About roles and job functions

A job function denotes permission to perform one or more specific tasks or access one or more areas of Vision. Examples of job functions include Order Entry (which allows a user to enter orders) and Price Hold Override (which allows a user to override price holds).

A role is a group of job function settings. A security manager can grant or revoke roles to individual users. Examples of roles are Customer Service Manager and Customer Service Representative.

To search on this page

Descriptions of each job function, as well as the role(s) that have the job functions in the standard installation of Vision, are provided below. Note that you can have job functions assigned to different roles to fit your company's particular needs.

You may want to quickly search for a particular job function, role, or privilege on this page.

  1. In the search box below, type the exact word (or several words).

  2. Click Find. The first occurrence of your entry will be highlighted.

  3. To search for the next occurrence, press Alt + S.

 

Job function

Corresponding privilege(s) for this job function

Role needed to have this job function

Accounts Payable

Access the following:

  • Vendor Profile screen of the Accounts Payable tab

  • Receivers screen of the Accounts Payable tab

  • Current Voucher screen of the Accounts Payable tab

Either of the following:

  • Accounts Payable Clerk

  • Accounts Payable Manager

Billing Code Maintenance

Access the Billing Codes screen of the Customer Maintenance tab. For more information, refer to Add or delete billing codes.

Any of the following:

  • Customer Service Associate

  • Customer Service Manager

  • Customer Service Supervisor

C/M Entry

Create credit memo (C/M) pickup orders.

This job function enables a user to select the C/M Pickup option from the Order Type area of the Current Order screen of the Customer Service tab. For more information, refer to Specify the order type.

Any of the following:

  • Customer Service Associate

  • Customer Service Manager

  • Customer Service Supervisor

C/M One Step

Create credit memo (C/M) one-step orders.

This job function enables a user to select the C/M One Step option from the Order Type area of the Current Order screen of the Customer Service tab.  For more information, refer to Specify the order type.

Either of the following:

  • Customer Service Manager

  • Customer Service Supervisor

C/M Void

Void credit memos (C/Ms).

This job function enables a user to void a credit memo on the Recent Transactions screen of the Customer Service tab by right-clicking it and selecting Void on the shortcut menu. For more information, refer to Void a credit memo or an invoice.

Either of the following:

  • Customer Service Manager

  • Sales Manager

Cancel Picker

Cancel pickers.

This job function enables a user to cancel a picker on the Recent Transactions screen of the Customer Service tab by right-clicking it and selecting Cancel Picker on the shortcut menu. For more information, refer to Cancel a picker for a release.

Customer Service Manager

Cash Receipts

Access the Cash Receipt screen of the Accounting tab.

Accounting Manager

Company Override

Access the Company drop-down list on the Current Order screen of the Customer Service tab. If you do not have this job function, you cannot override the company selected in this list. For more information, refer to Specify the company.

Any of the following:

  • Customer Service Associate

  • Customer Service Manager

  • Customer Service Representative

  • Customer Service Supervisor

Contract Maintenance

Access the Contracts folder, which is in the Maintenances Forms folder on the Pricing Configuration screen of the Pricing tab. For more information, refer to Working with the Pricing tab.

Contract Manager

Core Bank Override

Enter a line item for a core return on the Current Order screen of the Customer Service tab even though the selected customer does not have sufficient quantity in the core bank for that product. For more information, refer to About core return line items.

Customer Service Manager

Credit Card Access

Access the fields in the Credit Card area on the Master screen, the Ship To Preferences screen on the Customer Maintenance tab.

Without this job function, you cannot add or modify credit card information for a customer on the Customer Maintenance tab.

Any of the following:

  • Credit Manager

  • Customer Service Associate

  • Customer Service Manager

  • Customer Service Supervisor

Credit Hold Override

Override a credit hold on the Current Order screen of the Customer Service tab. For more information, refer to Credit checks.

If you do not have this job function and an order does not meet a credit check, then the order is placed on credit hold. In addition, a follow-up activity is created for this order.

Customer Service Manager

CRM

Access the CRM Management tab. For more information, refer to Working with the CRM Management tab.

CRM Manager

CRM Mobile

Access the Delivery Status screen of the Customer Service tab. The Delivery Status screen is used with TSH PocketVision POD.

