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 | Point of Sale, Create Order, Pending Order, Dealer Orders, the 4473 flow, Pending 4473 Orders, Pending Transfer Pickups, Open Special Orders |
| Sales Manager | Shift lead, owner | The counter pages Sales User opens and the 4473 flow, plus Consignment Out, Dealer Onboarding, Sales Report, Hand-Asserted 4473 Dispositions, and the manager-only buttons on an order |
| Stock User | Receiving helper | Receive Goods, Upload Photos by Serial, Firearms In Stock, and the compliance queues |
| Stock Manager | Inventory lead | Everything Stock User has, plus Create Order, Pending Order, Dealer Orders, Consignment Out, Dealer Onboarding, Distributors, Distributor Restock, Catalog Service |
| Purchase User / Purchase Manager | Buyer | Receive Goods, Distributors, Distributor Restock, Catalog Service |
| Item Manager | Merchandiser | Upload Photos by Serial |
| Accounts User / Accounts Manager | Bookkeeper, CPA | Inventory Receipts, Sales Report, the GunBroker reconciliation reports, Pending 4473 Orders (Accounts User) |
| System Manager | Owner, administrator | Everything, including FFL Settings, the Payments hub and every integration's settings |
| Consignment Dealer | Partner FFL holding our guns | The dealer portal on the public website only |
What each page requires¶
| Page | Roles |
|---|---|
| Point of Sale | Sales User, Sales Manager, Accounts User, Accounts Manager |
| Create Order | Sales User, Sales Manager, Stock Manager, System Manager |
| Pending Order | Sales User, Sales Manager, Stock Manager, System Manager |
| Dealer Orders | Sales User, Sales Manager, Stock Manager, System 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 |
| Consignment Out | Sales Manager, Stock Manager, System Manager |
| Dealer Onboarding | Sales Manager, Stock Manager, System Manager |
| Distributors, Distributor Restock, Catalog Service | Purchase User, Purchase Manager, Stock Manager, System Manager |
| Payments hub | 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.
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 |
| Open Special Orders | Sales User, Stock User, Stock Manager, System Manager |
| Sales Report | Sales Manager, 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 |
Two 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.
Consignment Dealer never reaches the Desk¶
Consignment Dealer is a portal role for a partner FFL that is holding this store's guns on its rack. It carries no Desk access at all and no permission on any record type, so a dealer login cannot open a workspace, a list or a report even by typing the address. It exists to unlock the dealer portal on the public website and nothing else. See The dealer portal.
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:
- Manager Override 4473 on a parked order. 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.
Closing an open shift by hand is Sales Manager, Stock Manager or System Manager. See Opening and closing the day.