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Default Roles & Permissions

Jay White

Last updated on Aug 21, 2025

Overview

Focal Software Operations Suite provides a robust Roles & Permissions module that allows organizations to manage user access and responsibilities effectively. By assigning roles, businesses can ensure that employees have the appropriate level of access to perform their tasks while maintaining data security and operational efficiency.

This article outlines the default roles available in Focal Software Operations Suite, their responsibilities, and the permissions associated with each role. These roles are designed to align with the key functional areas of businesses using Operations Suite systems.

Default Roles and Permissions

1. System Administrator

  • Responsibilities:

    • Full control over all modules and settings.

    • Manage user roles, permissions, and configurations.

    • Oversee system performance and troubleshoot issues.

  • Access: Full access to all modules and permissions.

  • Modules: All modules (Finance & Accounting, Inventory Management, Warehouse Management, Vendor Management, Reports, Sales & Order Management, System Administration, etc.).

2. Finance Manager

  • Responsibilities:

    • Oversee financial transactions, reporting, and compliance.

    • Manage accounts, expenses, and bank transactions.

    • Generate financial reports and ensure accuracy.

  • Access:

    • Finance & Accounting: Full access (Create, View, Edit, Delete).

    • Financial Reports: View-only access.

    • Bank Balance Report: View-only access.

  • Modules: Finance & Accounting, Financial Reports, Bank Balance Report.

3. Accountant

  • Responsibilities:

    • Manage daily financial transactions (e.g., journal entries, expenses, bank reconciliations).

    • Categorize and confirm bank transactions.

    • Prepare financial statements and reports for review.

    • Assist in payroll processing, tax filings, and audits.

  • Access:

    • Finance & Accounting: Full access to transactional modules (e.g., Expenses, Journal Entry, Bank Transactions, Categorized Transactions, Bills). View-only for Chart of Accounts.

    • Financial Reports: View-only access.

    • Bank Balance Report: View-only access.

    • Operations Report: View-only access.

  • Modules: Finance & Accounting, Financial Reports, Bank Balance Report, Operations Report.

4. Inventory Manager

  • Responsibilities:

    • Manage stock levels, adjustments, and inventory planning.

    • Oversee kitting, bundling, and warehouse operations.

    • Monitor inventory reports and ensure stock accuracy.

  • Access:

    • Inventory Management: Full access (Create, View, Edit, Delete).

    • Warehouse Management: Full access (Create, View, Edit, Delete).

    • Inventory Reports: View-only access.

  • Modules: Inventory Management, Warehouse Management, Inventory Reports.

5. Procurement Manager

  • Responsibilities:

    • Manage vendor relationships, purchase orders, and requisitions.

    • Oversee goods received, bills of lading, and purchase returns.

    • Monitor vendor performance and demand planning.

  • Access:

    • Vendor Management: Full access (Create, View, Edit, Delete).

    • Vendor Management Report: View-only access.

  • Modules: Vendor Management, Vendor Management Report.

6. Sales Manager

  • Responsibilities:

    • Oversee sales orders, returns, and revenue tracking.

    • Analyze sales trends and customer reports.

    • Collaborate with inventory and finance teams for order fulfillment.

  • Access:

    • Sales & Order Management: Full access (Create, View, Edit, Delete).

    • Customers Report: Full access (Create, View, Edit, Delete).

    • Operations Report: View-only access.

  • Modules: Sales & Order Management, Customers Report, Operations Report.

7. Warehouse Operator

  • Responsibilities:

    • Manage warehouse locations and inventory transfers.

    • Handle stock adjustments and opening stock entries.

  • Access:

    • Warehouse Management: Full access (Create, View, Edit, Delete).

    • Inventory Management: Limited access (View and Create for Stock Adjustment and Opening Stock).

  • Modules: Warehouse Management, Inventory Management (limited).

8. Auditor

  • Responsibilities:

    • Review system logs and financial transactions for compliance.

    • Conduct audits and generate reports.

  • Access:

    • Admin Report: View-only access to Audit Trail.

    • Financial Reports: View-only access.

    • Operations Report: View-only access.

    • Vendor Management Report: View-only access.

  • Modules: Admin Report, Financial Reports, Operations Report, Vendor Management Report.

9. Vendor Manager

  • Responsibilities:

    • Manage vendor profiles, payment terms, and purchase requisitions.

    • Track vendor performance and lead times.

  • Access:

    • Vendor Management: Full access (Create, View, Edit, Delete).

    • Vendor Management Report: View-only access.

  • Modules: Vendor Management, Vendor Management Report.

10. Order Fulfillment Specialist

  • Responsibilities:

    • Process sales orders, returns, and payments.

    • Collaborate with inventory and warehouse teams for order fulfillment.

  • Access:

    • Sales & Order Management: Full access (Create, View, Edit, Delete).

    • Inventory Management: View-only access.

  • Modules: Sales & Order Management, Inventory Management (view-only).

11. Basic User (Employee)

  • Responsibilities:

    • Perform day-to-day tasks specific to their role (e.g., entering data, viewing reports).

  • Access:

    • Limited to specific modules based on their department or job function.

  • Modules: Customizable based on the employee's role.

Creating Users and Assigning Roles

Once roles are created, you can add users to the system and assign them the appropriate roles. Follow these simple steps to create a new user:

Steps to Add a New User

  1. Navigate to the "Roles & Permissions" Module:

    • From the left-hand menu, select Roles & Permissions.

  2. Click on "Add User":

    • In the top-right corner of the "Users" section, click the + Add User button.

  3. Fill in the Required Fields:

    • First Name: Enter the user's first name.

    • Last Name: Enter the user's last name.

    • Email: Provide the user's email address. This will be used for login credentials and communication.

    • Password: Set a password for the user. You can either manually enter a password or click Generate Password to create a secure password automatically.

    • Role: Select the appropriate role for the user from the dropdown menu. This determines the user’s access and permissions within the ERP system.

  4. Submit the Form:

    • Click Submit to save the user.

    • Alternatively, click Submit & Send Email to save the user and send an email notification with their login credentials.

  5. Verify the User:

    • Once the user is added, they will appear in the "Users" list with their assigned role and status.

Best Practices for User Management

  • Create Roles First: Ensure all necessary roles are created before adding users to streamline the assignment process.

  • Use Strong Passwords: Encourage the use of strong, unique passwords for all users.

  • Regularly Review User Access: Periodically review user roles and permissions to ensure they align with current responsibilities.

  • Deactivate Inactive Users: Remove or deactivate users who no longer require access to maintain system security.

Additional Notes

  • Role Assignment: Users can only be assigned one role at a time. If a user requires access to multiple areas, consider creating a custom role that combines the necessary permissions.

  • Audit Trail: All user actions are logged in the system for accountability and compliance purposes.

This article ensures that you have a clear understanding of how to create roles and users in Focal Software Operations Suite. For further assistance, contact Focal Software Support.