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All about the Ascend User permissions

A

Advanced Payments

Recommended permission for administrators & managers
Ability to use a payment which was classified as “advanced.”


B

Backup Database

Recommended permission for administrators & managers
Ability to manually back up the database.


C

Cash to Deposit

Recommended permission for administrators & managers
Ability to manually Enter Cash to Deposit or perform Cash Reconciliation for a workstation.


Categories

Recommended permission for administrators & managers
Ability to manage categories, or to assign a product to a category.


Commissions

Recommended permission for administrators & managers
Ability to assign a commission rate or spiff value to a product record.


Cost View - DBExplorer

Recommended permission for administrators & managers
Ability to view cost information in the Database Explorer screen.


Cost View - Sales Discount Window

Recommended permission for administrators & managers
Ability to view cost information in a transaction's Discount Calculator dialog box (keyboard F9).


Cost View - Trek Order Grids

Recommended permission for administrators & managers
Ability to view cost information in the Order Grids screen. Note: To restrict the viewing of cost in the Sale and Work Order screens, disable the Products / Vendor Products- Edit permission.


Customer Groups - Add/Edit

Recommended permission for administrators
Ability to fully manage Customer Groups and their memberships.


Customer Groups - Add/Remove Members From Customer Record

Recommended permission for administrators & managers
Ability to manage (from the Customer Editor) Customer Groups in which a customer is a member.


Customer Groups - View

Recommended permission for administrators, managers, & cashiers
Ability to view Customer Groups and their memberships.


Customers

Recommended permission for administrators, managers, & cashiers
Ability to manage customer information and records.


D

Database Explorer

Recommended permission for administrators, managers, & cashiers
Ability to access the Database Explorer screen (keyboard F4).


Deposits, Layaways, Rentals, Quotes and Work Orders

Recommended permission for administrators, managers, & cashiers
Ability to view, add, and edit the following transaction types:

  • Deposits
  • Layaways
  • Rentals (the transaction created from a Reservation - this permission does not control the ability to manage Reservations)
  • Quotes
  • Work Orders


Desktop Cash Drawer

Recommended permission for administrators & managers
Ability to open the cash drawer outside of a transaction (keyboard F9).


Discounts - Manage Reasons

Recommended permission for administrators
Ability to manage Options > Sales and Returns > Discounts > Reasons.


E

eCommerce Import

Recommended permission for administrators, managers, & cashiers
Ability to set up eCommerce Import in Options.


Employee Time Clock - Punch Out

Recommended permission for administrators & managers
Ability to punch out any user who is currently punched in. Note: All employees are able to punch themselves out.


I

Import/Export Data

Recommended permission for administrators & managers
Note: This permission is not included in the Manager permission level preset.

Ability to import/export data records, including:

  • Vendor product records (a product's ordering information)
  • In-store product records (a product's inventory information)
  • Customer records (contact information)
  • QuickBooks® General Ledger Summary files (accounting information for a specified date range)
  • Product file for the inventory scanner
  • Scan files for inventory reconciliation


Integration - Trek Bike / Parts Grids

Recommended permission for administrators & managers
Ability to access Trek Order Grids.


Inventory Adjustment Types - Edit

Recommended permission for administrators
Ability to edit the QuickBooks® account assigned to an inventory adjustment type (e.g. Donation, Shop-Use, Warranty Resolution, etc.). Note: Use manual inventory adjustments to record when a product is removed from or added to inventory outside the standard practices of ordering, receiving, and selling product. Examples of inventory adjustments include product donations and designating products for internal store use.


Inventory Adjustment Types - View

Recommended permission for administrators & managers
Ability to view all inventory adjustments types currently in your system. Note: Use manual inventory adjustments to record when a product is removed from or added to inventory outside the standard practices of ordering, receiving, and selling product. Examples of inventory adjustments include product donations and designating products for internal store use.


Inventory Adjustments - Add

Recommended permission for administrators & managers
Ability to Manually Create an Inventory Adjustment. Note: Use manual inventory adjustments to record when a product is removed from or added to inventory outside the standard practices of ordering, receiving, and selling product. Examples of inventory adjustments include product donations and designating products for internal store use.


Inventory Adjustments - View

Recommended permission for administrators & managers
Ability to view inventory adjustments which were previously entered into the system. Note: Use manual inventory adjustments to record when a product is removed from or added to inventory outside the standard practices of ordering, receiving, and selling product. Examples of inventory adjustments include product donations and designating products for internal store use.


K

Kits

Recommended permission for administrators & managers
Ability to view, add, and Edit kits. Note: Kits are used to sell multiple products under a single promotional price, e.g. an” x for the price of y “sale (two pairs of socks for the price of one).


L

Linking and Merging

Recommended permission for administrators & managers
Ability to manually merge one database record into another record (e.g. duplicate records for a single product exist; one record must be manually merged into the other record), and to re-categorize products en masse.


