Chapter 29: Setting Up Secured Features
Purpose: You set up secured features to give certain users and user classes the authority to perform sensitive procedures that you may not want to establish for all users on your system.
Secured features are procedures or functions that occur within a function, such as the ability to maintain batch totals within Order Entry.
Example: Secured features control a user's ability to:
• Perform price overrides
• Enter returns
• Perform inventory transactions
• Receive a non-inventory item
Each secured feature has an authority level. If the authority level in the secured feature record is *ALLOW, all users have the authority to perform the secured feature unless you prohibit access by user or user class.
If you change the authority level in the secured feature level to *EXCLUDE, no user can perform the secured feature unless you permit access by user or user class.
Secured features are grouped by application area. Since the fields to create and update a secured feature are the same for each application area, they are described once. A separate screen is not shown for each secured feature; however, a description of each feature within each application area is provided.
The secured features are grouped by application area, specifically:
• Order Entry Secured Features
• Purchase Order Secured Features
• Fulfillment Secured Features
• Customer Service Secured Features
• General Usage Secured Features
• Accounts Payable Secured Features
• Accounts Receivable Secured Features
• General Ledger Secured Features
Chapter note: In this chapter, when the text uses the term “user” in reference to the ability to access a secured feature, the term “user class” is also implied.
In this chapter:
• Work with Secure Features Screen
• Create Secure Feature Screen
• Change Secure Feature Screen
• Display Secure Feature Screen
• Copy Company Info Window (Copying a Secured Feature)
Summarizing System Secured Features
This table summarizes the system secured features for each application area on the system and lists the company to which these secured features apply, the secured feature, application area, and the global authority (*ALLOW or *EXCLUDE) you have assigned to this feature. When you assign an authority using the Work with Secure Features screen, this authority applies to all users and user classes, unless you override the authority at the user or user class level.
If you are working with more than one company, make a copy of this table for each company on your system.
Company: ______________________________
Secured Feature |
Application Area |
Authority Level (ALLOW or EXCLUDE) |
Order Entry |
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Order Entry |
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Order Entry |
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Order Entry |
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Order Entry |
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Order Entry |
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Order Entry |
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Order Entry |
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Order Entry |
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Order Entry |
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Order Entry |
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Order Entry |
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Order Entry |
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Order Entry |
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Order Entry |
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Order Entry |
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Order Entry |
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Order Entry |
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Order Entry |
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Order Entry |
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Allow Access to Product Comment in Order Entry and Order Maintenance (A85) |
Order Entry |
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Order Entry |
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Order Entry |
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Order Entry |
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Order Entry |
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Order Entry |
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Order Entry |
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Inventory |
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Inventory |
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Inventory |
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Inventory |
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Inventory |
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Inventory |
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Inventory |
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Inventory |
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Inventory |
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Inventory |
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Inventory |
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Inventory |
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Inventory |
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Inventory |
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Inventory |
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Inventory |
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Inventory |
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Inventory |
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Inventory |
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Inventory |
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Inventory |
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Inventory |
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Inventory |
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Inventory |
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Inventory |
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Inventory |
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Inventory |
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Inventory |
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Purchase Order |
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Purchase Order |
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Purchase Order |
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Purchase Order |
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Purchase Order |
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Purchase Order |
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Purchase Order |
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Purchase Order |
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Purchase Order |
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Purchase Order |
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Purchase Order |
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Purchase Order |
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Purchase Order |
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Purchase Order |
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Fulfillment |
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Fulfillment |
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Fulfillment |
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Fulfillment |
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Customer Service |
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Customer Service |
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Customer Service |
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Customer Service |
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Customer Service |
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Customer Service |
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Customer Service |
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Customer Service |
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Customer Service |
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Customer Service |
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Customer Service |
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Customer Service |
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Customer Service |
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Customer Service |
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Maintenance of Bypass Credit Check Field in Source Code File (A87) |
Customer Service |
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Customer Service |
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Customer Service |
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Customer Service |
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Customer Service |
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Customer Service |
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Customer Service |
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Customer Service |
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Customer Service |
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Customer Service |
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Customer Service |
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Customer Service |
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Customer Service |
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Customer Service |
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Customer Service |
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Customer Service |
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Customer Service |
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Customer Service |
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General Usage |
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General Usage |
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General Usage |
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Accounts Payable |
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Accounts Payable |
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Accounts Payable |
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Accounts Payable |
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Accounts Payable |
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Accounts Payable |
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Accounts Payable |
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Access Work with A/R Open Items for Order Entry/Order Maintenance (A67) |
Accounts Receivable |
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Accounts Receivable |
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General Ledger |
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Interface |
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Interface |
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Work with Secure Features Screen
Purpose: Use this screen to create, change, delete or display a secured feature
How to display this screen: Enter 9 next to an application area at the Work with System Values/Features Screen.
INR0341 DISPLAY Work with Secure Features 12/04/97 16:35:26 The KL Mail Order Company
Application area : O/E ORDER ENTRY
Opt Group Description Authority
Type options, press Enter. 2=Change 3=Copy 4=Delete 5=Display
ALL ORDER MAINTENANCE ACCESS *ALLOW ALL PRICE OVERRIDES *ALLOW ALL ADDITIONAL CHARGES ACCESS *ALLOW ALL C/C AUTHORIZATION FIELD ACCESS *ALLOW ALL A/R ORDER ACCESS *ALLOW ALL BATCH TOTALS ACCESS *ALLOW ALL ENTER RETURN AUTHORIZATION *ALLOW ALL RECEIVE RETURN AUTHORIZATION *ALLOW ALL MODIFY EXISTING MESSAGES *ALLOW +
F3=Exit F6=Create F12=Cancel F21=Print List F24=Select company |
Field |
Description |
Group (Application group) |
Enter an application group to display secured features related to the application group you entered. Alphanumeric, 3 positions; optional. |
Description |
Enter a partial or full description of a secured feature to display secured features that contain the text you entered. Alphanumeric, 60 positions; optional. |
Authority |
Enter an authority level to display secured features that match your entry. Valid values are: *ALLOW *EXCLUDE Alphanumeric, 8 positions; optional. |
Screen Options |
Procedure |
Create a secured feature |
Press F6 to advance to the Create Secure Feature Screen. |
Change a secured feature |
Enter 2 next to a secured feature to advance to the Change Secure Feature Screen. |
Copy a secured feature |
Enter 3 next to a secured feature to advance to the Copy Company Info Window (Copying a Secured Feature). |
Delete a secured feature |
Enter 4 next to a secured feature to delete it. You cannot delete a secured feature that was delivered with the system. You can delete only secured features that you create. |
Display a secured feature |
Enter 5 next to a secured feature to advance to the Display Secure Feature Screen. |
Purpose: Use this screen to create a secured feature. All of the screens in each application area have the same fields.
Since secured features are delivered with the software, you will be modifying existing values. However, you can create a secured feature specific to your company if you are making modifications to the software and creating new options.
How to display this screen: Press F6 at the Work with Secure Features Screen.
INR0345 ENTER Create Secure Feature 11/03/99 8:04:05 EZK Mail Order
Description . . . .
Default authority . Application area : G/L Application group . Sequence# . . . . . Feature code . . .
F3=Exit F12=Cancel |
Field |
Description |
Description |
A description of this secured feature. Alphanumeric, 30 positions; required. |
Default authority |
The authority level assigned to the secured feature. The authority level determines whether all users on the system have global access to the feature or are prevented from using the feature. The default authority can be overridden at the user and user class level. Valid values are: *ALLOW = Permits all users to perform the secured feature, unless prohibited on a user or user class level. *EXCLUDE = Prevents all users from performing the secured feature unless permitted on a user or user class level. Alphanumeric, 8 positions; required. |
Application area |
A group of functions related to a basic business activity, such as Customer Service. Application areas categorize similar system control values, secured features, and menu options by functional area. Note: Once you have assigned an application area to a secured feature, you cannot change it. Alphanumeric, 3 positions; display-only. |
Application group |
A set of related functions within an application area. For example, Refunds is an application group within Customer Service. Application groups further define functions within an application area and categorize similar control values, secured features, and menu options. Application groups are defined in and validated against the Application Group file. Alphanumeric, 3 positions; required. |
Sequence # |
Controls the sort order of the secured features on the screen within the application group. Numeric, 5 positions; required. |
Feature code |
A unique code representing the secured feature in the system. A feature code references an internal command within a program to implement the secured feature. Once you have assigned a feature code, you cannot change it. Alphanumeric, 3 positions. Create screen: required. Change screen: display-only. |
To change: Enter 2 next to a secured feature at the Work with Secure Features Screen to advance to the Change Secure Feature screen. At this screen, you can change these fields:
• Description
• Default authority
• Application group
• Sequence #
You cannot change the Application area or Feature code fields. See Create Secure Feature Screen for field descriptions.
To display: Enter 5 next to the secured feature at the Work with Secure Features Screen to advance to the Display Secure Feature screen.
You cannot change any of the information on this screen. See Create Secure Feature Screen for field descriptions.
Copy Company Info Window (Copying a Secured Feature)
How to print: Use this window to copy a secured feature from the company where you are working to another company on your system.
How to display this screen: Enter 3 next to the secured feature at the Work with Secure Features Screen.
