How to limit inventory information access

Shop personnel can easily lookup retail inventory information from the main menu by simply pressing the F4 function key. The information displayed is not sensitive and suitable to be shared with customers. For addition inventory details the user may need to visit the inventory form.

Many shop owners wish to limit access to sensitive Inventory edit form to only specific folks in the store. This can easily be done through the ProfitSystem security tasks/actions. Access is controlled by the INVUPDATE, RETLEDIT, RETLINV RENTINV, RENTSCW and RENTITEM, INVRENTEDIT security group codes.

The security group tasks to be set for inventory access.

Users must be assigned action INVUPDATE enabled to edit any inventory (does not allow for deletion). Disabled for a operator, allows the operator to view the inventory minus COST and other key information. INVUPDATE disabled, a user can access the Inventory-> Style and SCW forms but cannot see sensitive information as cost, nor are capable of making any modifications. Security action INVDEL when enabled for an operator, allows the operator to delete any inventory item. Only owners and inventory managers should have deletion access. The security action INVRENTEDIT allows operators access to rental tab for edits of rental item details.

Disable RENTINV to stop user access to the inventory->Rental Tab.. RENTSCW stops access to Rental sizes and RENTITEM stops access tor rental bar-code/serial id statistics forms. NVRENTEDIT must also be enabled to edit the rental tab info.

A. No Inventory form access
uncheck RETLINV
uncheck RETLEDIT
uncheck INVUPDATE
uncheck INVDEL

B. Access Inventory form, but no editing, see limited info
check RETLINV
uncheck RETLEDIT
uncheck INVUPDATE
uncheck INVDEL

C. Access Inventory form and all edits of Detail tab data, but no editing of SCW info
check RETLINV
uncheck RETLEDIT
check INVUPDATE
uncheck INVDEL

D. Full Access to Inventory & SCW forms with full editing
check RETLINV
check RETLEDIT
check INVUPDATE
check INVDEL

Operation

Once the security tasks are set, it is always a good practice to attempt to access it as the security group attempting to limit and test the settings to insure they work as intended. If a Employee is set to Access Inventory form, but no editing clicks on the Inventory button, they will be prompted to enter a Username and Password. They will be denied entry. They must then hit the ESC key. Another Username and Password prompt will appear, but again they must hit the ESC key. THEN the Inventory screen will appear.

However, when they click on the Style tab, they will see only the basic information about that item, including the Retail Price, but they will NOT see any cost information, NOR will they be able to make any changes of any kind to the item. They won't even be able to add a new item. The only thing they will be able to do is add Notes. In addition, the entire Statistics tab will be hidden.