Locations

Recommended permission for administrators
Ability to manage store contact information. Note: This information is printed at the top of receipts. This information is automatically shared between locations.


M

Maximum Discount

Recommended permission for administrators, managers, & cashiers
Highest percentage an employee is allowed to manually discount a transaction. Note: By default, a discount percentage of 0% is assigned when a new user is added; the employee cannot apply any amount of discount to a transaction. Promotional discounts (e.g. sales promotions, Customer Group pricing) are automatically applied, regardless of an employee's Maximum Discount.

At 0%, an employee cannot discount a transaction at all.

At 100%, an employee can apply any discount amount to the transaction.


Messages

Recommended permission for administrators, managers, & cashiers
Ability to manage items in the Messages pane When activated, this pane displays at the bottom of the Ascend Desktop. Note: To activate the Messages pane: From the Ascend Desktop, select the View menu > Messages.


Multi-Store

Recommended permission for administrators & managers
Ability to access all functions which deal with integrating multiple locations.


Multi-Store - Remote Product Lookup Only

Recommended permission for administrators, managers, & cashiers
Ability to only view product quantities at another store location. Restricts access to all other multi-store functions.


Multi-Store - Transfers Check-in

Recommended permission for administrators & managers
Ability to check products which were received from another store location into inventory. Restricts access to all other multi-store functions.


Multi-Store - Transfers Check-Out

Recommended permission for administrators & managers
Ability to check products out of inventory for transfer to another store location. Restricts access to all other multi-store functions.


P

Payment Types

Recommended permission for administrators
Ability to manage payment types which can be applied to transactions.


Payouts

Recommended permission for administrators & managers
Ability to manage payouts.


Products / Vendor Products - Add/Edit Master Data

Recommended permission for administrators
Ability to manage information in the Master Data section of the Product Editor, which is shared between all store locations (e.g. Description, UPC, SKU, Category, Brand).

These permissions do not control the modification of product records by import of Microsoft® Excel spreadsheet. Use the Import/Export Data permission to manage user modification of product information using Microsoft® Excel spreadsheets.


Products / Vendor Products - Edit Local Data

Recommended permission for administrators
Ability to manage information in the General or store tab of the Product Editor, which can be configured separately at each store location (e.g. MSRP, Commission, Min/Max).

These permissions do not control the modification of product records by import of Microsoft® Excel spreadsheet. Use the Import/Export Data permission to manage user modification of product information using Microsoft® Excel spreadsheets.


Products / Vendor Products - Edit Remote Data

Recommended permission for administrators
Ability to manage store-specific information for other locations in the Multi-Store tab of the Product Editor (e.g. MSRP, Commission, Min/Max).


Products / Vendor Products - View Only

Recommended permission for administrators, managers, & cashiers
Ability to view (but not manage) an existing product record.


Promotion

Recommended permission for administrators & managers
Ability to manage sales promotions.


Purchase on Account - Manage Accounts

Recommended permission for administrators & managers  
Ability to access and manage customer accounts (Purchase on Account).


Purchase on Account - Edit Customer Eligibility

Recommended permission for administrators & managers
Ability to update customer account (Purchase on Account) status.


Purchase on Account - View Accounts

Recommended permission for administrators & managers
Allows users to view, but not edit, customer account information such as account status, credit limit, credit remaining, outstanding transactions, etc. Note: The Advanced Payments permission must be enabled in order for the user to access purchase on account functions.


R

Remove/Restore Data

Recommended permission for administrators & managers
Ability to remove or restore records stored in the database.

Users must have this permission in order to remove items from a sale.


Reporting - Ascend HQ

Recommended permission for administrators & managers
Allows users to access the Ascend HQ reporting platform.


Reporting - Customer/Product Query Tools

Recommended permission for administrators & managers
Ability to create custom reports based on customer sales history and the product information stored in your system. Excellent tool for analyzing customer purchases for targeted advertising.


Reports

Recommended permission for administrators & managers
Ability to access ALL built-in reports.


Reports – Advanced SQL Query

Ability to run queries which edit data (queries which do not begin with SELECT).

Note: This permission is NOT checked for any users or included in any user template lists. Do not run advanced queries unless you are proficient in the SQL programming language – improperly written SQL commands can cause serious damage your system.


Reports - End of Day Only

Recommended permission for administrators, managers, & cashiers
Ability to access only built-in reports in the End of Day section.


Reports - Online Reports - All

Recommended permission for administrators & managers
Ability to access ALL Ascend online (web-based) reports (AOR).


Reports - Online Reports - Customer Transaction History

Recommended permission for administrators, managers, & cashiers
Ability to access only the Customer Transaction History online report (AOR).