Copy Company Info
Press ENTER to copy Company 27 information into Company
Or press F12 to cancel copy procedure. Or Press F15 to copy to All Companies.
F12=Cancel F15=All Companies |
To copy to one company: Enter the code for the company to which you want to copy this secured feature.
To copy to all companies: Do not enter a company code; press F15 instead.
Purpose: The Order Entry secured features permit (*ALLOW) or prohibit (*EXCLUDE) user access to Order Entry/Maintenance functions that require authorization.
This feature controls whether a user can override the price of an order line.
If you allow access to this feature, a user can update the following fields on the Work with Order Line Screen (Changing/Adding an Item) during order entry and maintenance:
• Price
• Ovr (Price override reason code)
• Offer price Note: The Override Offer Price (B20) secured feature controls whether a user that has authority to the Price Overrides (A23) secured feature can update the Offer price.
If you prohibit access to this feature, the fields above are display-only on the Work with Order Lines screen during order entry and maintenance.
Note: If a user without authority to override price under this secured feature enters an item that is specified as a free gift for the source or offer associated with the order, and the user enters the Default Price Override Reason (B35), the system adds the item to the order at the price override amount entered.
Additional Charges Access (A24)
This feature enables a user to add or modify an additional charge on the order by pressing F16 in Order Entry, Order Maintenance, and Work with Return Authorizations (streamlined version only). When you press F16, the Enter Additional Charges Window opens so you can select an additional charge code and specify the additional charge amount if there is not a default charge amount.
Examples of additional charges include a store-restocking fee, a duty fee, or long-distance telephone charges. Additional charges are defined in and validated against the Additional Charge file.
If you prohibit access to this feature, a user cannot display the additional charges pop-up window. When the user presses F16, a message displays indicating that the user cannot use the function.
Order Maintenance Access (A22)
This feature allows the user to perform Order Maintenance functions by pressing F7 in Order Entry and Order Inquiry.
If you prohibit access to this feature, a user cannot access Order Maintenance. When the user presses F7, a message displays indicating that the user cannot use the function.
C/C Authorization Field Access (A25)
This feature enables a user to enter pre-authorized credit card transactions by entering an Authorization # and amount. This feature is used primarily when:
• You do not use an authorization service to evaluate and approve your credit card orders.
• Your connection to your authorization service is not active.
If you use an authorization service, the system updates the Authorization # field when you receive the authorization.
This feature enables a user to enter an A/R payment type during Order Entry and Order Maintenance.
This feature enables a user to change batch totals on the Change Order Cash Batch Screen that displays at the end of Order Entry if orders were batched and a Y was entered in the Are the Orders Batched? field.
Modify Existing Messages (A30)
This feature enables a user to change or delete existing order messages.
If you allow access to this feature, the user has full access to maintain order messages, as needed.
If you prohibit access to this feature, the system issues a message when the user presses F8 at the Work with Order Messages Screen to update existing messages:
To maintain existing messages requires *ALLOW authority.
Order Messages may be added to an order by pressing F23 from Order Entry, Order Inquiry or Order Maintenance.
Discount Percentage Access (A39)
This feature enables a user to take a discount on an order in Order Entry or Order Maintenance.
If you allow access to this feature, the user can take a discount on an order up to the Order Discount Percentage Limit (D16). To take a discount on an order, the user must enter the amount of the discount in the Discount % field on the Order Entry/Maintenance header screen.
If you prohibit access to this feature, the discount field is protected. The system issues a message if the user enters a discount:
You are not authorized to use discount %.
Enter or Override Personalization Charge (A40)
This feature enables a user to add, change or delete a charge for custom special handling in Order Entry when the charge is established at the special handling format.
Custom special handling differs from standard special handling in that you can define a format with entry fields, valid and default responses, and pricing by individual features. You associate the custom special handling format with an item by defining an additional charge code for the special handling format, and entering that additional charge code for the item/SKU offer. You can also specify an override special handling price at the item/SKU offer for custom special handling. At the Work with , charges that you specify in the item/SKU offer default to the S/H price field, while charges that you specify in the special handling format default to the Charge field(s). The Enter or Override Personalization Charge secured feature controls access to the Charge field(s) only.
If you allow access to this feature, the user can add, delete or change custom special handling charges on orders.
If you prohibit access to this feature, the system issues a message when a user attempts to work with a custom special handling charge at the Work with Custom Special Handling Screen in Order Entry:
Not authorized to Enter or Override charge amount.
For more information: See Special Handling Overview for a discussion of the different types of special handling, and how the system controls access to the related fields and screens.
Convert Contribution Authority (A41)
This feature enables a user to convert a contribution to a refund.
The Method for Processing Overpayments in Order Entry (D70) system control value defines whether overpayments on prepaid orders are applied as contributions or refunded to the customer. You can also convert individual contributions to refunds through Order Inquiry or the Work with Contributions function. To convert a contribution to a refund:
Order Inquiry (fast path = OIOM):
• select the order containing the contribution
• press F15 at the Order Inquiry header screen to review payment information
• enter 9 next to the payment method at the Display Order Payment Methods screen to display the contribution
• press F7 at the Display Contributions Screen to convert the contribution to a refund.
Working with Contributions (WCON):
• enter 6 next to the contribution to convert it to a refund.
If you allow access to this feature, the user can convert contributions to refunds.
If you prohibit access to this feature, the system displays a message when a user attempts to convert a contribution to a refund:
User Not Authorized to Convert Contributions to Refunds.
O/E Hold, Release Order Lines (A46)
This feature controls the ability to place or release a hold on an order line in Order Entry and Order Maintenance.
If you allow access to this feature, the user can place or release an order line hold during order entry or order maintenance by entering option 9 or 10 next to the item. If an order line is held (Status = H), a pick slip does not print for the item.
Only open, unprinted order lines are eligible to be held. If you try to place a hold on an order line that has generated pick slips, a message indicates:
Line (x) cannot be changed - pick slips pending.
If you try to place a hold on an order line that has already been shipped, a message indicates:
Line (x) cannot be changed - not currently open.
If you prohibit access to this feature, the system displays a message when the user tries to place a hold on (or release) an order line:
Not authorized to hold (or release) the order line.
Override Negative Additional Charge Limit (A60)
This feature controls the ability to override the Negative Additional Charge Limit (E49).
If you allow access to this feature, the user can exceed the Negative Additional Charge Limit (E49).
You can enter negative additional charges at the Enter Additional Charges Window, which is available in Order Entry, Order Maintenance, and Work with Return Authorizations (streamlined version only) by pressing F16.
If you prohibit access to this feature, the system displays a message when a user attempts to exceed the dollar limit for an order:
Negative additional charge exceeds the limit for this order.
Additional charges that the system adds to the order (for example, through a promotion) are not included in the negative additional charge total.
Override Price Override Limit (A64)
This feature controls the ability to override the Price Override Limit Percent (E55).
If you allow access to this feature, the user can override the Price Override Limit Percent (E55) in order entry.
If you prohibit access to this feature, the system displays a message when a user attempts to exceed the price override limit:
Entered price exceeds override limit.
Price override reasons that can exceed price override limit: If you use the following price override reason codes to enter a price override, the system allows you to exceed the price override limit defined in the Price Override Limit Percent (E55) system control value, regardless of your authority to the Price Overrides (A23) and Override Price Override Limit (A64) secured features:
• Default Price Override Reason (B35)
• Price Override Reason for Same Price Exchanges (D92)
This feature controls the ability to display the gross profit margin and gross profit margin percent in order entry, order maintenance, order inquiry and item availability.
If you allow access to this feature, the G/M (Gross profit margin) and G/M% (Gross profit margin percent) fields display in order entry, maintenance, and inquiry and item availability.
If you prohibit access to this feature, the gross profit margin and gross profit margin percentage fields do not display in order entry, maintenance, and inquiry and item availability.
Allow Maximum Order Line Value Override (A69)
This feature controls the ability to enter an order line whose total dollar value exceeds the amount specified in the Maximum Order Line Value (E98) system control value.
If you allow access to this feature, a window opens in order entry and order maintenance informing the user that the order line total exceeds the specified maximum. The user must press F9 to add the line to the order. If you press F3, F12 or Enter, the line is not added to the order, and a message indicates that the order line exceeds the maximum:
Order line value of 800.00 exceeds maximum allowed in SCV E98.
If you prohibit access to this feature, no window opens when you enter an order line that exceeds the maximum. Instead, an error message displays. See Maximum Order Line Quantity/Value.
Allow Maximum Order Quantity Override (A70)
This feature controls the ability to enter an order line whose total quantity exceeds the amount specified in the Maximum Order Quantity (C60) system control value.
If you allow access to this feature, a window opens in order entry and order maintenance indicating that the order line quantity exceeds the specified maximum.
You must press F9 to add the line to the order. If you press F3, F12 or Enter, the line is not added to the order, and a message indicates that the order line exceeds the maximum:
Order Qty of 10 exceeds the maximum allowed in SCV C60.
If you prohibit access to this feature, no window opens when you enter an order line that exceeds the maximum. Instead, an error message displays. See Maximum Order Line Quantity/Value.
Allow Product Comment Item Information Maintenance (A74)
This feature controls whether an order entry operator can enter customer comments about a product on the Work with Item Information Screen (Customer Service Template) for the product comments template.
