NOTE:

This document relates to System Versions up to and including 1.9.

This document describes the meaning and functionality of each of the configuration switches that can be applied to:

System Users
Customers
Customer Users
Suppliers
Supplier Users

Customer Configuration

In this context ‘Customer’ refers to the organisation that your customer users belong.

Configuration switches made at this level affect the functionality experienced by all users registered on the Claritum System belonging to that customer.

Configuration Switch	Function
‘Jobs’ Section:
Enable?	This allows the customer to place bespoke enquiries and place orders for quotations. If your customer is only going to be ordering stock then you would not need this option set.
Prompt when authorising supplier POs from uncompetitive scenarios	If this is enabled Buyers/Managers will get a popup when authorising a Supplier Purchase Order that warns them if they have not chosen the cheapest supplier available for the job and invites them to choose the reasons why. This information can then be used at a later date for purchasing analysis.
'Templates' Section:
Send quote emails for template jobs	If this is set then when the user places an order for an artwork template item, an email alert is sent to the customer user placing the order and to all of the managers assigned to this customer (if they also have 'Receive Project Emails' enabled).
‘Matrix’ Section:
Enable?	This allows this customer to use the matrix system.
Instant Pricing Section
Enable?	Allows RFxs for this customer to be passed automatically through the Instant Estimating system.
‘Document Services’ Section:
Use Customer Markup	If this is enabled the Document Services system applies the standard customer markup to the generated prices for jobs for this customer. The markup is defined on the Customer Details page.
‘Stock Management’ Section:
Enable?	This allows this customer to view the stock catalogue and place orders online.
Require Purchase Order number to make a stock order	If this is enabled the PO number field on stock orders for this customer will be mandatory.
Send 'Packing in Progress' emails	If this is enabled users for this customer will receive email notifications when their orders are marked as 'Packing'.
Send 'Despatch' emails	If this is enabled users for this customer will receive email notifications when their orders are marked as 'Despatched'.
Members cannot place back orders	If this is enabled customer users will not be able to place back orders.
‘E-Invoicing’ Section:
Enable?	Allows this customer to use the E-Invoicing system.
Stationery Location
	All documents generated in relation to this customer will use the selected stationery location.
Credit Control
Credit Stop	Setting this option will prevent any user of this customer from placing any orders via the Customer Catalogue. It will also prevent all buyers from placing an order on behalf of this Customer but it will not prevent buyers or managers from responding to quote requests or sending quotes to any of the Customer's users.

Customer Contact

‘Customer Users’ are the registered users on the system that belong to a specific ‘Customer’.

Configuration switches applied to the user affect only that user’s experience of the system.

Configuration Switch	Function
Procurement
Can Authorize Orders	When enabled this user will receive ‘Authorisation Request’ emails from the system and will be able to authorise stock orders that are 'Awaiting Authorisation'.
Authorisation Limit Does Not Apply	When enabled any orders placed by this customer user will not need authorising even if an authorisation limit has been set for the item.
Hide Stock	Hides stock items from this user on the Customer Catalog.
Can Reorder Stock
My Rfx
Hide PDF Customisation	The customer user cannot browse the artwork template catalogue or place artwork template orders.
Hide Bespoke Items	This hides the RFx forms from the user, preventing them from placing new quote requests and from viewing any existing quotes.
Misc
Orders For Other Users	This allows the user to place orders on behalf of other users belonging to the same customer.
Receives Emails	This must be enabled if the user is to receive emails.
Is Report Authority	This allows the user to see other users information in the reports section. Typically this option would be enabled only for 'head office' users or 'regional managers'.
Cannot Change The Default Delivery Address	This prevents the user from changing their default delivery address when creating a new enquiry or ordering from the catalogue.
Cannot Log In	Setting this will prevent the user from logging in, locking them out of the system.
Customer Catalogue Related Switches
Browse only	The user can browse the catalogue but not add items to the shopping basket or place an order.

Supplier Users

Supplier Users (or ‘Supplier Operators’) are those users belonging to suppliers registered on the system.

Configuration switches applied to the Supplier User affect only that user’s experience of the system.

Configuration Switch	Function
Can upload project files	This supplier user can upload file attachments to the Project.
Can delete project files	This supplier user can delete file attachments that have been uploaded to the Project.
Can add extras (change-orders)	This supplier user can add extras (change orders) to a Project.
Can add design costs	This supplier user can enter design costs in the tracker on Design activities.
Can enter invoice details	Once this supplier's job has been marked as 'Complete' by the manager, this user may enter their invoice details directly into the system instead of sending a physical invoice and waiting for the Finance team or the Buyer to receive and key-in the invoice details to approve it for payment. Another name for this process is 'PO Flipping'.

User Admins

‘Users’ in this context are the Buyer/Managers, System Administrators or Finance Handling users of the system.