Reports – SQL Query

Recommended permission for administrators
Ability to run custom SQL queries (custom reports AND built-in reports with an orange icon).

Do not run queries which were not provided by Ascend Support. Always run a backup before running any SQL query. Poorly executed SQL commands could damage your system.


Reprint Signature Receipt

Recommended permission for administrators & managers
Ability to reprint a customer’s signature receipt (Credit Card, Financing, etc.).


Reservations - Edit Remote Data

Recommended permission for administrators & managers
Ability to manage customer Reservations created at another location.


Reservations - Manage  

Recommended permission for administrators, managers, & cashiers
Ability to add, edit, or remove customer Reservations.


Reservations - Manage Collections  

Recommended permission for administrators & managers
Ability to add, edit, or remove reservation Collections.


Reservations - Manage Rates  

Recommended permission for administrators & managers
Ability to add, edit, or remove Rental Rate Programs and Rental Items.


Reservations - Manage Resources  

Recommended permission for administrators & managers
Ability to add, edit, or remove Rental Products and Rental Items.


Reservations - Override  

Recommended permission for administrators
Ability to adjust check in and check out dates and times on open Reservations.


S

Sales - Add

Recommended permission for administrators, managers, & cashiers
Ability create new Sales or Return transactions (keyboard F6 or F7).

The Deposits, Layaways, Quotes and Work Orders user permission is required to manage other transaction types.


Sales - Associate Special Orders

Recommended permission for administrators & managers
Ability to associate special orders to an existing order item.


Sales - Edit

Recommended permission for administrators & managers
Ability to manage Sales or Return transactions.

The Deposits, Layaways, Quotes and Work Orders user permission is required to manage other transaction types.


Sales - View

Recommended permission for administrators, managers, & cashiers
Ability to view previously created Sales or Return transactions.

The Deposits, Layaways, Quotes and Work Orders user permission is required to manage other transaction types.


Scheduler

Recommended permission for administrators, managers, & cashiers
Ability to access the Scheduler (Ascend’s basic calendar feature).


Serialization - Add

Recommended permission for administrators & managers
Ability to add product serial numbers.


Serialization - Edit

Recommended permission for administrators & managers
Ability to Edit product serial numbers. Note: Assign this permission to all mechanics.


Serialization - View

Recommended permission for administrators, managers, & cashiers
Ability to view (but not manage) serial numbers previously entered in the system. Note: Assign this permission to all mechanics.


System Tools

Recommended permission for administrators & managers
Ability to access advanced system functions:

  • Database uploads to Ascend support
  • Change System Password
  • Options
  • Reconcile Inventory
  • Technician Settings


T

Tax - Edit Base Tax Rates

Recommended permission for administrators
Allows users to activate a new Sales Tax Rate or edit an existing Sales Tax Rate.


Taxation - Edit Customer Tax Exceptions

Recommended permission for administrators
Allows users to configure Customer Tax Exceptions. These reasons can then be selected when a customer is granted a tax exception.


Tax - Sales Item Tax Override

Recommended permission for administrators & managers
Ability to override the default tax rate on items at the time of purchase.


Time Clock

Recommended permission for administrators & managers
Ability to manage time clock entries for all employees.


Trek Credit Card Application

Recommended permission for administrators
Ability to process Trek credit card quick applications (keyboard Ctrl+T).


U

Users - Edit Local Users

Recommended permission for administrators & managers
(multi-store retailers) Ability to manage permissions for system user accounts (employees) which are assigned to the current location.


Users - Master User

Recommended permission for administrators
Ability to add, edit, or remove system user accounts (employees). (multi-store retailers) Ability to manage permissions for users assigned to any location, and ability to manage which locations a user is assigned to.


Update Ascend

Recommended permission for administrators
Ability to install a new version of Ascend.


V

Vendor Orders

Recommended permission for administrators & managers
Ability to manage vendor orders (purchase orders).
Note: Users also need the Database Explorer permission to access orders to receive.


Vendor Updates

Recommended permission for administrators
Ability to use the Update Vendor Products utility. Note: This utility is only available in the United States. This permission does not control the ability to add and update products via spreadsheet - the Import/Export Data is required for this function.


Vendors

Recommended permission for administrators & managers
Ability to manage contact records for vendors.


Voids

Recommended permission for administrators & managers
Ability to remove integrated credit or gift card payments from a transaction.

Note: Payments can only be removed the same day they were taken. Debit and non-integrated Credit card payments cannot be removed.


W

Warranty

This permission is currently inactive.


Work Order Scheduling Override

Recommended permission for administrators & managers
The ability override the maximum number of work orders scheduled for a single day.


Z

Zip Codes

Recommended permission for administrators
Ability to manage the customer Zip Code list. Note: When a ZIP/Postal Code is entered in the Customer Editor, City is automatically entered.

Additional Resources

Article: Add a new user

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