This explains how you can create and store the organisation's Staff details, their Cost Centres, and Staff access rights in BOS in the Setup menu.
This serves as a compliment to the HR and business owner's endeavours to stay on top of staff birthdays, start date, and other records in a single system.
The data grid in Staff shows an overview of the entire staff compliment's details, their functions, as well as their Status. To Edit a Staff member, double click on their name, or right click > Edit.
Staff Data Grid
Main menu > Setup > Staff > View
Main menu > Setup > Staff > New/Edit
The following fields are important and worth mentioning:
Details - This is where you enter the name of the staff member. List as - This entry is important as it is referenced throughout the application. S,F / FS - This selects how the name will be displayed - Surname, First name or First name Surname.
Nickname - This Nickname is important as it is referenced throughout the application. Enter a Nickname of the staff member. Please keep it short.
Cost Centre - Select which Cost Centre this staff member's salary is allocated to. For more about Cost Centres, click here.
Roles - This specifies if the user is in Sales or in Production. Select the role of the user with the appropriate check box.
Settings - The organisation's Staff details, their Cost Centres, and staff access rights are set and stored in Staff Settings. See more below.
User Fields - This is where you view and edit User Fields. Click here for more on User Fields.
Status - The Status field is a fixed lookup list (Pending, Active, Terminated) so that you can manage current and past staff records. A Status filter has also been added to staff which filters the staff list to Active staff only by default.
Menu > Copy Settings from - This is used to copy the settings and Categories from an existing staff member to the selected user.
If a staff member has left, you can simply click on the Delete button to remove the selected staff member.
Settings need to be defined for each user account; alternatively default settings will apply. Administrators can provide or restrict user access to certain functionalities within BOS modules.
Main Menu > Setup > Staff > New/Edit > Settings
This is where System settings are defined for the user.
Default Display - Default: Workspace Right. This sets which side of the screen the Workspace panel will appear when selected.
Default Module - Default: Calendar. This sets which module will open automatically after login.
Minutes of idle time before application is closed - Default: 60min. This sets the amount of lapsed time required before QuickEasy shuts down.
QuickEasy Password - This is where the password is entered for the user to login to QuickEasy. Note - The password is not visible from within QuickEasy.
System Administrator - Default: No. This setting provides access to System messages and enables you to override certain user access limitations.
System Messages - Access Allowed - Default: No. This determines whether or not System Messages are visible.
Tracker Login (PIN) - This is where you enter your login code or PIN for time tracker.
This is where calendar limits are set.
Allow other users to view my Calendar - Default: Yes. This allows or restricts other QuickEasy users to view this user's calendar.
Editing of Company Calendar allowed - Default: No. This sets whether the user is able to edit the company calendar.
This sets the email name and SMTP settings.
Default: View all E-mails in Sent folder - Default: No. If this setting = Yes, you are able to view all the E-mails in the Sent folder.
E-mail Stationery - This is where an email signature can be set up. The HMTL editor allows for some customisation.
E-mail Stationery - Quotations - This is only used when emailing quotations to a client, and allows for promotional messages to be included in the e-mail footer.
SMTP Authentication: Active - Default: No. This sets whether SMTP authentication is required on the mail server.
SMTP Authentication: From Address - This sets the 'From' address for outgoing e-mail.
SMTP Authentication: Password - This is the password required to login to the SMTP server. Note - This password is not visible from within QuickEasy.
SMTP Authentication: User name - This is the user name required to login to the SMTP server.
SMTP Port No. - Default: 25. This is the SMTP port number.
SMTP Requires TLS - Default: No. This sets whether the SMTP server requires TLS (Transport Layer Security) for secure e-mail delivery.
SMTP Server - This is the SMTP server.
SMTP Use QuickEasy Server - When this setting is set to 'Yes', none of the settings which are highlighted in red below are required. Using the QuickEasy SMTP Server requires e-mail addresses, from which e-mails will be sent, to be verified - this can be done through Helpdesk. The process involves an e-mail being sent to the address with a link to click for verification. This option uses AWS SES, which is carefully managed and monitored, so it should also increase the probability of getting e-mails delivered to the inbox.
This specifies what access is allowed, relative to the role of the staff member.
Branches - Access Allowed - Default: No. This sets whether the user can access, create or edit Branches.
Cost Centres - Access Allowed - Default: Yes. This sets whether the user can access, create or edit Cost Centres.
