When you select the User Control 1 option, the screen will appear as follows:
Caution: If you exit this module and then exit the system without setting up at least one User ID, you will not be able to get back into the system without the help of the RollMaster Customer Service department. Also, the first User ID you set up should have the MENU.FIL Custom Menu default so that all modules can be accessed by at least one User.
At the top of this screen there is an (F3) – Print User Report option to print a Short or Detailed User Control report, which can be printed once you begin adding User ID’s. If you hit the F3 key when you first enter this screen, you will get an option to print the Short or Detailed report. The Short report will print a list of all User ID’s with corresponding Custom Menu names and whether a User is set up as a Salesperson. The Detail report can be printed for one User or all Users and will display all User Control questions with current settings for each User selected. This report can also be exported to Excel.
Field Descriptions for User Control 1 Screen:
User id- in this field, type in the User’s name, initials, or other ID to initiate User Control settings. This User ID will need to be entered every time the User enters the RollMaster System. As soon as you enter through this field, the system will prompt the following: User does not exist, Add? (Y,N): _. Type a “Y” at this prompt to add a new User. Because RollMaster has so many User Controls, the system has the ability to copy/add features to allow set up of staff and corporate personnel in all Branches and Regions (if enabled) quicker. Once a User is added, in the first User Control screen only, you will see two options at the top as follows: (F4) Copy and (F5) Add – To Br. The Copy feature will copy current settings to all other Branches/Regions where the User is currently set up. The Add feature will actually create this User and all settings in other Branches/Regions (see below).
When you hit the F4 Copy
key, the system will prompt a Copy Existing Data box as follows:
Type a “Y”
for yes to copy a User’s settings to
If you hit enter at this prompt, the system will then prompt the following:
Through this feature, you can copy settings that apply to this User’s Custom Menu, to all other Users with the same Custom Menu in either the current Branch or in all Branches/Regions.
When you hit the F5 Add
key, the system will prompt the following:
If you type a “Y” for yes at this prompt, the system will prompt a Branch ID field and you can type each Branch to add the User and all settings. You can also type an “R” for Region (if enabled) to automatically add the User to applicable Regions.
In all the other User Control (2-7) screens, you will also see an “(F4)-Copy Existing Data” prompt, but it will only allow you to Copy Existing Data to all Users with the same Custom Menu based on settings in that particular screen. You will receive a similar prompt once you enter through any of the User Control screens at the Save Changes prompt. It will appear as follows: Copy Changes? Do You Want to Copy Changes to Users with Menu. If you wish to copy changes, type a “Y” at this prompt. The system will then prompt you to make changes for Users in All Branches or just the Current Branch. If you wish to make changes to each individual User, even where the Custom Menu is the same, type an “N” for no at the “Copy Changes” prompt. Please Note: Only the changes that were made just prior to copying changes will be made to other Users; existing setup data will not copy. Also, changes will only copy to the current User Control screen you are in; the other User Control screens will not be impacted. You will need to enter into those screens and make changes and then you can copy those changes. User specific data will not copy and neither will any control changes that pertain directly to a Salesperson, as these need to be handled on a User-by-User basis.
User Password (F1) to display- in this field, you can set up another level of security by requiring a password to be entered after the User enters his or her ID. If a password is entered in this field, the User will need to enter the password immediately following his or her User ID every time he or she enters the RollMaster System.
Associated Login- this is not currently a working field. However, in order to get to the next field, you will need to use the down arrow key, or you can type an “X” or any letter in this field to bypass in future.
Email- this field needs to be set with a working Email address for every User who will be using the Email feature, although this can also be a group email, such as email@example.com. When you enter through this field, an Email Signature box will prompt as follows:
In this box, you can add a custom or generic Signature. Once added, you can click the Copy To All Branches -1- button to copy the Signature to other Branches where the User currently exists. Please Note: the Email address added in the User Control 1 screen will still need to be copied via regular User Control copy options or added manually to other Branches. The Default Signature -2- box, when checked, will automatically be checked and display this Signature when the User generates an Email in the system where this functionality is currently available. Changes can still be made at that point prior to sending the Email. Be sure to click Save when exiting this screen.