If you allow access to this feature, the order entry operator can add, change or delete customer comments about a product. If the item contains SKUs, the customer comments display at the SKU level. You can display customer comments at the item level by entering information for the product comments template at the item level in Work with Item/SKUs (fast path = MITM).
If you prohibit access to this feature, the order entry operator cannot add, change or delete customer comments about a product. When the order entry operator advances to the Work with Item Information screen for the product comments template, the product comments information on the screen is display-only. The system displays product comments at the SKU level; if product comments have not been defined at the SKU level, then the system displays product comments at the item level.
Allow Number of Copies to Maintain in Catalog Request (A75)
This feature controls whether an operator can enter a number in the Number of copies field on the Create or Change Catalog Requests screens in Entering Catalog Requests (WCAT).
If you allow access to this feature, operators can enter a number in the Number of copies field on the Create or Change Catalog Requests screens in Work with Catalog Request.
If you prohibit access to this feature operators cannot enter a number in the Number of copies field on the Create or Change Catalog Requests screens in Work with Catalog Request. The Number of copies field is a display-only field and the number 1 defaults in the field.
Enter Amount for Order Additional Charge Code (A80)
This feature controls whether the user can enter an amount at the Enter Additional Charges Window, which is available by pressing F16 in order entry, order maintenance, and Work with Return Authorizations (streamlined version only). This feature also controls entry at the Change Additional Charges Screen, which is available by entering 2 next to an additional charge at the Enter Additional Charges pop-up window. Authority to the additional charge code on all other screens or windows is not affected.
If you allow access to this feature, operators can enter or change the amount at the window and screen.
If you prohibit access to this feature, operators cannot enter an additional charge code at the window or screen unless there is a default charge amount specified for the code.
See Restrict Additional Charge Amount if Default Charge (F43), as this value also affects whether the amount field is enterable.
Override Deferred and Installment Billing Options (A81)
This feature controls whether an order entry operator can select a different deferred or installment payment plan to apply to the order other than the primary payment plan assigned by the system.
If you allow access to this feature, operators can select a different deferred or installment payment plan other than the primary plan assigned by the system to apply to the order.
If you prohibit access to this feature, operators cannot select a different deferred or installment payment plan to apply to the order. The system:
• automatically assigns a primary payment plan to the order if the order is eligible for a deferred or installment payment plan and the payment plan is set to automatically apply.
• assigns the primary payment plan to the order if the payment plan is set to not automatically apply and the operator enters Y in the Pay plan field on the Work with Order/Recap Screen.
• advances the operator to the Select Payment Plan Window, where the operator can select the primary payment plan to assign to the order if the payment plan is set to prompt and there are no payment plans set up to automatically apply. An error message displays if the operator tries to select a payment plan other than the primary payment plan:
Not authorized to override payment plan.
Allow Access to Product Comment in Order Entry and Order Maintenance (A85)
This feature controls whether an operator can press F8 on the Work with Item Information Screen (Customer Service Template) to advance to the Work with Item Information for product comments template screen in order entry, order maintenance, order inquiry, and item maintenance.
If you allow access to this feature, an operator can press F8 on the Work with Item Information for customer service template screen to advance to the Work with Item Information for product comments template screen.
If you prohibit access to this feature, an error message displays when an operator presses F8 on the Work with Item Information for customer service template screen:
You are not authorized to Product Comments.
Business to Business Order Entry Format (A89)
This feature controls whether the Business to business format field displays on the Request Order Batch screen.
If you allow access to this feature, the Business to business format field displays on the Request Order Batch screen.
If you do not allow access to this feature, the Business to business format field does not display on the Request Order Batch screen.
You can use the Business to business format field to switch the order entry mode to business to business order entry. See Order Entry Chapter 38: Introducing Business to Business Order Entry.
Enter or Override S/H Price (B12)
This feature controls whether a user can add, change or delete the price for custom special handling in Order Entry when the charge is established at the item/offer or SKU/offer.
Unlike the Enter or Override Personalization Charge (A40) secured feature, which controls access to the special handling charges established for the special handling format, the Enter or Override S/H Price secured feature controls access to the SH price field only.
If you allow access to this feature, the user can add, delete or change the custom special handling price on orders. Also, the S/H charge field at the Work with Order Line screen is enterable when the order line is assigned a standard special handling format.
If you prohibit access to this feature, the custom special handling price at the Work with Custom Special Handling Screen in Order Entry is display-only. Also, the S/H charge field at the Work with Order Line screen is display-only, regardless of the special handling format assigned to the order line.
For more information: See Special Handling Overview for a discussion of the different types of special handling, and how the system controls access to the related fields and screens.
Maintenance of PC Membership (B16)
This feature controls the ability to maintain the activity status and expiration date at the President’s Club Membership Window.
If you allow access to this feature, the user can change the Activity status and Expiration date for an existing President’s Club membership.
If this value is set to *EXCLUDE or *DISPLAY for the user, these fields are display-only.
Maintenance of Pre Billed Amount Item (B18)
This feature controls whether a user can:
• delete the Pre Billed Amount Item (J72) added to an order as a means to apply pre-bill charges to the order
• enter a return against the Pre Billed Amount Item (J72) in order to refund pre-billed charges to the customer in order maintenance or return authorizations
If you allow access to this feature, the user can delete the pre-billed amount item before it bills, or process a return against it after billing.
If you prohibit access to this feature, the user cannot delete or return the pre-billed amount item.
For more information: See the Pre Billed Amount Item (J72) system control value for a general discussion of how pre-billing works.
This feature controls whether a user that has authority to the Price Overrides (A23) secured feature can update the Offer price on an order line.
• If you allow access to this secured feature, a user that has authority to the Price Overrides (A23) secured feature can update the Offer price on the Work with Order Lines screen in Order Entry and Order Maintenance.
• If you prohibit access to this secured feature, a user that has authority to the Price Overrides (A23) secured feature cannot update the Offer price on the Work with Order Lines screen in Order Entry and Order Maintenance.
• If a user does not have authority to the Price Overrides (A23) secured feature, the user cannot update the Offer price on the Work with Order Lines screen, regardless of the setting of the Override Offer Price (B20) secured feature.
Override One Time Use Promotion (B21)
This feature controls whether a user can apply a promotion flagged for One time use in order entry if the customer has already used the promotion on a previous order.
If you allow access to this feature, the Process One Time Use Promotion Window opens in order entry when the user enters a promotion flagged for one-time use at the Enter Promotion/Discount Window or the Enter Promotion Code Window if the customer has already used the promotion. The user can press Enter to apply the promotion to the current order.
If you prohibit access to this feature, the user does not have an opportunity to apply a promotion that the customer has already used; instead, the system displays an error: Promotion already used-not authorized to override.
Secured feature applies only for manual promotion entry: This secured feature controls only the manual entry of promotions in interactive order entry. Manual entry is available only if the Promotion Code Entry Required for Discount (I63) system control value is set to Y. The secured feature does not apply when:
• the Promotion Code Entry Required for Discount (I63) system control value is set to N and you create orders through order entry: in this case, the user does not have an opportunity to select a promotion to apply to the order, because the system automatically selects the promotion(s).
• you create orders through the Generic Order Interface (Order API), regardless of the setting of the Promotion Code Entry Required for Discount (I63) system control value. Even if the Promotion Code Entry Required for Discount (I63) system control value is set to Y if the inbound order message specifies a promotion flagged for one-time use and the customer has already used it, the system does not apply it to the order.
For more information: See Working with Promotion Values (WPRO) for an overview on promotions, and see Repricing, Premiums, Discounts, and Promotions for information on the windows you use to apply a promotion in order entry if the Promotion Code Entry Required for Discount (I63) system control value is set to Y.
Purpose: The Inventory secured features permit (*ALLOW) or prohibit (*EXCLUDE) user access to Inventory Transactions, Physical Inventory, and Warehouse Management functions that require authorization.
Inventory Transactions Batch Authority (A01)
This feature enables a user to create, print, process, and approve Inventory Batch Transactions, and to assign a batch status.
The Inventory Transaction Batch Security (A02) system control value controls whether the system enables this secured feature. If the system control value is set to Y, the system checks this value to determine the authority.
If the system control value is set to N, the system does not check this feature, and all users can use Working with Inventory Transactions in Batch Mode (WITB).
Allow Entry of PO Number in Inventory Transactions (A86)
This feature controls the ability to enter a purchase order number to associate with a transaction you enter in Working with Inventory Transactions in Immediate Mode (WITI) or Working with Inventory Transactions in Batch Mode (WITB).
You can enter a purchase order number for adjustment (A) transactions only. The purchase order number field is display-only for users who do not have authority.
If you use FIFO costing, any FIFO cost layer created through the adjustment transaction is associated with the purchase order number you enter; additionally, the purchase order number is included in the inventory transaction history record. If you do not use FIFO costing, only the inventory transaction history record is affected.
For more information: See Warehousing Chapter 96: FIFO Costing Overview for more information on FIFO costing and the role the purchase order number plays in the FIFO costing hierarchy.
Physical Inventory Generation (A04)
This feature controls the ability to generate a physical inventory through Generating a Physical Inventory (MGPI).
Physical Inventory First Count Entry (A58)
This feature controls the ability to enter the first count through Entering Counts Using Physical Inventory Tickets (MPIE) or Entering Counts Using Physical Inventory Worksheets (MPIE).