Customers - Access - Default: All. There are several options to choose from:
All - This enables the user to have unrestricted access to Customer records.
All - excluding Accounting Settings - This enables the user to have unrestricted access to Customer records, however they cannot view the Accounting tab.
Only mine - excluding Accounting Settings - This enables the user to only view the Customer records where they are the Rep, without access to the Accounting tab to those Customers.
Access Denied - This ensures the user is unable to view, edit or create Customers.
Price Manager - Access Allowed - Default: No. This allows or restricts the user to access, edit and create records in the Price Manager.
Printing Setups - Access Allowed - Default: Yes. This allows or restricts the user to view and edit the printing setups, such as presses, printing types, ink groups, etc.
Services - Access Allowed - Default: Yes. This allows or restricts the user to edit and create Services.
Settings & Defaults - Access Allowed - Default: Yes. This allows or restricts user access to edit and view Settings & Defaults.
Staff - Access Allowed - Default: Yes. This setting enables or restricts the user access to edit Staff Settings.
Suppliers - Access Allowed - Default: Yes. This enables or restricts the user access to edit Supplier records.
This specifies what access is allowed to the Materials Module, relative to the role.
Inventory - Access Allowed - Default: Read-only.
None - No access is allowed to edit or view the Inventory module.
Read-only - Access is allowed to view the records in the Inventory module.
Full control - Access is allowed to view, edit and create records in the Inventory module.
Material Movement - Allow editing Date - Default: No. This will enable Users to edit the Date on Material Movement Transactions.
Material Movement - Deleting Allowed - Default: No. This will enable Users to delete Material Movement Transactions.
Materials - Access Allowed - Default: Read-only.
None - No access is allowed to edit or view the Materials module.
Read-only - Access is allowed to view the records in the Materials module.
Full control - Access is allowed to view, edit and create records in the Materials module.
Stock Check - Access Allowed - Default: Full control.
None - No access is allowed to edit or view the Stock Check module.
Full control - Access is allowed to view, edit and create records in the Stock Check module.
Enter count only - This setting allows you to only update the count quantity of existing Stock Checks.
Transfer Orders/Stock Movement/Material Movement - Access Allowed - Default: Yes. Allows or restricts access to view, edit or create records in the modules listed.
This specifies what access to the Quotations module is allowed, relative to the User's role.
Change Quotation Status up Only - Default: No. If Yes, User are only allowed to change the Quotations Status up.
Copy Quotation Reference to Estimate Description - Default: No. When set to Yes, the Quote Reference will automatically be copied to the Estimate Description when a new Estimate is created.
Default: Disable Cost Centre Rares in Estimating -Default: No. When this setting = Yes, users are not able to override the hourly rate on Estimates.
Deleting Allowed - Default: No. If set to 'Yes' this will allow the user to delete quotes.
Editing Allowed - Default: None.
None - This restricts you from opening, creating or editing a quote.
All - This gives you unrestricted access to create and / or edit quotes.
Own (user) - This settings gives you unrestricted access to edit quotes that have been created by the user.
Printing Allowed - Default: User.
None - This restricts you from outputting any documents.
User - This gives you user-level printing access.
Supervisor - This gives you Supervisor-level access.
View Materials & Services - Default: Yes. This settings enables or restricts you from viewing the Materials and Services tabs on a quotation.
View Pricing - Default: Yes. This enables or restricts you from being able to view the Pricing tab on a quotation.
Viewing Allowed- Default: All.
All - This setting allows you to view all quotes.
Pending and Complete - This allows you to view all quotes where the Status group is Pending or Complete.
Complete - This allows you to view all quotes where the Status group is Complete only.
Active - This allows you to view all quotes where the Status group is Active only.
Own (Rep) - This allows you to view all quotes where you are listed as the rep.
Own (User) - This allows you to view all quotes where you are listed as the user.
Own Complete (Rep) - This allows you to view all quotes where you are listed as the rep and the Status group is Complete.
Own Complete (User) - This allows you to view all quotes where you are listed as the user and the Status group is Complete.
Own Pending (Rep) - This allows you to view all quotes where you are listed as the rep and the Status group is Pending.
Own Pending (User) - This allows you to view all quotes where you are listed as the user and the Status group is Pending.
Own Pending and Complete (Rep) - This allows you to view all quotes where you are listed as the rep and Status group is Pending and Complete.
Own Pending and Complete (User) - This allows you to view all quotes where you are listed as the user and the Status group is Pending and Complete.
