Who can do what¶
Your login carries one or more roles, and the roles decide which pages open and which buttons appear. Managers assign them. This page is the reference for deciding what a new person needs.
The roles at a glance¶
| Role | Typical person | What they can open |
|---|---|---|
| Sales User | Counter clerk | Dashboard, Point of Sale, Create Order, Pending Order, Cash Drawer, Storage Locations, trade-ins, the 4473 flow, 4473 records, Pending 4473 Orders, Pending Transfer Pickups |
| Sales Manager | Shift lead, owner | Everything Sales User opens, plus Sales Report, Cash Drawer Weekly, Hand-Asserted 4473 Dispositions, and the manager-only buttons listed below |
| Stock User | Receiving helper | Dashboard, Receive Goods, Upload Photos by Serial, Inventory Count, Storage Locations, Firearms In Stock, and the compliance queues |
| Stock Manager | Inventory lead | Everything Stock User has, plus Create Order, Pending Order, Cash Drawer, trade-ins, Distributors, Distributor Orders, and finishing a count |
| Purchase User / Purchase Manager | Buyer | Receive Goods, Distributors, Distributor Orders |
| Item Manager | Merchandiser | Upload Photos by Serial |
| Accounts User / Accounts Manager | Bookkeeper, CPA | Inventory Receipts, Cash Drawer Weekly, Sales Report (Accounts Manager), the GunBroker reports (Accounts Manager), Dashboard and Pending 4473 Orders (Accounts User) |
| System Manager | Owner, administrator | Everything, including FFL Settings, Cash Drawer Settings, MCP Settings, the Payments hub, Extensions and every integration's settings |
The extensions add pages of their own, listed further down. Two more roles, OSA Consignment Dealer and OSA Consignment Peer, belong to the consignment extension and are not for people. See the last rule on this page.
What each page requires¶
| Page | Roles |
|---|---|
| Dashboard | Sales User, Sales Manager, Stock User, Stock Manager, Accounts User, System Manager |
| Point of Sale | Sales User, Sales Manager, Accounts User, Accounts Manager |
| Create Order | Sales User, Sales Manager, Stock Manager, System Manager |
| Pending Order (Orders in the sidebar) | Sales User, Sales Manager, Stock Manager, System Manager |
| Cash Drawer | Sales User, Sales Manager, Stock Manager, System Manager |
| Memberships | Sales User, Sales Manager, Stock Manager, System Manager, Accounts User, Accounts Manager |
| Receive Goods | Stock User, Stock Manager, Purchase User, Purchase Manager, System Manager |
| Upload Photos by Serial | Stock User, Stock Manager, Item Manager, System Manager |
| Inventory Count | Stock User, Stock Manager, System Manager |
| Storage Locations | Sales User, Sales Manager, Stock User, Stock Manager, System Manager |
| Distributors, Distributor Orders | Purchase User, Purchase Manager, Stock Manager, System Manager |
| Payments hub, Extensions | System Manager |
Point of Sale is the one page in that table this system did not write. It is ERPNext's own register and carries ERPNext's own role list, which is why Stock Manager and System Manager are absent from it: a login that has to open the register needs Sales User or Sales Manager on top of whatever else it holds. Accounts User and Accounts Manager are on that list for the same reason — ERPNext put them there, not because bookkeeping needs the register.
Pages that come with an extension¶
These pages exist only while their extension is installed and switched on.
| Page | Extension | Roles |
|---|---|---|
| Consignment Out, Dealer Onboarding | OSA Consignment | Sales Manager, Stock Manager, System Manager |
| Dealer Orders, Consignment In | OSA Consignment | Sales User, Sales Manager, Stock Manager, System Manager |
| Drop-ship Center | OSA Dropship | Purchase User, Purchase Manager, Stock Manager, Item Manager, System Manager |
| Catalog Service | OSA Dropship | Purchase User, Purchase Manager, Stock Manager, System Manager |
| OSA AI Chat | OSA AI | Sales User, Sales Manager, Stock Manager, System Manager |
The store assistant also has its own list of who may use it, in its settings. See The store assistant.