Physical Inventory Second Count Entry (A59)
This feature controls the ability to enter the second count through Entering Counts Using Physical Inventory Tickets (MPIE) or Entering Counts Using Physical Inventory Worksheets (MPIE).
Physical Inventory Final Count Entry (A02)
This feature enables a user to enter and approve the third and final inventory count through Entering Counts Using Physical Inventory Tickets (MPIE) or Entering Counts Using Physical Inventory Worksheets (MPIE) when two counts are required to perform a physical inventory. (See Number of Outstanding Physicals (A05).) This secured feature does not affect performing physical inventory if only one count is required.
Physical Inventory Upload Selection (A06)
This feature enables a user to use the Physical Inventory Upload Selection Screen, which is used to update the physical inventory work file with physical inventory counts taken by a non-CWDirect radio frequency (RF) or store-and-forward device.
Physical Inventory First Count Accept (A61)
This feature controls the ability to accept the first count of a physical through Entering Counts Using Physical Inventory Tickets (MPIE) or Entering Counts Using Physical Inventory Worksheets (MPIE).
Physical Inventory Second Count Accept (A62)
This feature controls the ability to accept the second count of a physical through Entering Counts Using Physical Inventory Tickets (MPIE) or Entering Counts Using Physical Inventory Worksheets (MPIE).
Physical Inventory Final Count Accept (A63)
This feature controls the ability to accept the final count of a physical through Entering Counts Using Physical Inventory Tickets (MPIE) or Entering Counts Using Physical Inventory Worksheets (MPIE).
Physical Inventory Evaluation Report with an Update (A03)
This feature enables a user to run the Physical Inventory Evaluation report, which updates the on-hand inventory with counted quantities. See Printing the Physical Inventory Evaluation Variance Report with Update.
If you prohibit access to this feature, a user can run the report but it does not update the inventory on-hand counts.
This feature is not currently implemented.
This feature allows a user access to Using the Location Generator (MLOC).
Secure Item Master Cost Field (A38)
This feature controls whether a user can update the Deflt cost (Default cost) field on the Change Item screen (input field) or if the field is a display-only, protected field (output field).
If you allow access to this feature, the user can update the cost for the item, as needed.
If you prohibit access to this feature, the user cannot update this field in Change mode; the only time this field is accessible is during initial item entry.
Standard cost update: This feature also controls whether the user can update an item's standard cost through the Work with, Create, or Change Vendor Item screens. See Merchandising Chapter 22: Working with Vendor Items (WVNI).
Note: These secured features control access to options available through the RF (Radio Frequency) Main Menu, which you can use on the RF gun. The RF Main Menu and each of the sub-menus is designed to fit on the gun's small display area; among the tasks you can perform with the RF gun are receipts and transfers, inquiry, and printing labels. See Warehousing Chapter 66: Radio Frequency Overview for complete information on using Radio Frequency to manage inventory.
Allow Update of Inventory in RF (A47)
This feature controls whether a user can update inventory through the Create LPN and Adjust LPN options in the Radio Frequency menu. If this feature is set to *EXCLUDE, the Update inventory flag does not appear on these screens.
Allow Access to RF Receiving (A48)
This feature controls whether a user can process Receiving pull and put transactions through the Radio Frequency menu.
Allow Access to RF Replenishment (A49)
This feature controls whether a user can process Replenishment pull and put transactions through the Radio Frequency menu.
Allow Access to RF Returns (A50)
This feature controls whether a user can process a Returns pull or put transaction through the Radio Frequency menu.
Allow Access to RF LPN Transfer (A51)
This feature controls whether a user can process pull or put transactions to LPN Transfers, in which you transfer a complete LPN (license plate number), through the Radio Frequency menu.
Allow Access to RF Item Transfer (A52)
This feature controls whether a user can process an item pull or put transaction through the Radio Frequency menu. An Item Transfer differs from an LPN transfer in that you enter item/SKU and quantity information rather than transferring the complete LPN.
Allow Access to RF Inquiry (A53)
This feature controls whether a user can use LPN Inquiry, Item Inquiry, or Bin Inquiry, available through the Radio Frequency menu. This feature does not control any inquiry options available through standard CWDirect menus or fast paths.
Allow Access to RF Label Prints (A54)
This feature controls whether a user can use Print Item Label, Print LPN Label, or Print Bin Label through the Radio Frequency menu.
Allow Access to RF Maintenance (A55)
This feature controls whether a user can use any of the options available through the two Radio Frequency maintenance sub-menus; see Radio Frequency Inquiry and Maintenance (RFMN).
Maintain Item Warehouse Retail Price (A91)
This feature controls whether the user can change the Protect price, Original retail price, and Current retail price fields on the Create Item Warehouse Screen and Change Item Warehouse screen in Work with Warehouses or Work with Item/SKUs, and the Work with Item Warehouse Values screen in Work with Item Warehouse Values.
If you allow access to this secured feature, the user can change the Protect price, Original retail price, and Current retail price on the Create Item Warehouse screen, Change Item Warehouse screen, and Work with Item Warehouse Values screen.
If you do not allow access to this secured feature, an error message displays when the user tries to change the Protect price, Original retail price, and Current retail price on the Create Item Warehouse screen or Change Item Warehouse screen:
Not authorized to change.
The Protect price, Original retail price, and Current retail price fields are display-only on the Work with Item Warehouse Values screen if you do not have authority to this secured feature.
Maintain Item Warehouse Minimum/Maximum Quantity (A92)
This feature controls whether the user can change the Protect minimum/maximum, Minimum quantity, and Maximum quantity fields on the Create Item Warehouse Screen and Change Item Warehouse screen in Work with Warehouses, and the Work with Item Warehouse Values screen in Work with Item Warehouse Values.
If you allow access to this secured feature, the user can change the Protect minimum/maximum, Minimum quantity, and Maximum quantity on the Create Item Warehouse screen, Change Item Warehouse screen, and Work with Item Warehouse Values screen.
If you do not allow access to this secured feature, an error message displays when the user tries to change the Protect minimum/maximum, Minimum quantity, or maximum quantity on the Create Item Warehouse screen or Change Item Warehouse screen:
Not authorized to change.
The Protect minimum/maximum, Minimum quantity, and Maximum quantity fields are display-only on the Work with Item Warehouse Values screen if you do not have authority to this secured feature.
Maintain Long SKU Values in MITM (B05)
This feature controls whether the user can enter long SKU values at the Create Item Screen and Create SKU 2 of 2 (With Overrides) Screen and change long SKU values when Working with Existing Items (MITM) or when correcting item upload errors at the Work with Retail Item Upload Screen.
If you allow access to this feature, the user can create and change the L/S Department, L/S Class, L/S Style, L/S Vendor fields at the Create/Change Item screen, and the L/S Class, L/S Style, L/S Vendor, L/S Color, L/S Size, L/S Width fields at the Create/Change SKU 2 of 2 (With Overrides) Screen.
If you do not allow access to this secured feature, the user cannot enter or maintain long SKU values when creating or changing item/SKU information.
Long SKU values are an important part of integrating merchandise information from a retail store into CWDirect. If the Use Retail Integration (H26) system control value is set to Y, the long SKU values for a base item are required. However, when you exclude authorization to this feature, users cannot modify these values once passed to CWDirect through the item upload, or when Creating and Working with Items (MITM) manually in CWDirect. Instead, the system displays a message: You are not allowed to change the L/S values.
For more information on Retail Integration (external system to CWDirect) and the role of long SKU values, see Merchandising Chapter 88: Retail Integration (External System into CWDirect) Overview and Setup.
Change PIX Inventory Transaction Fields (B06)
This feature controls whether the user can change the values defined for a PIX inventory transaction error record on the Change PIX Errors Screen. The default authority is *EXCLUDE.
If you allow access to this secured feature, the user can change the value of any field for a PIX inventory transaction error record on the Change PIX Errors screen.
If you do not allow access to this secured feature, the user can change the following fields on the Change PIX Errors screen; all other fields are display-only.
• PK Inventory Adjustment Type:
• PK Inventory Adjustment Quantity
• PK Reference Code1
• PK Reference Code2
• PK Reference Code3
• PK Reference Code4
• PK Reference Code5
• PK Reference 1
• PK Reference 2
• PK Reference 3
• PK Reference 4
• PK Reference 5
• PK Record EXP Field
For more information:
• PIX inventory transaction errors: Warehousing Chapter 84: Working with PkMS PIX Transaction Errors (WPTE)
• PkMS inventory transactions: Warehousing Chapter 81: Receiving Inventory Transactions from the Warehouse Management System
Copy Item to Company Security (B15)
This feature controls the ability to add, change, or delete item information, for an item with the same item number as the copied item, in one or more shared companies.
If you allow access to this feature, the user can enter 33 next to an item on the Work with Items Screen to advance to the Copy Item to Company Window.
If you prohibit access to this feature, an error message indicates: Not authorized to Copy.
Note: If you allow access to this feature, an error message still indicates if a shared company is not defined for the current company: Shared companies do not exist for the parent. You can define shared companies for a company in Setting Up Companies (WCMP).
For more information: See Copying Items for an overview on copying items.
Purchase Order Secured Features
Purpose: The Purchase Order secured features permit (*ALLOW) or prohibit (*EXCLUDE) user access to Purchase Order functions that require authorization.