Access denied - This restricts you from viewing quotes.
This specifies what access is allowed to the Sales Orders module, relative to the role of the user.
Change Sales Order Status up only - Default: No. If Yes, User are only allowed to change the Sales Order's Status up.
Default: Inventory Location - Default: Blank. This allows you to set the User's default Sales Order Inventory Location. If the setting is left blank, then the first Location is selected by default.
Deleting Allowed - Default: No. This allows or restricts you from deleting Sales Orders.
Editing Allowed - Default: No. This allows or restricts you from editing Sales Orders - Options include None, All, Own (User).
New Allowed - This allows or restricts you from creating a new Sales Order or not.
Printing Allowed - Default: User.
None - This restricts you from outputting any documents.
User - This gives you user-level printing access.
Supervisor - This gives you Supervisor-level access.
Viewing Allowed - Default: All
All - This setting allows you to view all Sales Orders.
Active and Pending - This allows you to view all Sales Orders where the Status group is Active or Pending.
Active - This allows you to view all Sales Orders where the Status group is Active only.
Pending - This allows you to view all Sales Orders where the Status group is Pending only.
Own (Rep) - This allows you to view all Sales Orders where you are listed as the rep.
Own (User) - This allows you to view all Sales Orders where you are listed as the user.
Own Active (Rep) - This allows you to view all Sales Orders where you are listed as the rep and the Status group is Active.
Own Active (User) - This allows you to view all Sales Orders where you are listed as the user and the Status group is Active.
Own Pending (Rep) - This allows you to view all Sales Orders where you are listed as the rep and the Status group is Pending.
Own Pending (User) - This allows you to view all Sales Orders where you are listed as the user and the Status group is Pending.
Own Pending and Active (Rep) - This allows you to view all Sales Orders where you are listed as the rep and Status group is Pending and Active.
Own Pending and Active (User) - This allows you to view all Sales Orders where you are listed as the user and the Status group is Pending and Active.
Access Denied - This restricts you from viewing Sales Orders.
This specifies what access is allowed to the Work Orders module, relative to the role of the user.
Change Work Order Status up only - Default: No. If Yes, User are only allowed to change the Work Order's Status up.
Default: Inventory Location (Material) - Default: Blank. This allows you to set the User's default Work Order Materials Inventory Location. If the setting is left blank, then the first Location is selected by default.
Default: Inventory Location (Output) - Default: Blank. This allows you to set the User's default Work Order Output Inventory Location. If the setting is left blank, then the first Location is selected by default.
Deleting Allowed - Default: No. This allows or restricts you from deleting Work Orders.
Editing Allowed - Default: No. This allows or restricts you from editing Work Orders - Options include None, All, Own (User).
New Allowed - Default: Yes. This allows or restricts you from creating new Work Orders. Options include Yes, No.
Printing Allowed - Default: User.
None - This restricts you from outputting any documents.
User - This gives you user-level printing access.
Supervisor - This gives you Supervisor-level access.
Viewing Allowed - Default: All
All - This setting allows you to view all Work Orders.
Pending and Active - This allows you to view all Work Orders where the Status group is Pending or Active.
Pending - This allows you to view all Work Orders where the Status group is Pending only.
Active - This allows you to view all Work Orders where the Status group is Active only.
Own (Rep) - This allows you to view all the Work Orders for themselves.
Access Denied - This restricts you from viewing Work Orders.
This specifies what access is allowed to the Purchase Order module, relative to the role of the user.
Access Allowed - Default: No. This allows or restricts access to view Purchase Orders in the Purchase Order module.
Change Purchase Order Status up only - Default: No. If Yes, User are only allowed to change the Purchase Order's Status up.
Default: Inventory Location - Default: Blank. This allows you to set the User's default Purchase Order Inventory Location. If the setting is left blank, then the first Location is selected by default.
Deleting Allowed - Default: No. This allows or restricts access to delete Purchase Orders.
Editing Allowed - Default: No. This allows or restricts editing of Purchase Orders.
New Allowed - Default: Yes. This allows or restricts the user from creating a new Purchase Order.
Printing Allowed - Default: User.
None - This restricts the user from outputting any documents.
User - This gives the user user-level printing access.
Supervisor - This gives the user Supervisor-level access.
When adding items from a Work Order, add the Instruction by default - Default: No. This setting determines whether or not the Instruction text from the Work Order is automatically included in the Purchase Order item.