Allow – Add Customers- if you want the User to be able to add new Customers to the system, set this control to “Y” for yes. The system will then prompt the following: User allowed to edit Sold To from Job? This will determine whether the User can alter or create a Ship To Code on a job. If the User is allowed to edit (not create) the Sold To fields, a box will prompt asking if they want to update the Customer information. When they answer Yes, this information updates A/R Customer Maintenance. If they answer No, it will only apply to that Job. This was added so that if a Salesperson enters bad address info, or no address, they can go back and edit the information without needing access to A/R Customer Maintenance. The next option will prompt as follows: User allowed to change customer on Order? The default setting is “Y” for yes, so only if you wish to prevent a User from making this change should you set this option to “N” for no. The next option will prompt as follows: User allowed to change customer on Quote? Again, the default setting is “Y” for yes, so only if you wish to prevent a User from making this change should you set this option to “N” for no. The final prompt appears as follows: User allowed to change customer type? The default setting is “No” because this needs a little more consideration depending on how you use this feature or if you use it at all. Customer Type setup can be found under the Setup menu in the Customer Maintenance module. Please review that section of the manual before determining how you wish to set this prompt for each User.
Allow – Add Product Codes- if you want the User to be able to add/edit Product Codes, set this control to “Y” for yes. Caution: Product Codes are tied to the system General Ledger, therefore it is recommended that only upper management be allowed to add/edit Product Codes.
Allow – Add Catalog Items- if you want the User to be able to add catalog items in the system, set this control to “Y” for yes.
Allow – Change Catalog Items- if you want the User to be able to change existing catalog items in the system, set this control to “Y” for yes.
Allow – Change Inventory Items- if you want the User to be able to change existing inventory items in the system, set this control to “Y” for yes.
Closing Of Job Thru Order- if you want the User to be able to close a job, set this control to “Y” for yes. Regardless of how the control is set, the system will then prompt the following: User allowed to Close Quote. If you type a “Y” for yes at this prompt the User will be allowed to close a quote.
Disallow Cost Information to Show- if you do not want the User to be able to view cost information, set this control to “Y” for yes. If this control is set to “N” for no (the User sees cost), the system will then prompt the following: When Printing Catalog A-J Price List to Excel, Is the User allowed to print out cost? Although they can view cost, you may prefer they not print or export cost data. If this is the case, set this prompt to “N” for no. A second prompt will appear if this control option is set to “N” for no as follows: Allow Non-Catalog Labor/Special? The default is “Yes,” which allows a User to “freehand” Labor and Special Charge Line Items in Quote and Order Entry, rather than select from the Catalog. Select “No” at this prompt to prevent the User from being able to “freehand.”
Is This User a Sales Person?- if you type a “Y” for yes at this control, the system will prompt a Salesperson Options box with a few additional questions that apply to salespeople capabilities (if the User is not a Salesperson, you should type an “N” for no in this field). That options box will appear as follows:
(If more than one Salesperson will use a computer, every User needs to log out when they have finished using the system. Similarly, every Salesperson should log into a computer prior to using it—if the system is up, the Salesperson should log out and then log back in.)
For the first question, if the Salesperson works with residential clients, type an “R” in this field. If the Salesperson works with commercial clients, type a “C” in this field. The commercial Salesperson will have access to more modules, such as some of the Job Cost modules, than the residential Salesperson. The second question, Allow Changes of Job Lines, refers to whether you want a Salesperson to be able to change a job line once material has been ordered and/or assigned. If you type an “N” for no at this field, the Salesperson will not be able to delete, unassign, or change the quantity or price of a job line once material has been ordered or assigned to that line. Changing job lines will become a management only function.
