, enable the [FWBrSecurityEnh](https://sterlandsupport.atlassian.net/wiki/spaces/FSS/pages/13198721)** **system flag.

### Password Security

When the **Password Expiry Days** setting is configured in **System Control File Maintenance**, the **Must change by** field becomes active and enforces password rotation policies. Password expiry helps maintain security by requiring regular password changes.

### System Flags Reference

The following system flags affect user account behaviour:

| Flag | Description |
| --- | --- |
| **POSHidBal** | When enabled, hides customer balance information at Point of Sale unless the user has **Can View Account Balances** enabled. |
| **POSHidBlU** | Works with **POSHidBal** to control customer balance visibility at user level. |
| **POSDepPerc** | When enabled, enforces minimum deposit requirements for COD sales at Point of Sale. |