Mobile Delivery

Customer Lookup

Access the following:

  • Customer Profile screen of the Customer Service tab

  • Ship Tos screen of the Customer Service tab

  • Recent Transactions screen of the Customer Service tab

  • Order Inquiry screen of the Customer Service tab

  • AR Inquiry screen of the Customer Service tab

For more information, refer to Working with the Customer Service tab.

Any of the following:

  • Customer Service Associate

  • Customer Service Manager

  • Customer Service Representative

  • Customer Service Supervisor

  • FAD Customer Service Representative

  • Sales Associate

  • Sales Manager

Customer Maintenance

Access the following:

  • Search screen of the Customer Maintenance tab

  • Master screen of the screen of the Customer Maintenance tab

  • Accounting screen of the Customer Maintenance tab

  • Pricing screen of the Customer Maintenance tab

  • Preferences screen of the Customer Maintenance tab

  • Ship To Main screen of the Customer Maintenance tab

  • Ship To Pricing screen of the Customer Maintenance tab

  • Ship To Preferences screen of the Customer Maintenance tab

  • Contacts screen of the Customer Maintenance tab

For more information, refer to Working with the Customer Maintenance tab.

Any of the following:

  • Accounting Manager

  • Credit Manager

  • Customer Service Associate

  • Customer Service Manager

  • Customer Service Supervisor

File Maintenance Admin

Access the Dealer Information maintenances, which is available from the System Configuration screen of the Vision Configuration tab. For more information, refer to Working with the Vision Configuration tab.

Security Manager

File Maintenance CRM

Access the following:

CRM Manager

File Maintenance Customer

Access the following:

  • Customer Type maintenance, which is available from the Customer Information folder on the System Configuration screen of the Vision Configuration tab.

  • Map Location maintenance, which is available from the Customer Information folder on the System Configuration screen of the Vision Configuration tab.

For more information, refer to Working with the Vision Configuration tab.

Either of the following:

  • Accounting Manager

  • Customer Service Manager

File Maintenance Employee

Access the Employees maintenance, which is available from the Miscellaneous Information folder on the System Configuration screen of the Vision Configuration tab. For more information, refer to Working with the Vision Configuration tab.

Personnel Maintenance

File Maintenance GL

Access the GL Control Numbers maintenance, which is available from the Miscellaneous Information folder on the System Configuration screen of the Vision Configuration tab.

Accounting Manager

File Maintenance OE

Access the following on the System Configuration screen of the Vision Configuration tab:

  • Order Message maintenance, which is available from the Miscellaneous Information folder. For more information on order messages, refer to Create or modify standard order messages.

  • Alpha Product maintenance, which is available from the Product Information folder.

  • Inventory Reason Code maintenance, which is available from the Product Information folder.

  • Miscellaneous Sort Code maintenances, which is available from the Product Information folder.

  • Pricing Class maintenance, which is available from the Product Information folder.

  • Product Class maintenance, which is available from the Product Information folder.

  • Product OE maintenance, which is available from the Product Information folder.

  • Product Types maintenance, which is available from the Product Information folder.

  • UOM Titles maintenance, which is available from the Product Information folder.

For more information, refer to Working with the Vision Configuration tab.

Customer Service Manager

File Maintenance Warehouse

Access the following:

  • Manufacture Abbreviation maintenance, which is available from the Product Information folder on the System Configuration screen of the Vision Configuration tab.

  • Warehouse maintenance, which is available from the System Configuration screen of the Vision Configuration tab.

For more information, refer to Working with the Vision Configuration tab.

Warehouse Manager

Freight Allocation

Allocate the freight amount for an entire shipment received through the Receive by Shipment option in Vision Back Office.

When you allocate freight to a receiver, the system determines the average freight amount per product, and that average is allocated to each of the products on the receiver that arrived in your warehouse.

For more information, refer to Allocate freight for a receiver.

Either of the following:

  • Accounts Payable Clerk

  • Accounts Payable Manager

Great Plains

Connect Microsoft Business Solutions Great Plains with Vision.

Accounting Manager

Invoice Rebill

Create rebill orders.

This job function enables a user to select the Rebill option from the Order Type area of the Current Order screen of the Customer Service tab.  For more information, refer to Specify the order type.