The third question, Allow Changes of Salesperson in jobs, refers to whether you want a Salesperson to be able to change the Sales Reps fields in the Order Entry module. If you type an “N” for no at this field, the Salesperson will not be able to access the Sales Reps fields in the Order Entry module—not even when they are first entering a job in the system. Changing the Sales Reps fields will become a management only function. The Sales Rep field will default to the Salesperson ID of the User who is logged into the system when the job is first entered—even if another Salesperson ID appears in the Customer Maintenance module for the customer on the job. Please Note: All Customers entered by Users identified as Salespeople will default to C.O.D. Customers. A management or accounting person will need to change the credit status of a Customer if they are other than C.O.D., in this scenario.
The fourth question applies to whether a Salesperson who can see costs is allowed to change costs in the Quote Entry module. The fifth question pertains to the Lead Processing module, which is an add-on Efficiency Tool in RollMaster. If this field is set to “Y” for yes, the User will only be able to view leads they created. The sixth question, Allow to Select Second ID, if set to “Y” for yes, will allow this User to change the Sales Rep 2 field in Quote and Order Entry. The seventh question, Only Show Own Work, if set to “Y” for yes, in Order Entry, Quote Entry, Customer Maintenance, and Property Management, the Salesperson will only be able to see and access data where their Sales ID is tied to the Customer, Quote, Order, or Template. If they attempt to manually access data, such as typing a Customer ID or Job/Quote number, etc., the system will prompt a message alerting them they are not allowed to view data for other Salespeople. However, they will still be able to create a Quote or Order for any Customer. The final question, Allow view of Lead Phone and Email, is also tied to the Leads Module. It controls whether the User can see the phone and email data for a Lead from within the Leads Processing module.
Sales Person’s Initials- if you typed an “N” in the previous field, the system will skip this field. If you typed a “Y” in the previous field, you will need to type in the User’s Salesperson ID that was created in the Salesperson Maintenance module. The ID can be added on the fly, however, but should ideally be set up in the system ahead of time. If you type new initials, the system will first prompt the following: Salesperson Does Not Exist. Would you like to add? If you select Yes, the system will prompt the Salesperson Maintenance screen. The Salesperson Maintenance module can be found in the Sales Processing Setup Programs Menu located in the Sales Processing Menu.
Allow – Transfer of Inventory- this control only relates to multi-Branch operations. If you want the User to be able to transfer inventory between Branches, set this field to “Y” for yes.
Allow – (F3) Credit In Order/Entry- if you want the User to be able to process refunds/credits in Order Entry, set this field to “Y” for yes. You can then also determine how much of a credit is permissible for each User. For example, if you do not wish to allow a User to process a credit for an amount over $500.00, you can type “500.00” in the field next to this prompt. Also, please note that if you would like to allow a User to process credits of any amount, you must type “0” in the amount field, rather than leave it blank—the system will interpret this as unlimited. However, if you actually need a zero dollar amount limit, enter “0.01” as the unlimited amount. Important Note: if a User is only allowed to do a credit memo for $500, this amount will include tax. Therefore, if the tax amount puts them over that amount, the system will start the process of returning the material but will not bring up the credit memo part of processing. Someone with higher or unlimited permissions will have to finish invoicing the line in the job as it will be there with a negative line and display JC. It is recommended that Users allowed to do credit memos with limits should be advised what that limit is before they proceed.
Do Not Allow User To Invoice Jobs- if you want the User to be able to Invoice (an accounting function) in the system, set this control to “N” for no. However, anyone who is not allowed to create an Invoice will still be permitted to use the F2-Reprint Invoice function in the Invoice/Credit Memo program. If a User cannot generate an Invoice, but can generate Credit Memos, the following message will prompt if they attempt to create an Invoice for an amount above 0.00: User only allowed to do credit memos. Total must be less than 0.
Allow – Transfer Cut out of Branch- in order to use this control, a User also needs to have the ability to change inventory items and must know the Inventory Mtc. Password, if one was set up in the System Control level screen. With this control set to “Y” for yes, the User can transfer assigned cuts to a specific job in another Branch. This control was primarily created for multi-Branch operations with a central warehouse.