This feature enables a user to override the tolerance limits for over- and under-shipments defined for the PO Receiving system control values. See Chapter 18: Setting Up Purchase Order Values.
If you prohibit access to this feature, a user cannot receive more or less goods than the specified tolerance limits.
This feature enables a user to display a pop-up window that shows the vendor price breaks available in PO Entry/Maintenance. See Merchandising Chapter 70: Entering Purchase Orders (MPOE).
This feature enables a user to change the Cost during Receiving Purchase Orders (PORC). The system checks Vendor/Item price breaks, the Vendor/Item file, and the Item/SKU file for a vendor cost. The amount defaults to the Cost field and can be overridden if you have access to this secured feature.
This feature enables a user to approve a held purchase order when Maintaining Purchase Orders (MPOE) by pressing F2.
If you prohibit access to this feature, a user cannot release a purchase order from hold.
Note: You cannot approve a purchase order when you advance to PO maintenance from PO inquiry. You need to select the purchase order in PO maintenance in order to approve it.
Purchase Order Maintenance Security (A08)
This feature enables a user to maintain existing purchase orders in Purchase Order Entry/Maintenance. Users can enter new purchase orders if they have authority to use the Purchase Order Entry/Maintenance function.
If this feature is allowed, the Select PO to Maintain screen automatically opens when the user selects Purchase Order Entry/Maintenance; see Selecting Purchase Orders for Maintenance.
If you prohibit access to this feature, a user cannot advance to PO Maintenance by pressing F7 and the Select Vendor for PO screen does not automatically open when the user selects PO Entry/Maintenance.
This feature enables a user to enter non-inventory items during Purchase Order Entry/Maintenance. The user presses F18 to advance to the PO Detail Non Inventory Screen (PO Entry). A non-item is an item that is not defined in the Item file (for example, supply items).
If you prohibit access to this feature, a message indicates that the user cannot use the function when F18 is pressed.
Override Vendor's Discount Percentage (A10)
This feature enables a user to override the percentage of discount to apply to the purchase order. This Primary disc (Primary discount) defaults from the Vendor file.
Maintain from within Inquiry (A16)
This feature enables a user to maintain a purchase order while in Purchase Order Inquiry (MPOI) by entering 2 next to the purchase order.
If you prohibit access to this feature, a message indicates that the user cannot maintain purchase orders while in Purchase Order Inquiry.
Update Existing Vendor Notes (A14)
This feature enables a user to update previously entered vendor notes by pressing F17 during Entering Purchase Orders (MPOE) or Maintaining Purchase Orders (MPOE). Users can add new purchase order messages if they have authority to use the Purchase Order Entry/Maintenance, PO Receipts and PO Inquiry functions.
Update Existing P/O Messages (A13)
This feature enables a user to update existing Purchase Order messages by pressing F23 during Entering Purchase Orders (MPOE), Maintaining Purchase Orders (MPOE), Receiving Purchase Orders (PORC) and Purchase Order Inquiry (MPOI). Users can add new purchase order messages if they have authority to use the Purchase Order Entry/Maintenance, PO Receipts and PO Inquiry functions.
Receipt of Non-inventory Item (A19)
This feature enables a user to receive non-inventory items (items that are not defined in the Item file) in Receiving Purchase Orders (PORC) (for example, supply items).
If you prohibit access to this feature, a user cannot receive a non-inventory item.
Add PO Detail Line during PO Receipts (A21)
This feature enables a user to add a detail line to a purchase order during Receiving Purchase Orders (PORC) by pressing F6.
If you prohibit access to this feature, a user cannot add a line in PO Receipts and receives a message indicating that the function is not available.
Access Estimated Charge Percent (B01)
This feature controls whether a user can enter an amount in the Percent field for a purchase order estimated additional charge in purchase order entry and purchase order maintenance. You can define purchase order estimated charges on the Work with Purchase Order Header Estimated Charges screen and on the Work with Purchase Order Detail Estimated Charges screen.
If you allow access to this feature, the user can enter an amount in the Percent field for a purchase order estimated additional charge.
If you prohibit access to this feature, the Percent field for a purchase order estimated additional charge is display-only. You must define a unit cost for a purchase order estimated additional charge.
Display Purchase Order Quantity in Receiving (B02)
This feature enables a user to display the purchase order quantity on the Work with Purchase Order Screen (Header) (fast path = MPOE), the Work with P/O Receipt Detail Screen (fast path = PORC), and the PO Receiving Worksheet (POR0167) or PO Receiving Worksheet (POR0740) (fast path = MDPO, MPRP, or PPWS).
If you allow access to this feature, the user can see the purchase order quantity through the Work with Purchase Order screen and the Work with Purchase Order Receipt Detail screen, and it prints on the PO Receiving Worksheet (POR0167) or PO Receiving Worksheet (POR0740).
If you prohibit access to this feature, the purchase order quantity is not displayed on the Work with Purchase Order and Work with Purchase Order Receipt Detail screens, and does not print on the Purchase Order Receiving Worksheet.
Purpose: The Fulfillment secured features permit (*ALLOW) or prohibit (*EXCLUDE) user access to functions that require authorization.
This feature enables a user to access all options in Reprinting and Voiding Pick Slips (WVRP). These options include:
• changing pick slips
• reprinting pick slips (unless you prohibit access to the Reprint Pick Slips (A33) function)
• voiding pick slips
• displaying pick slips
• overriding the warehouse
If you prohibit access to this function, the user has access only to reprinting (if you enable access to the Reprint Pick Slips (A33) function) and displaying pick slips.
This feature enables a user to access the two reprint options in Reprinting and Voiding Pick Slips (WVRP), which include reprinting one or all pick slips. A user can void and change pick slips unless you prohibit access to the Change Pick Slips (A32) function.
If you prohibit access to this function, the user cannot reprint a pick slip; however, the change/void options are accessible unless you prohibit access to the Change Pick Slips (A32) function.
The display option is available to all users, regardless of how the Change Pick Slips and Reprint Pick Slips features are set.
Create Serial Number During Shipment/Return (A66)
This feature enables a user to create a new serial number when confirming a shipment to a customer or processing a return or exchange.
You use serial numbers to track inventory activity for an item on a per unit basis. If the item's Serial #'s (Serial numbers) flag is set to Y, the system requires you to enter a serial number at the Enter Serial Numbers Screen when you perform certain transactions, such as receiving a purchase order, confirming a shipment, and so on. The serial numbers you enter are validated against the records for that item; for example, when you enter a serial number at purchase order receipt, the system confirms that you do not already have a record of that serial number for the item on-hand.
If you prohibit access to serial number creation, the user must enter an existing serial number when confirming a shipment or processing a return. In addition, this validation takes place:
• Confirmation: the serial number must be on-hand in the correct warehouse. The status of the serial number must be received (R) or returned (C) to be considered on-hand.
• Return: The status of the serial number must be shipped (S).
For more information: See Merchandising Chapter 28: Assigning Items to Warehouses for an overview of how serial numbers are tracked through the system.
Access to Void/Reprint All (A76)
This feature controls whether a user has the ability to press F6 to reprint all pick slips and press F7 to void all pick slips in Reprinting and Voiding Pick Slips (WVRP).
If you allow access to this feature, users can press F6 to reprint all pick slips and press F7 to void all pick slips in Void/Reprint Picks.
If you allow access to this feature but authority to the Reprint Pick Slips (A33) secured feature is prohibited, the user cannot reprint or void pick slips.
If you prohibit access to this feature, an error message displays when a user presses F6 to reprint all pick slips or presses F7 to void all pick slips:
User Not Authorized to Function.
However, a user can still enter 6 to reprint a specific pick slip or enter 7 to void a specific pick slip.
Customer Service Secured Features
Enter Return Authorization (A28)
This feature enables a user to enter returns through Work with Return Authorizations and order maintenance. See Customer Service Part I: Managing Returns.
Note: You do not need authority to this secured feature in order to process a return received through the Generic Return API.
Receive Return Authorization (A29)
This feature enables the user to receive returned merchandise through Work with Return Authorizations, Receive Return Authorizations, and order maintenance. See Customer Service Part I: Managing Returns.
You must also have authority to enter return authorizations in order to receive them; otherwise, an error message displays.
Note: You do not need authority to this secured feature in order to process a return received through the Generic Return API.
Credit Return Authorization (A34)
This feature enables the user to post the credit associated with the return or exchange through Work with Return Authorizations, Receive Return Authorizations, Credit Return Authorizations, and order maintenance. See Customer Service Part I: Managing Returns.
You must also have authority to enter and receive return authorizations in order to credit them; otherwise, an error message displays.
You must have full authority to create, receive, and credit return authorizations to process a return through order maintenance.
Note: You do not need authority to this secured feature in order to process a return received through the Generic Return API.
Modify Existing Messages (A30)
This feature enables the user to modify existing messages in Order Entry and Order Maintenance. Users can add new messages regardless of how this secured feature is set.
Display Invoice Cost in O/I (A36)
This feature enables the user to display the invoice cost in Order Inquiry. This information is included in the Display Invoice Header Screen, which opens when you press F14 and then enter 5 next to an invoice in Order Inquiry.
If you prohibit access to this feature, the Cost field does not appear on the Display Invoice Header screen.