Either of the following:

  • Customer Service Manager

  • Customer Service Supervisor

Invoice Void

Void invoices.

This job function enables a user to void an invoice on the Recent Transactions screen of the Customer Service tab by right-clicking it and selecting Void on the shortcut menu. For more information, refer to Void a credit memo or an invoice.

Either of the following:

  • Customer Service Manager

  • Sales Manager

Map Location Override

Override the default map location in the Map Location drop-down list on the Current Order screen of the Customer Service tab.

If you do not have this job function, you cannot access the Map Location drop-down list; the map location displayed is taken from the Map Location drop-down list selected for the ship to location on the Ship To Maint screen of the Customer Service tab.

For more information, refer to description of the Map Location drop-down list on the Ship To Main screen of the Customer Maintenance tab.

Any of the following:

  • Customer Service Associate

  • Customer Service Manager

  • Customer Service Supervisor

Mobile

Download routes and manifests to TSH PocketVision POD devices from your Vision system.

In addition, this job function enables you to upload signatures taken as deliveries are made. The signatures are uploaded to the Vision system.

Either of the following:

  • General Role (assign to all users)

  • Mobile Delivery

Notify Credit Hold

Receive a message that the order currently being entered will go on credit hold, if appropriate. This message will be displayed even if the user does not have the Credit Hold Override job function.

FAD Customer Service Representative

OE Payments

Add payment information such as cash amount, check amount, and credit card information on the Order Payment dialog box for an order. To access the Order Payment dialog box, click the Payments button on the Current Order screen of the Customer Service tab.

If you do not have this job function, the Payments button is not available.

For more information, refer to Add payment information to the order.

Any of the following:

  • Customer Service Associate

  • Customer Service Manager

  • Customer Service Representative

  • Customer Service Supervisor

On Account Payment

Access the On Account Payment screen on the Customer Service tab to apply payments (cash, check, or charge) to a customer's account.

Customer Service Manager

One Step

Create one-step orders.

Select the One Step option from the Order Type area of the Current Order screen of the Customer Service tab.  For more information, refer to Specify the order type.

Either of the following:

  • Customer Service Manager

  • Customer Service Supervisor

Order Activity Notes

Add notes to an order. For more information on adding notes to an order, refer to the following:

Note: In order to be able to view existing order notes, you do not need any special security privileges.

Either of the following:

  • Customer Service Manager

  • Sales Manager

Order Entry

Enter a new order using the Current Order screen of the Customer Service tab. For more information, refer to Working with the Customer Service tab.

Any of the following:

  • Customer Service Associate

  • Customer Service  Manager

  • Customer Service Representative

  • Customer Service Supervisor

  • FAD Customer Service Representative

Order Maint

Make changes to an existing order on the Current Order screen of the Customer Service tab. For more information, refer to Working with the Customer Service tab.

Any of the following:

  • Customer Service Manager

  • Customer Service Supervisor

  • Purchasing Manager

Override BO

Permit a backorder for a warehouse even though that warehouse is set up to prohibit them. For more information, refer to Overview of line item sourcing.

Customer Service Manager

Override Company Filter

When a user is searching for a customer, this job function permits the user to override the My Companies filter. For more information, refer to the description of the Valid Companies list in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab.

CRM Manager

Override Salesman Filter

When a user is searching for a customer, this job function permits the user to override the My Sales Representatives filter. For more information, refer to the description of the Valid Sales People list in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab.

CRM Manager

PO Cost Check

Access the PO Cost Matching screen of the Purchasing tab.

Purchasing Manager

PO Entry

Access the PO Entry screen of the Purchasing tab.

Purchasing Manager

Price Hold Override

Remove a price hold on the Current Order screen of the Customer Service tab. For more information, refer to Price Holds.

Customer Service Manager

Pricing Maintenance

Access the following:

  • Pricing Configuration screen of the Pricing tab

  • Pricing Inquiry screen of the Pricing tab

  • Pricing Model screen of the Pricing tab

  • ABC Model screen of the Pricing tab

For more information, refer to Working with the Pricing tab.

Pricing Manager

Product Cost Override

Override the cost of a product in the line item area on the Current Order screen of the Customer Service tab.