Custom Master Menu (MENU.FIL=default)- if you do not want to set up Custom Menus (NOT RECOMMENDED) in the system, simply hit enter to accept the default—MENU.FIL. If you will be setting up Custom Menus, you need to set up the system administrator User ID first using the MENU.FIL default. The reason for this is that none of the other Custom Menus have access to the System Maintenance menu. Therefore, if you do not set up at least one User with the MENU.FIL default, no one will be able to get back to the System Maintenance menu to set up additional Users, among other things, without RollMaster Support Team, assistance.
To set up Custom Menus, you will need to type in one of the following program names: (Reminder: the store owner and/or system administrator should each set up a User ID and use the MENU.FIL program name to maintain access to all modules in the system. Also, be aware that you can password protect any of the modules that show in these custom menus via the System Menu Password module, if needed.)
MENU.FIL = Full Menu
MENUAP.FIL = Accounts Payable
MENUAR.FIL = Accounts Receivable
MENUB2B.FIL = B2B Administrator
MENUB2BE.FIL = B2B Admin additional option
MENUB2BT.FIL = B2B Admin additional option
MENUB2BV.FIL = B2B Admin additional option
MENUSLSR.FIL = Retail Salesperson
MENUSLSE.FIL = Retail Salesperson w/ Build Order Mtc.
MENUSLSB.FIL = Retail Salesperson additional option
MENUSLSC.FIL = Commercial Salesperson
MENUSLSG.FIL = Salesperson additional option
MENUINSH.FIL = Salesperson additional w/ Installer Payables History
MENUINS2.FIL = Salesperson additional w/ Sales Analysis
MENUORD2.FIL = Order Entry option
MENUSLSL.FIL = Order Entry additional option
MENUVIEW.FIL = Order Entry additional option
MENUVIEC.FIL = Leads Processing Module only (added to allow for creating two different groups of Users that can access the Lead Processing module—see 2nd menu below—and then being able to mass update User Settings for each group)
MENUVIEL.FIL = Leads Processing Module only
MENUWH.FIL = Warehouse personnel
MENUWHOL.FIL = Warehouse additional option
MENUWHM.FIL = Warehouse additional option
MENUMAN.FIL = Sales Manager
MENUMANB.FIL = Sales Manager additional option
MENUMANT.FIL = Sales Manager additional option
MENUMANM.FIL = Sales Manager additional option
MENUMANQ.FIL = Sales Manager w/ Quotation Listing
MENUPROD.FIL = Production Manager
MENUPRO2.FIL = Product Manager additional option
MENUSHIP.FIL = Shipping / Inventory option
MENUACC1.FIL = Full A/R w/ some sales, inventory, gl options
MENUACC2.FIL = Full A/P but no Bank Rec
MENUBOSS.FIL = Non-Owner Menu w/ Leads Processing-no PM
MENUWSM.FIL = Non-Owner Menu-no System Maintenance
MENUNO.FIL = Non-Owner Menu-no Owner Functions
MENUNO1.FIL = Non-Owner Menu-no General Ledger
MENUNO2.FIL = Non-Owner Menu-no G/L or Payroll
MENUBONA.FIL = Non-Owner additional option
MENUBOWN.FIL = Non-Owner additional option
MENUOWN.FIL = Non-Owner additional option
MENUAFB1 = Non-Owner additional option
MENUAFB2 = Non-Owner additional option
MENUAFB3 = Non-Owner additional option
MENUAFB4 = Non-Owner additional option
MENUAFB5 = Non-Owner additional option
MENUGLBM = G/L Budget Maintenance modules only
For a listing of modules available from each of the Custom Menus above, there is a link to a sortable Excel spreadsheet file on the RollMaster Client Login Help Desk site. You can also request a copy from a RollMaster Support Team member.
As soon as you type in the program name in the last field of the User Control screen, the system will prompt the following:
Type a “Y” to save the new User ID in the system. In the future, changes can be made to a User ID and saved through this prompt. Please Note: You must make a change in the User Control screen to bring up the Save Changes? prompt. A User can also be Deleted from the system by typing a “D” for Delete User when the Save Changes? box prompts. The system will first prompt the following: Delete User from all branches? To remove the User from all Branches, click Yes. To remove from the just the current Branch, type No at this prompt.