This gives users access to copy rules and forms part of BOS's user security functionality.
Customer Credit Notes - Copy to Materials Movement (Receive) - Default: Yes.
Customer Invoices - Copy to Customer Credit Note - Default: Yes.
Delivery Notes - Copy to Customer Invoice - Default: Yes.
Materials Movement - Copy to Supplier Invoice - Default: Yes.
Purchase Orders - Copy to Materials Movement (Receive) - Default: Yes.
Purchase Orders - Copy to Sale Order - Default: No.
Purchase Orders - Copy to Supplier Invoice - Default: Yes.
Quotations - Copy to Sales Order - Default: Yes.
Quotations - Copy to Work Order - Default: Yes.
Sale Orders - Copy to Customer Invoice - Default: Yes.
Sale Orders - Copy to Delivery Note - Default: Yes.
Sale Orders - Copy to Materials Movement (Issue) - Default: Yes.
Sale Orders - Copy to Purchase Order - Default: Yes.
Sale Orders - Copy to Work Order - Default: Yes.
Supplier Credit Notes - Copy to Materials Movement (Issue) - Default: Yes.
Supplier Invoices - Copy to Supplier Credit Note - Default: Yes.
Work Orders - Copy to Delivery Note - Default: Yes.
Work Orders - Copy to Materials Movement (Issue Materials) - Default: Yes.
Work Orders - Copy to Materials Movement (Receive Output) - Default: Yes.
Work Orders - Copy to Materials Movement (Return Materials) - Default: Yes.
Work Orders - Copy to Purchase Order - Default: Yes.
This specifies what access is allowed to the Accounting module, relative to the user's role.
Accounting Reports - Access Allowed - Default: No. This determines whether or not you have access to Statements.
Bank - Access Allowed - Default: No. This sets whether or not you have access to the Bank module.
Cost of Sales Module - Access Allowed - Default: No. This sets whether or not you have access to the Cost of Sales module.
Customer Age Analysis - Access Allowed - Default: Yes. This sets whether or not you have access to Customer Age Analysis.
Customer Credit Notes - Access Allowed - Default: No. This sets whether or not you have access to the Customer Credit Notes module.
Customer Invoices - Access Allowed - Default: None.
None - The user has no access to Customer Invoices.
User - The user has access to create and edit Customer Invoices that have not been printed (output) yet.
Supervisor - This user has unrestricted access to Customer Invoices.
Financial Close Off Date - Access Allowed - Default: No. This sets whether or not you have access to Financial Close Off Date module.
General Ledger - Default: All.
All - This allows the user to have unrestricted access to the General Ledger.
Only Customer Receipts - This allows you access to view and edit Customer Receipts in the Ledger.
Only Supplier payments - This allows you access to view and edit Supplier Payments only in the Ledger.
Only Customer receipts & Supplier payments - This allows you access to view and edit Customer Receipts and Supplier Payments in the Ledger.
Access denied - You have no access to the General Ledger.
Supplier Age Analysis - Access Allowed - Default: Yes. This determines whether or not you have access to the Supplier Age Analysis.
Supplier Credit Notes - Access Allowed - Default: None.
None - You have no access to Supplier Credit Notes.
User - You have access to create and edit Supplier Credit Notes that have not been printed (output) yet.
Supervisor - You have unrestricted access to Supplier Credit Notes.
Supplier Invoices - Access Allowed - Default: None.
None - You have no access to Supplier Invoices.
User - You have access to create and edit Supplier Invoices that have not been printed (output) yet.
Supervisor - You have unrestricted access to Supplier Invoices.
This specifies the settings for the Planning Board, relative to the role of the user.
Automatic Refresh/Update - Default: Manual.
Manual - This setting makes an 'Update' button visible and will pool all changes made on the Planning board, and show the updates once the button is clicked.
Auto-Refresh - This setting allows the Planning Board to be refreshed automatically, without clicking the 'View' button.
Auto-Update - This settings allows the Planning Board to update automatically as changes are made in the production line.
Column width - Job List (Pixels) - Default: 300. This setting determines the column width for the Job List.
Column width - Production Stages (Pixels) - Default: 200. This setting determines the column width for Production Stages on the Planning Board.
Default: Hide Planning Board Summary - By Default the Setting = No and the Summary view is displayed.
Default: Show WiP View in Planning Board Summary - By Default the Setting = No and the Summary panel is visible.