Either of the following:

  • Customer Service Associate

  • Customer Service Manager

  • Customer Service Supervisor

Product Lookup

Access the Product screen on the Customer Service tab.

For more information, refer to Add a product to the current order.

Any of the following:

  • Customer Service Associate

  • Customer Service Manager

  • Customer Service Representative

  • Customer Service Supervisor

  • FAD Customer Service Representative

  • Sales Associate

  • Sales Manager

Product Maint (Global)

Access the following:

Either of the following:

  • Purchasing Manager

  • Warehouse Manager

Product Maint (Warehouse)

Access the following:

  • Product Management tab to maintain warehouse products. For more information, refer to Working with the Product Management tab.

  • ROP Factors tab on the Product Management tab or the Purchasing tab.

Any of the following:

  • General Corporate Buyer

  • Purchasing Manager

  • Warehouse Manager

Product Price Override

Override the price of a product in the line item area on the Current Order screen of the Customer Service tab.

If you do not have this job function, the Override Price check box on the Current Order screen is not available. For more information, refer to Override a price.

Any of the following:

  • Customer Service Associate

  • Customer Service Manager

  • Customer Service Supervisor

Purchasing Schedule

Access the Purchasing Schedule screen on the Purchasing tab. For more information, refer to Set up a purchasing schedule.

Purchasing Manager

Quote Entry

Create supply quotes.

This job function enables a user to select the Quote option from the Order Type area of the Current Order screen of the Customer Service tab.  For more information, refer to Specify the order type.

Any of the following:

  • Customer Service Manager

  • Customer Service Supervisor

  • Furniture Project Manager

ROP Maintenance

Access the following:

Purchasing Manager

Security

Access the User Maintenance on the Security Maintenance screen of the Vision Configuration tab to grant or revoke roles to individual users of Vision in order to broaden or limit their access to different parts of the software. For more information, refer to Set up users on your Vision system.

Security Manager

Send Ack

Send order and backorder acknowledgments on demand from the Recent Transactions screen of the Customer Service tab. For more information, refer to Send or resend order documents such as acknowledgments and quotes.

Any of the following:

  • Customer Service Associate

  • Customer Service Manager

  • Customer Service Supervisor

Service Shop Tables

Update the data in your Yes Management System with data in your Vision system, and vice versa. For more information, refer to Overview of integrated service shop management.

Service Shop Integration

System Admin

Access the following on the Security Maintenance screen of the Vision Configuration tab:

  • Forms Maintenance, which is available from the Security Configuration folder

  • Job Function Maintenance, which is available from the Security Configuration folder

  • Role Maintenance, which is available from the Security Configuration folder

  • Tabs Maintenance, which is available from the Security Configuration folder

For more information, refer to Working with the Vision Configuration tab.

ConX Administrator

User (General Purpose)

Access the following:

  • Home Page screen on the Home Page tab

  • Customer Profile screen on the Home Page tab

  • Vision Back Office screen on the Home Page tab

For more information, refer to Working with the Home Page tab.

Any of the following:

  • Credit Manager

  • Customer Service Manager

  • Customer Service Supervisor

  • General Role (assign to all users)

  • Personnel Maintenance

  • Service Shop Integration

Voucher Approval

Access the Approve Vouchers screen on the Accounts Payable tab to review vouchers and approve them for payment.

Accounts Payable Manager

Voucher Entry

Access the Voucher Entry screen on the Accounting tab.

Accounting Manager

Warehouse Override

Access the Warehouse drop-down list on the Current Order screen of the Customer Service tab. If you do not have this job function, you cannot override the warehouse selected in this list. For more information, refer to Specify the warehouse.

In addition, this job function enables you to override the company and warehouse on the log-on screen of the Receive by Shipment option in Vision Back Office. For more information, refer to Overview of Receive by Shipment.

Any of the following:

  • Customer Service Associate

  • Customer Service Manager

  • Customer Service Representative

  • Customer Service Supervisor

  • Warehouse Manager

Warranty Maintenance

Access the following:

General Corporate Buyer

Web Integration

Access an e-catalog that is integrated with Vision. For more information, refer to Overview of electronic catalogs.

Web Integration Processing

 

Related Topics

Set up users on your Vision system

Sample screen: User Maintenance