All about the Ascend User permissions
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A
Advanced Payments
Ability to use a payment which was classified as “advanced.”
Allow Commands in SQL Query Window
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.
B
Backup Database
Ability to manually back up the database.
C
Cash to Deposit
Ability to manually Enter Cash to Deposit or perform Cash Reconciliation for a workstation.
Categories
Ability to manage categories, or to assign a product to a category.
Commissions
Ability to assign a commission rate or spiff value to a product record.
Cost View - DBExplorer
Ability to view cost information in the Database Explorer screen.
Cost View - Sales Discount Window
Ability to view cost information in a transaction's Discount Calculator dialog box (keyboard F9).
Cost View - Trek Order Grids
Ability to view cost information in the Order Grids screen. Sherpa tip: To restrict the viewing of cost in the Sale and Work Order screens, disable the Products / Vendor Products- Edit permission.
Customer Groups - Add/Edit
Ability to fully manage Customer Groups and their memberships.
Customer Groups - Add/Remove Members From Customer Record
Ability to manage (from the Customer Editor) Customer Groups in which a customer is a member.
Customer Groups - View
Ability to view Customer Groups and their memberships.
Customers
Ability to manage customer information and records.
D
Database Explorer
Ability to access the Database Explorer screen (keyboard F4).
Deposits, Layaways, Rentals, Quotes and Work Orders
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
Ability to open the cash drawer outside of a transaction (keyboard F9).
Discounts - Manage Reasons
Ability to manage Options > Sales and Returns > Discounts > Reasons.
E
eCommerce Import
Ability to manage eCommerce sales.
Employee Time Clock - Punch Out
Ability to punch out any user who is currently punched in. Sherpa tip: All employees are able to punch themselves out.
I
Import/Export Data
Sherpa tip: 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
Ability to access Trek Order Grids.
Inventory Adjustment Types - Edit
Ability to edit the QuickBooks® account assigned to an inventory adjustment type (e.g. Donation, Shop-Use, Warranty Resolution, etc.). Sherpa tip: 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
Ability to view all inventory adjustments types currently in your system. Sherpa tip: 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
Ability to Manually Create an Inventory Adjustment. Sherpa tip: 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
Ability to view inventory adjustments which were previously entered into the system. Sherpa tip: 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
Ability to view, add, and Edit kits. Sherpa tip: 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
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
Ability to manage store contact information. Sherpa tip: This information is printed at the top of receipts. This information is automatically shared between locations.
M
Maximum Discount
Highest percentage an employee is allowed to manually discount a transaction. Sherpa tip: 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
Ability to manage items in the Messages pane When activated, this pane displays at the bottom of the Ascend Desktop. Sherpa tip: To activate the Messages pane: From the Ascend Desktop, select the View menu > Messages.
Multi-Store
Ability to access all functions which deal with integrating multiple locations.
Multi-Store - Remote Product Lookup Only
Ability to only view product quantities at another store location. Restricts access to all other multi-store functions.
Multi-Store - Transfers Check-in
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
Ability to check products out of inventory for transfer to another store location. Restricts access to all other multi-store functions.
P
Payment Types
Ability to manage payment types which can be applied to transactions.
Payouts
Ability to manage payouts.
Products / Vendor Products - Add/Edit Master Data
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
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
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
Ability to view (but not manage) an existing product record.
Promotion
Ability to manage sales promotions.
Purchase on Account - Manage Accounts
Ability to access and manage customer accounts (Purchase on Account).
Purchase on Account - Edit Customer Eligibility
Ability to update customer account (Purchase on Account) status.
Purchase on Account - View Accounts
Allows users to view, but not edit, customer account information such as account status, credit limit, credit remaining, outstanding transactions, etc. Sherpa tip: The Advanced Payments permission must be enabled in order for the user to access purchase on account functions.
R
Remove/Restore Data
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
Allows users to access the Ascend HQ reporting platform.
Reporting - Customer/Product Query Tools
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
Ability to access ALL built-in reports.
Reports - End of Day Only
Ability to access only built-in reports in the End of Day section.
Reports - Online Reports - All
Ability to access ALL Ascend online (web-based) reports (AOR).
Reports - Online Reports - Customer Transaction History
Ability to access only the Customer Transaction History online report (AOR).
Reprint Signature Receipt
Ability to reprint a customer’s signature receipt (Credit Card, Trek Card, Financing, etc.).
Reservations - Edit Remote Data
Reservations - Manage
Ability to add, edit, or remove customer Reservations.
Reservations - Manage Collections
Ability to add, edit, or remove reservation Collections.
Reservations - Manage Rates
Ability to add, edit, or remove Rental Rate Programs and Rental Items.
Reservations - Manage Resources
Ability to add, edit, or remove Rental Products and Rental Items.
Reservations - Override
Ability to adjust check in and check out dates and times on open Reservations.
S
Sales - Add
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 - Edit
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
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
Ability to access the Scheduler (Ascend’s basic calendar feature).
Serialization - Add
Ability to add product serial numbers.
Serialization - Edit
Ability to Edit product serial numbers. Sherpa tip: Assign this permission to all mechanics.
Serialization - View
Ability to view (but not manage) serial numbers previously entered in the system. Sherpa tip: Assign this permission to all mechanics.
System Tools
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
Allows users to activate a new Sales Tax Rate or edit an existing Sales Tax Rate.
Taxation - Edit Customer Tax Exceptions
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
Ability to override the default tax rate on items at the time of purchase.
Time Clock
Ability to manage time clock entries for all employees.
Trek Credit Card Application
Ability to process Trek credit card quick applications (keyboard Ctrl+T).
U
Users - Edit Local Users
(multi-store retailers) Ability to manage permissions for system user accounts (employees) which are assigned to the current location.
Users - Master User
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
Ability to install a new version of Ascend.
V
Vendor Orders
Ability to manage vendor orders (purchase orders).
Sherpa tip: Users also need the Database Explorer permission to access orders to receive.
Vendor Updates
Ability to use the Update Vendor Products utility. Sherpa tip: 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
Ability to manage contact records for vendors.
Voids
Ability to remove integrated credit or gift card payments from a transaction.
W
Warranty
This permission is currently inactive.
Work Order Scheduling Override
The ability override the maximum number of work orders scheduled for a single day.
Z
Zip Codes
Ability to manage the customer Zip Code list. Sherpa tip: When a ZIP/Postal Code is entered in the Customer Editor, City is automatically entered.
Additional Resources
Article: Add a new user