Delete Customer Individuals Records (A45)
This feature enables the user to delete individuals who place or originate orders for a sold-to customer. You might use individuals to help track orders placed by different individuals or departments associated with a sold-to customer if you primarily sell to large organizations. You can work with individual customers through Order Entry, Order Inquiry, Order Maintenance, and the Work with Customers function. See Customer Service Chapter 38: Creating and Updating Individuals.
Maintenance of Hold/Fraud/Bypass Flag (A57)
This feature enables the user to change the Hold/bypass/fraud setting for a sold-to customer. The valid values for this field are:
• H = Hold all orders for the customer
• F = Hold all orders for the customer and flag the customer as fraudulent
• B = Bypass the normal credit check for this customer's orders
If you prohibit access to this feature, the field is still displayed on the screen. However, if the user attempts to change the setting, a message indicates:
Not authorized to maintain.
Access to Customer Pop-up Messages (A79)
This feature controls access to the four Pop up window message fields in Work with Customers (fast path = WCST).
If you allow access to this feature, the user can create or change the four pop-up window message fields in Work with Customers.
If you prohibit access to this feature, the four pop-up window message fields in Work with Customers are display-only.
Order Hold Reason Release Authority (A77)
This feature controls the ability to release orders from hold. Orders can be on hold at the pay type level or the recipient level as well as the header level; however, this feature controls header-level holds only.
This feature controls your ability to release an order from hold by:
• clearing the Hold reason field at the header screen in order maintenance
• entering 6 next to an order in Releasing Held Orders (fast path = ERHO)
• using Manual Credit Card Authorization (MCCA) to authorize an order when the Release from hold flag is set to Y
If you allow access to this feature, the user can release an order from header-level hold.
If you prohibit access to this feature, the user cannot release an order from header-level hold.
Authority to specific hold reason codes: You can also set authority to specific order hold reason codes for a user or user class. Any authority level you set for a user class acts as an override to the secured feature setting; similarly, any authority level for a user overrides any other authority setting. The complete hierarchy for determining a user's authority to release orders is:
• user authority for specific order hold reason code
• user class authority for specific order hold reason code
• user authority for secured feature
• user class authority for secured feature
• secured feature default setting
The system checks each setting in order, skipping any blank settings, until it finds a *ALLOW or *EXCLUDE setting.
For more information: See Customer Service Chapter 4: Establishing Order Hold Reason Codes (WOHR) for more information on setting authority levels for specific order hold reason codes.
Return Disposition Authority (A83)
This feature controls the ability to process a return in order entry, order maintenance, and Return Authorization (fast path = WRTA) using a specific return disposition value.
If you allow access to this feature, the user can process a return using the return disposition value specified.
If you prohibit access to this feature, the user cannot process a return using the return disposition value specified, unless the individual return disposition value authority is set to *ALLOW.
Authority to specific return disposition values: You can also set authority to specific return disposition values for a user or user class. Any authority level you set for a user class acts as an override to the secured feature setting; similarly, any authority level for a user overrides any other authority setting. The complete hierarchy for determining a user's authority to processing a return using a specific return disposition value is:
• user authority for specific return disposition value
• user class authority for specific return disposition value
• user authority for secured feature
• user class authority for secured feature
• secured feature default setting
The system checks each setting in order, skipping any blank settings, until it finds a *ALLOW or *EXCLUDE setting.
Note: You do not need authority to this secured feature in order to process a return received through the Generic Return API.
For more information: See Customer Service Chapter 8: Establishing Return Disposition Values (WRDV) for more information on setting authority levels for specific return disposition values.
Change Invoice Payment Information (A82)
This feature controls whether an operator can change information regarding a deferred or installment payment plan, such as the credit card number and the deposit release date, once the invoice has been created.
If you allow access to this feature, operators can change information regarding a deferred or installment payment plan once the invoice has been created. You can change invoice payment method information by entering 2 next to an invoice payment method record on the Invoice Pay Summary Screen in order inquiry.
If you prohibit access to this feature, operators cannot change information regarding a deferred or installment payment plan once the invoice has been created.
See System Operations Chapter 65: Deferred/Installment Billing Overview.
Delete Customer Call Log Records (A78)
This feature controls the ability to delete log entries describing calls or attempted calls between a customer and an operator.
About call logs: A call log entry records information such as the time and date of a call, whether it was inbound or outbound, the results of the call, and the customer's telephone number. You can log calls if you actually use the CTI (computer telephony integration) interface, or if you simply use the CTI Customer Selection screen for order entry and customer service purposes. An operator can create call log entries; also, the system automatically creates a call log record for each call activity if the Update CTI Customer Call Log (F27) system control value is set to Y.
To work with call logs: You can work with call log entries by pressing F21 at the CTI Customer Selection screen. This screen displays automatically when you are selecting a customer in order entry if the Use Computer Telephony Integration (F26) system control value is set to Y, and if your user profile indicates this screen should default. The Work with Customer Call Log Screen (WCLL) is also available through a separate menu option.
If you allow access to this feature, the operator can delete a call log entry at the Work with Customer Call Log screen by entering 4 next to a log entry.
If you prohibit access to this feature, the operator cannot delete a call log entry; instead, an error message displays:
Not authorized to Delete
Restrict Access to Credit Card Numbers in OI and OM (A88)
This feature controls:
• whether an operator has access to the credit card number and credit card expiration date in order maintenance and inquiry.
• whether an operator has access to the stored value card number in order maintenance and inquiry.
If you allow access to this feature, the operator has access to the number. If you use credit card tokenization, the number may be a token rather than the actual credit card number.
If the user does not have authority to the Display Full Credit Card Number (B14) secured feature, the credit card number displays in the format specified at the Credit Card Number Layout Screen for the associated pay type. For example, ************1443 might display instead of the entire credit card number. See Credit Card Number Format for an overview.
Credit card audit logging: If a user has access to both this secured feature and the Display Full Credit Card Number (B14) secured feature, the system writes a record to the Credit Card Audit file whenever the user displays a screen that includes a credit card number.
If you prohibit access to this feature, the operator cannot view the number.
Also, the operator cannot change a credit card payment method on an order. If the credit card information requires a change, the operator must delete the payment method and reenter a new credit card payment method.
Recommended setting: You should set this feature to *EXCLUDE globally, and make exceptions for specific users who require access to the credit card number. For MICROS user ID’s, this access should be excluded.
Continue Authorization without Receipt (A90)
This feature controls whether a user can approve authorizations automatically without receiving the authorizations from your service bureau.
This secured feature works with the Default Vendor Response for Automatic Authorizations (G10) system control value.
Maintenance of Bypass Credit Check Field in Source Code File (A87)
This feature controls whether a user can change the Bypass credit check field on the Create Source Code and Change Source Code screens in Work with Source Codes. The bypass credit check field defines whether you wish to bypass the credit checking the system performs for an order.
If you allow access to this feature, a user can change the Bypass credit check field on the Create Source Code and Change Source Code screens in Work with Source Codes.
If you prohibit access to this feature, a message displays if a user tries to change the Bypass credit check field on the Create Source Code and Change Source Code screens in Work with Source Codes:
Unauthorized to change Credit Check flag.
Change Customer Action Notes Description (A93)
This feature controls whether a user can change an existing customer action note description on the Edit Customer Actions Window and on the Work with Customer Action Notes (WCAN).
If you allow access to this feature, a user can change the description of a customer action note that has already been created. You can change a customer action note description by entering 2 next to the customer action note on the Work With Customer Action Notes screen, or by entering over the description on the Edit Customer Actions pop-up window accessed through Order Entry, Order Maintenance, Work with Return Authorizations and Work with Customers.
If you prohibit access to this feature, a user cannot change the description on the Edit Customer Actions pop-up window, and when a user enters 2 next to a customer action note on the Work With Customer Action Notes screen, a message displays:
Not authorized to change.
Add Customer Action Detail Notes (A94)
This feature controls whether a user can add customer action detail notes to a customer action note that has already been created.
If you allow access to this feature, a user can add extra lines of detail notes on the Customer Action Note Details Screen. To add detail notes, enter 23 next to a customer action note on the Work with Customer Action Notes screen (fast path = WCAN), or on the Edit Customer Actions pop-up window accessed through Order Entry, Order Maintenance, Work with Return Authorizations, and Work with Customers.
If you prohibit access to this feature, a user cannot add extra lines of detail notes on the Customer Action Notes Detail screen, but can still view existing lines by entering 23 next to a customer action note, and a user with access to the Change Customer Action Detail Notes (A95) secured feature can change the detail notes already created.
The Change Customer Action Detail Notes (A95) secured feature controls whether the user can change existing action detail notes.
Change Customer Action Detail Notes (A95)
This feature controls whether a user can change customer action detail notes that have already been created.
If you allow access to this feature, a user can change detail notes that have already been created on the Customer Action Note Details Screen. To change detail notes enter 23 next to a customer action note on the Work With Customer Action Notes screen (fast path = WCAN), or on the Edit Customer Actions pop-up window accessed through Order Entry, Order Maintenance, Work with Return Authorizations, and Work with Customers.
If you prohibit access to this feature, a user cannot change detail notes that have already been created on the Customer Action Notes Detail screen; the existing detail notes are display-only. However, a user with access to the Add Customer Action Detail Notes (A94) secured feature can add extra lines of detail notes to the display-only existing notes.
