Settings groups allow you to configure the behaviour of different groups of users so that they only have access to the codes they need when they are processing new transactions. This not only means that transactions are less likely to have the wrong codes accidentally assigned to them, but makes processing invoices, credit notes and orders much quicker and simpler.
Settings groups are assigned to layouts, and the codes you can configure within a settings group depend on the type of layout (ie. invoice, credit note, or order) and the fields that you have configured within that layout. You can apply default codes to a settings group, as well as restrict a settings group’s access to certain codes.
When creating a new order, your Marketing team may only need to use the ‘PR and Advertising’ and ‘Events’ account codes, while your Sales team may only need to use the ‘Promotions’ account code. You can create a separate settings group for each team within your Order layout, and restrict their access to the account codes that aren’t relevant to them so that they will only see the ones they need.
In the case of the marketing team, you might also want to set the default account code value to ‘PR and Advertising’ if the team makes most of their orders using that code. This means that all new orders they create will default to the ‘PR and Advertising’ account code, unless they select the ‘Events’ code which is also available to them.
Follow the steps below to create a settings group.
From the iCompleat homepage, click ‘Configuration’.
Select ‘Manage Layouts’.
Select the layout you would like to assign a settings group to.
We’ll select the invoice layout for this example.
Click the Settings Groups tab.
Click ‘New settings group’.
Give your settings group a name.
Click on a header or line field to configure its behaviour for the settings group.
We'll select Account Code.
Select an optional default value.
This is the value that will be used by default for users in the settings group. You may leave this blank if you do not wish to assign a default value.
Click the toggle to select whether you would like to restrict any values in the selected field.
If you choose ‘yes’, click the tick box next to each value you would like to restrict for the settings group. These values will not be available to users in the settings group when they process transactions that use this layout.
Select any other header or line fields you would like to configure behaviour for, and edit the default value and restricted values as before.
We'll restrict the values for the Department field.
When you are happy with the fields you have configured, click ‘Assign Users’.
Click the drop-down menu and select a user to add to the settings group.
Click the plus icon to add the user you just selected to the settings group.
A user can only be in one settings group at a time. If you try to add a user to a settings group who is already in a settings group, a message will appear giving you the option to either remove them from the previous settings group and add them to the new one you have created, or leave them in the existing settings group.
When you are happy with the users you have added to the settings group, click ‘OK’.
Click ‘OK' to save your changes.
Click ‘Save Settings Group’.
Your settings group is now assigned to the layout, and will be effective as long as the layout is set to active. You can click on the settings group to edit it again at any time.