Configuration Switch	Function
‘Administration’ Section:
Can manage users	View and edit users such as buyers.
Can create new suppliers/customers	Add new suppliers and/or customers. User must have one of 'Can manage supplier' or 'Can manage customers' selected
Can manage suppliers	View and edit suppliers.
Can manage supplier users	View and edit users at suppliers. Must have 'Can manage suppliers' selected
Can manage customers	View and edit customers. Customers are departments or organisations that originate requirements.
Can manage contacts	View, add and edit contacts at customers. Must have 'Can manage customers' selected
Can manage costcentre information	View, add and edit cost centers. Cost centers are required if costs are to be invoiced or re-charged to customers
Receives emails	Receive email notifications and alerts from the system.
System Configuration	Controls whether the 'Configuration' section is displayed in the System menu. If checked, user can change headers and footers that appear on customer quotes and supplier POs, along with other settings such as uploading custom Stationery.
Can edit order references	Controls whether user can edit order references.
Can view reports	Controls whether user can view standard reports. Users with this privilege will be able to see reporting data for all customers
Can edit exchange rates	Controls whether user can set and edit exchange rates.
Is Support Contact	User has access to the service desk portal. Only granted to Support Contacts
Catalog:
Can edit catalogue	Add, edit and delete items and folders in the catalogue
Can modify customer catalogue	Can change the look-and-feel of customer catalogues
Jobbags
Can edit catalogue	Add, edit and delete items and folders in the catalog
Can create RFXs	Can specify requirements and create RFxs
Creates projects for Account Manager	User can create quotes / jobs with the administrator set to the Account Manager configured for that customer, in addition to the list of administrators assigned to that customer.
Can manage RFxs	Set and edit prices on behalf of suppliers Edit the title, administrator, customer, tax rate, priority and private notes for an Rfx Edit the delivery details for an RFx Edit the paper specificaton for an RFx Set or edit the suppliers reference code on an RFx View and send an RFx to a supplier Add new parts to an existing quote
Can award bids to suppliers	Edit the title, administrator, customer, tax rate and priority for an Rfx Award bids to the suppliers
Can process jobs	User can: Set and edit supplier prices and sale prices on an RFx or unlocked job Edit the title, administrator, customer, tax rate, priority and private notes for an RFx Authorize and revoke supplier POs Send order confirmations to customers Change scenarios on a quote or unlocked job Edit the paper specification for an RFx or unlocked job Add / delete activities on an RFx or unlocked job Mark an RFx / unlocked job 'Not for sale' / 'For sale' Batch process multipart jobs.
Can unlock project	Unlock an RFx, making it editable after the quote has been sent to the customer
Receives project emails	Receive system emails status changes
Can close projects	Close and archive projects
Can edit/delete project change orders	Edit RFx/unlocked project change orders. NB. must have either 'Can manage RFxs' or 'Can process projects' privilege selected
Can only see own projects	User only sees own projects and not projects from other users at the same organisation
Can delete projects	User cannot delete projects from the job listings search.
Can select non-matching suppliers	User can select suppliers who do not have requested capability during RFx.
Can edit markup	User can change the markup on a quote, overriding the markup set for the customer. Un-check this option to prevent the Buyer/Manager from doing anything to change the markup for the job (ie. always ensuring that the 'cost' and 'sale' for the job remains the same).
Can create missing/zero-sale invoices	User can create invoices for jobs that have no sale value (ie 'Not for sale' jobs).
Stock Management
Can modify inventory contents	User can view / edit items in the Stock Catalogues.
Can maintain stock levels	User can change the available stock levels for items in the Stock Catalog.
Receives stock emails	User receives system emails when stock orders placed / status changes / etc.
Can place stock orders	User can place Stock orders on behalf of customers.
Can reorder stock	User can create jobs to replenish stock quantities.
Handles procurement orders	User can view picklists on stock orders and view re-orders for items in the Stock Catalog.
Import Stock Adjustments	User can import a stock adjustments spreadsheet.
Artwork Templates
Maintains template specifications	User can edit PDF Templates.
Can place template orders	Can order PDF Templates on behalf of customers.
Invoicing
Authorises sales invoices	Can view / approve / part invoice / credit customer invoices.
Issues sales invoices	Can issue customer invoices.
Can switch P&Ls	Can switch P&Ls on Sales Invoices and Purchase Orders.
Can reconcile purchase invoices	Can view and reconcile supplier invoices

Customer Configuration

‘Jobs’ Section:

'Templates' Section:

‘Matrix’ Section:

Instant Pricing Section

‘Document Services’ Section:

‘Stock Management’ Section:

‘E-Invoicing’ Section:

Stationery Location

Credit Control

Customer Contact

Procurement

My Rfx

Misc

Customer Catalogue Related Switches

Supplier Users

User Admins

‘Administration’ Section:

Catalog:

Jobbags

Stock Management

Artwork Templates

Invoicing

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