The Add Customer Action Detail Notes (A94) secured feature controls whether the user can add extra lines of detail notes to the existing detail notes.
Delete Customer Action Notes (A96)
This feature controls whether a user can delete customer action notes that have already been created.
If you allow access to this feature, a user can delete a customer action note. Enter 4 next to a customer action note on the Work with Customer Action Notes (WCAN) or on the Edit Customer Actions Window accessed through Order Entry, Order Maintenance, Work with Return Authorizations, and Work with Customers.
If you prohibit access to this feature, the user cannot delete a customer action note.
Change Customer Action Notes Status/Work in Process (A97)
This feature controls whether a user can change the status of a customer action note from O (open) to W (work in process).
If you allow access to this feature, a user can update the status of a customer action from Open to Work in Process. Enter 7 next to a customer action note on the Work with Customer Action Notes (WCAN) or on the Edit Customer Actions Window accessed through Order Entry, Order Maintenance, Work with Return Authorizations, and Work with Customers.
If the current user is not the user assigned to follow up the issue when the customer action note was created, a pop-up window displays:
Confirm User Override
User ( KLETENDRE ) already assigned. To override user press F9.
F3=Exit F9=Accept
|
To override the assigned user, press F9. In this case your name replaces the assigned user's name on the Edit Customer Actions pop-up window, and in the Worked On User field on the Work With Customer Action Notes screen.
If you prohibit access to this feature, the user cannot use the Work in Process option.
Option 7, Work in Process, is similar to option 23, Detail Notes; both options advance you to the Customer Action Detail Notes screen, but only option 7, Work in Process, changes the status of the customer action note.
Change Customer Action Notes Status/Resolve (A98)
This feature controls whether a user can resolve customer action notes.
If you allow access to this feature, a user can update the status of a customer action note from Open or Work in Process, to Resolved. Enter 8 next to a customer action on the Edit Customer Actions Window to change the status of the action to Resolved, or enter 8 next to a customer action note on the Work with Customer Action Notes (WCAN) to remove the action note from the screen.
A resolved customer action note is not listed on the Work With Customer Action Notes screen, but is displayed, showing a status of Resolved, on the Edit Customer Actions pop-up window.
If you prohibit access to this feature, the user cannot resolve a customer action note.
Maintain Check Interface Download Date (A99)
This feature controls whether the user can change the Check interface download date on the Enter Cash Control Pop-Up window in order maintenance.
If you allow access to this feature, a user can change the Check interface download date on the Enter Cash Control pop-up window in order maintenance.
The system defaults a date to the Check interface download date field when an order using the Check Interface Payment Type (G26) is downloaded to the Western Union Download file. You can download orders using the check interface pay type to the Western Union Download file by running the PFR0043 periodic function.
If you do not allow access to this feature, the Check interface download date field on the Enter Cash Control pop-up window in order maintenance is display-only.
Delete Return Authorizations (B03)
This feature controls whether the user can delete a return authorization that has been created, but not yet received or credited.
If you allow access to this feature, the user can delete a return authorization at the following screens:
• standard return authorization process: Work with Return Authorization Detail Screen
• streamlined return authorization process: Work with RA Detail for Item Screen
The Use Streamlined Return Authorizations (F44) system control value defines whether you use the streamlined or standard process.
If you do not allow access to this feature, the user cannot delete a return authorization.
You cannot delete a return authorization once it has been received.
About creating a return authorization: Return authorization is broken out into the three separate steps of creation, receiving, and crediting when you use either standard or streamlined return authorizations or the E-Commerce Interface. When you process a return through order entry or order maintenance, the system creates, receives, and credits the return at once “behind the scenes.”
Maintenance of Customer Class Field (B07)
This feature controls whether the user can enter or maintain the customer class field at the following screens:
• order entry and order maintenance:
• Change Cust Sold to Name & Address Screen
• Work with Order Screen (header format)
• Work with Order/Detail Screen (header/detail format)
• catalog requests: Create Catalog Request Screen
• customer maintenance:
• First Create Sold To Customer Screen
• First Change Sold To Customer Screen
If you allow access to this feature, the user can enter or maintain the customer class. If you do not allow access, the user cannot enter or maintain the customer class.
Important: You can use the Require Customer Class in OE, WCAT, and WCST (H85) system control value to require the customer class field at all of the above screens. If you set this system control value to Y, a user who does not have authority to the customer class field cannot enter or maintain an order, enter a catalog request, or perform customer maintenance for any customer that does not already have a customer class assigned.
For more information: See Setting Up the Customer Class File (WCCL) for a discussion of customer class.
This feature controls whether the user can advance to the Change Email Screen for an email that has been assigned to a customer.
If you prohibit access to this feature, the user cannot enter 2 next to a routed (assigned) email. However, the user can use the Display Email Screen to review all of the same information.
Access to the Change Email screen is secured at the:
• Work with Email by Order Number Screen
• Work with Email by Customer Sold To Number Screen
• Work with Email by Customer Ship To Number Screen
• Work with Email by Customer Bill To Number Screen
• Work with Email by Customer Individual Screen
This feature does not control access to the Change Email screen through the Working with Email (WEML) menu option; use this menu option to work with emails that have not been assigned to a customer.
This feature controls whether the user can update all ticklers, regardless of whether the tickler is not assigned to you or your tickler groups.
If you allow access to this feature, the user can update any tickler (regardless of whether the tickler is not assigned to the user or the user’s tickler groups) by:
• entering 2 next to a tickler to change it.
• entering 4 next to a tickler to delete it.
• entering 7 next to a tickler to assign the tickler to yourself.
• entering 11 next to a tickler to resolve it.
Note: You should give your tickler supervisors access to this secured feature.
You can update ticklers on the following screens:
• Work with Tickler Screen (user/group view)
• Work with Ticklers Screen (sold to customer view)
• Work with Ticklers Screen (ship-to customer view)
• Work with Ticklers Screen (bill-to customer view)
• Work with Ticklers Screen (individual view)
• Work with Ticklers Screen (order view)
If you prohibit access to this feature, the user can update only ticklers assigned to the user or the user’s tickler groups. However, the user can still release an order associated with the tickler from hold.
Change Associate Customer Flag (B10)
This feature controls whether the user can change the Associate flag on the Second Create Customer Sold To Screen, Second Change Customer Sold To screen, Work with Order Screen, and Work with Order/Detail Screen.
If you allow access to this feature, the user can change the Associate flag.
If you prohibit access to this feature, the user cannot change the Associate flag.
Change Alternate Customer Number (B11)
This feature controls whether the user can change the Alternate customer number on the Second Create Customer Sold To Screen and Second Change Customer Sold To screen.
If you allow access to this feature, the user can change the Alternate customer number.
If you prohibit access to this feature, the user cannot change the Alternate customer number.
This feature controls whether the user can create a MN (manually created) tickler at the Create Tickler Screen.
If you allow access to this feature, the user can create a MN tickler.
If you prohibit access to this feature, the user cannot create a MN tickler.
Change Salesrep # In Order Maintenance (B17)
This feature controls whether the user can change Salesrep # on the Work with Order Screen in Order Maintenance.
If you allow access to this feature, the user can change the Salesrep # on the Work with Order Screen in Order Maintenance.
If you prohibit access to this feature, the user cannot change the Salesrep # on the Work with Order Screen in Order Maintenance.
Bypass Order Message Entry Requirement (B22)
This feature controls whether the user can exit Order Inquiry/Maintenance without first entering an order message. The default authority is *EXCLUDE.
If you allow access to this feature, the user can exit Order Inquiry/Maintenance without first entering an order message.
If you prohibit access to this feature, the system looks at the setting of the Require Order Message Entry (L73) system control value to determine whether the user can exit Order Inquiry/Maintenance without first entering an order message:
• B = The system requires the entry of an order message before the user can exit Order Inquiry or Order Maintenance.
• I = The system requires the entry of an order message before the user can exit Order Inquiry.
• M = The system requires the entry of an order message before the user can exit Order Maintenance.
• blank = The system does not require the entry of an order message before the user exits Order Inquiry or Order Maintenance.
Bypass CTI Reason Code Entry (B23)
This feature controls whether a CTI user can exit Order Inquiry/Maintenance without first entering an order inquiry reason code when the Require Reason in CTI (G98) system control value is set to Y.
If you allow access to this feature, regardless of the setting of the Require Reason in CTI (G98) system control value, a CTI user can exit Order Inquiry/Maintenance without first entering an order inquiry reason code. In this situation, the Order Inquiry Reason Codes Window does not display.
If you prohibit access to this feature:
• If the Require Reason in CTI (G98) system control value is set to Y, a CTI user must enter an order inquiry reason code in the Order Inquiry Reason Codes Window before exiting Order Inquiry/Maintenance.
• If the Require Reason in CTI (G98) system control value is set to N, a CTI user can exit Order Inquiry/Maintenance without first entering an order inquiry reason code. In this situation, the Order Inquiry Reason Codes Window does not display.
Note: You can only enter an order inquiry reason code if you advance to order inquiry or order maintenance from the Customer Selection Screen. If you advance to order inquiry from the Order Inquiry Scan Screen or you advance to order maintenance from the Select Customer Sold To For Order Screen, the system does not require an order inquiry reason code, regardless of the setting of the Require Reason in CTI (G98) system control value and Bypass CTI Reason Code Entry (B23) secured feature.