Editing allowed - Default: Yes. This setting determines whether or not you can edit the tasks on the Planning Board.
Settings - Access Allowed - Default: Yes. This setting determines whether or not you have access to change Planning Board settings.
Visible Production Stages - This is where the Production Stages that need to be seen by you are added. Click Edit and select the Production Stages that need to be seen from the Available Stages list and click the right-arrow to add them to the Visible Stages list.
This is where the default output Templates (more here) can be uploaded for the following modules:
Customer Age Analysis
Customer Credit Notes
Customer Invoices
Delivery Notes
Purchase Orders - Active
Purchase Orders - Pending
Quotations
Sales Orders
Transfer Orders
Work Orders
This specifies what access is allowed to the Point of Sale module, relative to the user's role.
Access Allowed - Default: Access Denied.
Operator - You have access to process payments on POS. They can create and complete orders, and perform Cash Ups.
Supervisor - You have unrestricted access to transactions in POS and can create and complete Cash Ups.
Access Denied - You cannot access POS.
Add Custom Item - If Yes, the User is allowed to add a Custom Item from the POS Interface.
Change Quantity on Items - If Yes, the User is allowed to change Item Quantities from the POS Interface.
Default Inventory Location - This is where the default Inventory Location is listed. This setting specifies the location from which stock will be allocated for POS transactions by this user.
Delete Items - If Yes, the User is allowed to delete an Item from the POS Interface.
Edit Items - If Yes, the User is allowed to Edit an Item from the POS Interface.
Login - PIN No. - Should there be more than one user, PIN login numbers are used to grant multiple user access. Enter the user's unique PIN here.
Zero the price on Items - If Yes, the User is allowed to set the Item's price to zero from the POS Interface.
This specifies what access is allowed to the Workflows (more here) and Workspace (more here) modules, relative to the user role.
Auto refresh - Seconds (0 = Manual Refresh) - This is to set when BOS auto refreshes the Workspace.
Default: Open Reminders when the program opens - Default: No. This will open the Reminders module when BOSPrint is opened.
Default: View other user's Reminders - Default: No. When Yes, The User filter in Reminders is enabled, allowing you to view other User's Reminders.
Side Window width in pixels (Minimum 472px) - Default: 472. This determines the width of the Workspace window in pixels.
Supervisor access (Select Modules) - Supervisor access allows you to delete Workflows. This setting determines which modules are accessible at a Supervisor-level. Click Edit and select the required modules from the Available Modules list, and click the right-arrow to move them into the Selected Modules list.
User access (Select Modules) - User access allows you to create Workflows, but not delete them. This determines which modules are accessible at a user-level. Click Edit and select the required modules from the Available Modules list, and click the right-arrow to move them into the Selected Modules list.
This specifies what access is allowed to the Dashboard (more here) and Reports modules (more here), relative to the user's role.
Dashboard - Automatic Refresh - Default: No. If Yes, the Dashboard will automatically refresh every 5 min.
Dashboard - Columns - The Dashboard will displays Report Charts in an ordered grid of Rows and Columns, here you can specify the amount of columns to be displayed.
Dashboard - Reports (ReportID eg. 1,2,3) - An ordered list of Reports to display on the Dashboard - comma separated ID’s.
Dashboard - Rows - The Dashboard will displays Report Charts in an ordered grid of Rows and Columns, here you can specify the amount of rows to be displayed.
Edit Reports - Access Allowed - If Yes, the User is allowed to Edit Reports.
Reports - Access Allowed -This determines which Reports you can view. Click Edit and select the required Reports from the Available Reports list, and click the right-arrow to move them into the Visible Reports list. See image below:
This specifies what access is allowed to these settings, relative to the user's role.
Asset Register - Access Allowed - Default: Yes. This allows or restricts access to add and delete assets in the Asset Register module.
Branches - Access Allowed - This allows you to determine which branch (own or all) this staff member can see, if Branches has been created: Settings > General > Branches > Edit > Add.
Delivery Notes - Access Allowed - Default: Yes. This allows or restricts access to create Delivery Notes in the Delivery Notes module.
Production Times - Access Allowed - Default: Yes. This allows or restricts access to Production Times.
QuickEasy Form Designer - Access Allowed - Default: No. This allows or restricts access to the QuickEasy Form Designer.
This specifies what access is allowed to HR.
Leave - Access Allowed - This restricts / allows access to the Leave module.
Staff Summary - Access Allowed - This restricts / allows access to Staff Summary.