What each report requires¶
| Report | Roles |
|---|---|
| Firearms In Stock | Stock User, Stock Manager, System Manager |
| Pending 4473 Orders | Sales User, Stock User, Stock Manager, Accounts User, System Manager |
| Pending Transfer Pickups | Sales User, Stock User, Stock Manager, System Manager |
| Form 4473 Records (4473 records) | Sales User, Sales Manager, System Manager |
| Sales Report | Sales Manager, Accounts Manager, System Manager |
| Cash Drawer Weekly | Sales Manager, Accounts User, Accounts Manager, System Manager |
| Inventory Receipts | Stock Manager, Purchase Manager, Accounts User, Accounts Manager, System Manager |
| Hand-Asserted 4473 Dispositions | Sales Manager, System Manager |
| GunBroker Cash Basis Adjustments, GunBroker Statement Reconciliation | Accounts Manager, System Manager |
A counter login can run the 4473 and transfer-pickup reports because Sales User also holds report access on the register's invoices and on the bound-book acquisitions. The bound-book disposition list stays closed to Sales User and Sales Manager.
Rules worth knowing¶
Stock Manager cannot run a 4473¶
Stock Manager sits inside the general counter group, so a Stock Manager can build and complete counter orders and see the compliance queues. Running or recording a Form 4473 is narrower on purpose: only Sales User, Sales Manager and System Manager may do it.
Federal recordkeeping
A 4473 is a transaction with a buyer. Stock Manager receives and books inventory but never transacts with one, so that role is deliberately left out of the 4473 group. The same list guards the button at the counter and the bound-book disposition behind it, so the restriction cannot be walked around from another screen.
Opening a page is not always booking on it¶
Some pages open for more roles than may finish the job on them:
- Receive Goods opens for Stock User and the purchase roles, but booking a receipt needs Stock Manager or System Manager.
- Inventory Count lets a Stock User scan. Finishing the count and correcting the stock needs Stock Manager or System Manager.
- Storage Locations lets every counter and stock login look at the store map and move things. Creating zones, adding or removing slots and editing the floor plan need Stock Manager or System Manager.
- A trade-in can be taken by Sales User, Stock Manager and System Manager. A Sales Manager login also needs Sales User. See Trade-ins.
Partner logins never reach the Desk¶
OSA Consignment Dealer and OSA Consignment Peer belong to the consignment extension. They are logins another store's POS uses to report back to this one, not logins for a person. Neither has any Desk access, so they cannot open a page, a list or a report even by typing the address. See Consignment.
Manager-only actions¶
Some buttons check for Sales Manager or System Manager at the moment you click them, regardless of which page you are on:
- Card refund (Void, Refund, Resolve card reversal), Charge saved card and Remove on a saved card, on a counter order's Sales Invoice and the customer. See Taking payment.
- Memberships: creating and changing plans, Needs attention, Retry card, Look up card charge and Cancel, on the Memberships page and the customer's panel. Selling a membership and Take payment are for counter staff.
- Manager Override 4473 on a parked firearm order, whether its 4473 is pending or was done straight in the bound book. See Selling a firearm.
- Redo 4473 on an order whose 4473 is already complete.
- Void Card Charge, Unlock Card Refund and Confirm Portal Refund on a card payment. See Taking payment.
- On the Cash Drawer page: Undo on a cash entry, Undo the last count, Change method on a seller payment for received goods, and Record payment or Paid outside the system for a private seller nobody has paid yet. Changing the payment on a gun bought the old way is System Manager only.
- Merge into… on a customer. See Customers.
- Ringing up accessories that a paid web order is waiting on. A counter clerk is refused; a manager can ring the sale and the invoice notes it. See Point of Sale.
Closing an open register shift by hand outside the register is Sales Manager, Stock Manager or System Manager. See Opening and closing the day.
Marking a bound-book record as one that never belongs in the bound book is Stock Manager or System Manager, and has no button. See FastBound.