General Usage Secured Features
Purpose: The General Usage secured features permit (*ALLOW) or prohibit (*EXCLUDE) user access to functions that require authorization.
This feature is not currently supported.
Access Initial Data Warehouse Load (B04)
This feature enables the user to process the initial load of the data warehouse for CWData. If you prohibit access to this feature, the user cannot advance to the Clear Staging Files Window, available in the Work with Data Warehouse Transactions menu option.
For more information: See the CWData Overview.
Display Full Credit Card Number (B14)
This feature controls whether a CWDirect user can view the full credit card number on CWDirect screens and reports.
If you allow access to this feature, the user can view the full credit card number on CWDirect screens and reports, regardless of whether a credit card number format has been defined at the Credit Card Number Layout Screen. If you use credit card tokenization, the number that displays is a token, rather than the actual credit card number.
Credit card audit logging: If a user has access to both this secured feature and the Restrict Access to Credit Card Numbers in OI and OM (A88) secured feature, the system writes a record to the Credit Card Audit file whenever the user displays a screen or generates a report that includes a credit card number.
If you prohibit access to this feature (default setting), the credit card number displays in the credit card number format specified at the Credit Card Number Layout Screen for the specified pay type. For example, ************1443 might display instead of the entire credit card number. If a credit card number format is not defined for the pay type, the number displays in the default credit card number format. However, if a credit card number format has not been defined for the pay type and a default credit card number format is not defined, the full credit card number is displayed on CWDirect screens and reports. If you use credit card tokenization, the number that displays is a token, rather than the actual credit card number.
See Credit Card Number Format for more information on masking a credit card number using a credit card number format.
Note: Regardless of the setting of this secured feature, if you do not have authority to the Restrict Access to Credit Card Numbers in OI and OM (A88) secured feature, the credit card number and expiration date are not displayed in order entry, order maintenance, or order inquiry.
Recommended setting: You should set this feature to *EXCLUDE globally, and make exceptions for specific users who require access to the credit card number. For MICROS user ID’s, this access should be excluded.
Accounts Payable Secured Features
This secured feature controls whether the user can change the default or current status of vendor invoices by placing them on or releasing them from hold.
If you allow access to this feature, the user can hold all invoices for a vendor by entering Y in the Hold checks field in the Vendor Extended file.
Note: Held invoices do not generate checks through the Defining A/P Check Controls (MCHK) menu option.
Additionally, with proper authority, the user can hold or release specific invoices for the vendor through A/P Invoice Entry or Maintenance.
Alternatively, the user can place selected invoices on hold by using Option #9 (Don't pay/Hold invoice) on the Work with A/P Checks screen or by entering Y in the Override vendor hold status field on the Create A/P Check screen, if adding a direct disbursement.
These features help you identify your held invoices:
• A/P Inquiry shows an H in the Sts (Status) field if the invoice is on hold; also, Hold Vendor Checks appears on several inquiry screens
• An H prints in the status field on the A/P Ledger report if the checks for the vendor are on hold.
The Accounts Payable Held Invoices Report prints automatically when you run the Generate A/P Checks option.
This secured feature controls access to the Cost field on the Vendor Charge Back Detail Screen (Create A Vendor Charge Back). You use the vendor charge back function to return merchandise to the vendor and create an A/P credit for the items.
If you allow access to this feature, the user can override the cost that defaults for each item on a vendor charge back. The cost that defaults here is the one from the last purchase order you have received for the item.
If you prohibit access to this feature, the Cost field is not enterable on the Vendor Charge Back Detail screen.
This secured feature controls the ability to reverse a processed or shipped vendor charge back. Reversing a charge back has the effect of returning the items back to inventory and creating an A/P invoice that backs out the original A/P credit from the charge back.
If you allow access to this feature, the user can reverse a charge back at the Vendor Charge Back Detail Screen (Create A Vendor Charge Back) by pressing F21.
If you prohibit access to this feature, the user cannot reverse a charge back.
This secured feature controls the ability to delete an open vendor charge back. It is possible to delete a vendor charge back only if you have not yet processed the inventory transactions.
If you allow access to this feature, the user can delete an unprocessed vendor charge back at the Vendor Charge Back Detail Screen (Create A Vendor Charge Back) by pressing F23.
If you prohibit access to this feature, the user cannot delete a vendor charge back.
Accept A/P Invoice Batches (A71)
This secured feature controls the ability to accept or reject an A/P invoice batch. You use batches to enter A/P invoices if the Batch Entry of A/P Invoices (F02) system control value is set to Y.
If you allow access to this feature, the user can accept or reject a suspended A/P invoice batch in Working with A/P Invoice Entry (MAPE) at the Work with A/P Invoice Batches screen, or accept a batch at the A/P Invoice Entry screen.
If you prohibit access to this feature, the user cannot accept or reject the batch.
Change A/P Invoice Batch Totals (A72)
This secured feature controls the ability to change A/P invoice batch control totals. You use batches to enter A/P invoices if the Batch Entry of A/P Invoices (F02) system control value is set to Y.
If you allow access to this feature, the user can change the batch control values for an A/P invoice batch in Working with A/P Invoice Entry (MAPE) by entering 2 next to a batch at the Work with A/P Invoice Batches screen.
If you prohibit access to this feature, the user cannot change the batch totals.
This secured feature controls the ability to maintain open or held A/P invoices. You can advance to A/P invoice maintenance by entering the division and bank at the Enter A/P Invoices screen in A/P entry (fast path = MAPE) and pressing F7, rather than Enter.
If you allow access to this feature, the user can advance to the Select A/P Invoice screen to select an invoice for maintenance.
If you prohibit access to this feature, the user cannot maintain invoices.
For more information: See Accounts Payable Chapter 20: Maintaining A/P Invoices.
Accounts Receivable Secured Features
Access Work with A/R Open Items for Order Entry/Order Maintenance (A67)
This secured feature controls access to the Work with A/R Open Items Screen, available by pressing F10 in order entry or order maintenance and selecting Work with A/R Open Items at the Display More Options Screen. This option appears only if the sold-to customer is associated with a bill-to customer, and if the Allow A/R Credits as Payments (E81) is set to Y.
The Work with A/R Open Items screen is also available as a separate menu option (fast path = WARI).
Change A/R Credit Open Item Status/Type (A68)
This secured feature controls access to the Status and Type fields on the Work with Open Item Screen (Changing A/R Open Items), available by entering 8 next to an open item at the Work with Open Items screen in A/R Inquiry (fast path = DARI).
You can change these fields only in a limited number of circumstances. For example, you can change the type of an open item only if it is a credit, and only to another credit open item type.
You can also work with these fields by entering 2 next to an open item at the Pay Open Items Screen in Cash Receipts (fast path = WCRT); however, the secured feature does not control access to these fields in this situation.
General Ledger Secured Features
Secure G/L Number Field Access (A84)
This secured feature controls the ability to enter or update general ledger numbers on these screens:
• Create and Change Inventory Transaction Code screens
• Create Item screen
• Create and Change Warehouse screens
• Create and Change Item Class screens
• Change Bank screen
• Work with Inventory Transaction screen; see Warehousing
• Inventory Transactions screen
• Inventory Transaction/Horizontal Entry screen
• Create and Change Additional Charges screens
• Create and Change PO Additional Charges screens
• Work with Purchase Order screen
• Create PO Detail Standard screen
• Purchase Order Horizontal Entry screen
• Create PO Detail Vendor Item screen
• Create PO Detail Non Inventory screen
• PO Entry - Change PO Detail screen
• PO Maintenance - Change PO Detail screen
If you allow access to this feature, the user can enter or update the general ledger numbers on these screens.
If you prohibit access to this feature, the general ledger numbers on these screens are display-only.
Cancel Order Broker Lines (B19)
This secured feature controls the ability to cancel lines assigned to the Order Broker for fulfillment. If you cancel these lines in order maintenance, it cancels the line entirely; if you cancel them through the Working with Order Broker Requests (WOBR) menu option, it cancels the Order Broker fulfillment only and submits the line to regular warehouse fulfillment processing.
If you attempt to cancel an entire order in order maintenance and you do not have authority under this secured feature, the system cancels only the order lines that are not currently assigned to the Order Broker for fulfillment.
If you allow access to this feature, the user can cancel lines assigned to the Order Broker.
If you prohibit access to this feature, the user cannot cancel lines assigned to the Order Broker.
For more information: See Order Broker Integration for background.
Maintain Brokered Fulfillment Orders (A12)
This feature controls the ability to maintain retail pickup or delivery orders sent to CWDirect from the Order Broker for fulfillment.
The system identifies these orders by the setting of the Broker delivery type, available for review at the Display Order Properties Screen.
If you allow access to this feature, the user can maintain an order whose Broker delivery type is Retail pickup or Delivery.
If you prohibit access to this feature, the user cannot maintain an order whose Broker delivery type is Retail pickup or Delivery.
Even when the user has access to this feature, maintenance options are restricted for retail pickup and delivery orders. See Fulfilling Retail Pickup and Delivery Orders in CWDirect for background.
Note:
• This feature does not control the ability to process a return against a retail pickup or delivery order if you use the return authorizations menu option (WRTA).
• This feature does not control the ability to void and hold or cancel an order through Void/Report Picks (WVRP).
