This article was created with the assistance of AI tools for research and drafting. It was reviewed, edited, and fact-checked by our human editorial team before publication.

User Setup Card

This chapter introduces you to the User Setup Card page. This card can be accessed for any user account via the User Setup page and consists of the following FastTabs:

Important

The FastTabs shown on this page depend on which TRASER Software GmbH solutions you are using.

General

The following fields are displayed here:

Field Description
Salespers./Purch. Code Enter a salesperson or purchaser for this user.
Email Enter an email address for the user account.
Phone No. Enter a telephone number for the user account.
Allow Dimensions Change Specify whether the user should be allowed to change dimensions in posted documents.
Auto Dimension Update Activate this toggle switch to specify that the system should skip the confirmation dialog for all lines during the update.
Managing Director Activate this toggle switch to designate the user as a managing director. Managing directors can sign and approve any document without restrictions. If a document in the signature-based approval process requires the signature of a managing director, the request is specifically sent to a user marked as a managing director. The managing director's signature confirms and authorizes the document, allowing the document workflow to proceed.
Maximum Approval Amount Enter the maximum approval amount for this user.
Setting Single Commission Payment Allowed Specify whether the user is allowed to set a commission amount for single payments in orders. More information can be found in the Commission chapter.
Manual Approve Trade-In Commission Specify whether the user is allowed to approve a commission sales order that is linked to a trade-in. The prerequisite is that the trade-in has not yet been sold but the commission is already due. More information can be found in the Commission chapter.
Manual Commission Correction Allowed Specify whether the user is allowed to create a manual commission correction document. More information can be found in the Commission chapter.
Detaching of Responsibility Center Filter Specify whether the user should be able to change the filter on the responsibility center in the document list.
Sales Resp. Ctr. Filter Use this field to enter a responsibility center that you would like to assign the user account to.
Purchase Resp. Ctr. Filter Use this field to enter a responsibility center that you would like to assign the user account to.
Service Resp. Ctr. Filter Use this field to enter a responsibility center that you would like to assign the user account to.
Show Document Lines Activate this toggle switch to specify that document lines should be shown in the document list.
Allow Posting From Enter a date from which the user account should be able to post.
Allow Posting To Enter a date until which the user account should be able to post.
Posting Date Check Specify how the posting date will be shown on documents.
Register Time If you activate this toggle switch, the time logging is enabled for this user. The time logging starts when a user logs in and ends when a user logs out. Unexpected interruptions such as timeouts, interruptions due to inactivity or client crashes will not be logged.
Time Sheet Admin. If you activate this toggle switch, the user account will be granted administrative rights when it comes to time sheets. Administrators have permission to access, edit and delete time sheets.
Design Activities on Role Center Activate this toggle switch to specify that the user should be able to design activities on the role center for themselves and others.
Item Search Page Default Specify whether the item search page should be shown in the basic or expanded view. More information on the item search can be found in the Item Search chapter.

Sales

The following fields are displayed here:

Field Description
Permission Sales Set the user permissions for sales documents. More information on this topic can be found in the Setting Up User Permissions for Sales Documents section.
Order Type Enter a sales order type that will be used by default for sales documents created by this user.
Order Type (Price Information) Select a sales order type that will be used by default for the Price Information page for this user.
Order Type (Maintenance Contract) Select a sales order type that will be used by default for maintenance contract invoice documents created by this user.
Sales Person in Charge Enter a code for the person in charge that will be used when creating sales documents with this user account. More information on this can be found in the Setting up a Person in Charge for a Responsibility Area section.
Agency Business Activate the toggle switch if you want to grant the user the permission to process agency businesses. More information on processing agency businesses can be found in the Agency Business Contracts chapter.
Display Notes (Sales) If you activate this toggle switch, the master data notes will be displayed in sales documents for this user. More information on this can be found in the Master Data Notes chapter.
Posting Date Check (Sales) Specify how the posting date will be set on sales documents.
Shipment & Invoice Block for Sales Orders Activate this toggle switch to enable editing the Block field in the sales order header on the sales order card. You can specify via this field whether shipment, invoicing or both should be blocked for the sales order. If this toggle switch is deactivated, the field on the sales order card cannot be edited. More information on this can be found in the Creating Sales Orders section.
Show Document Lines Activate this toggle switch to enable the user to view document lines in sales document lists.
Show Replacement Comment Activate this toggle switch to automatically insert a comment line in the sales or service lines when a replaced item is used. More information on the use of replacement items can be found in the Substitutions/Interchangeable Items chapter.

Purchase

The following fields are displayed here:

Field Description
Permission Purchase Set the user permissions for purchase documents. More information on this topic can be found in the Setting Up User Permissions for Purchase Documents section.
Order Type Enter an order type that will be used by default for purchase documents created by this user.
Purchase Person in Charge Enter a code for the person in charge that will be used when creating purchase documents with this user account. More information on this can be found in the Setting up a Person in Charge for a Responsibility Area section.
Display Hints (Purchase) If you activate this toggle switch, the master data notes will be displayed in purchase documents for this user. More information on this can be found in the Master Data Notes chapter.
Posting Date Check (Purchase) Specify how the posting date will be set on purchase documents.
Show Document Lines Activate this toggle switch to enable the user to view document lines in purchase document lists.

Machine/Service

The following fields are displayed here:

Field Description
Permission Service Set the user permissions for service documents. More information on this topic can be found in the Setting Up User Permissions for Service Documents section.
Order Type Enter an order type that will be used by default for service documents created by this user.
Order Type (Maintenance Contract) Select an order type that will be used by default for maintenance contract documents created by this user.
Service Person in Charge Enter a code for the person in charge that will be used when creating service documents with this user account. More information on this can be found in the Setting up a Person in Charge for a Responsibility Area section.
Show Document Lines Activate this toggle switch to specify that document lines should be shown in the document list.
Display Notes (Service) If you activate this toggle switch, the master data notes will be displayed in service documents for this user. More information on this can be found in the Master Data Notes chapter.
Display Notes (Calculation) If you activate this toggle switch, the master data notes will be displayed in CPQs for this user. More information on this can be found in the Master Data Notes chapter.
Show Logistics Document Lines Activate this toggle switch to specify that logistics document lines should be shown in the document list for this user.
Use Shop Activate this toggle switch if the Shop toggle switch should be activated by default on worksheets for service items and in the Service Wizard.
Open from Wizard Select which page should open automatically after the Service Wizard is completed. Choose Service Order to open the newly created order. Choose Worksheet to open the worksheet for the newly created service order.
Meter Reminder Specify whether the user should be reminded to update the meter reading when working with service items. More information on this function can be found in the Setting up Prompt for Meter Readings section.
Manual Correction Meter Value Allowed Select whether the user should be authorized to perform manual corrections of meter values. More information on this function can be found in the Correcting Operating Hours Meter Reading section.
Remove / Reset Meter Allowed Select whether the user should be authorized to remove meter values or reset them to zero. More information on this function can be found in the Resetting Operating Hours Meter to Zero section.
Change Trade No. If you activate this toggle switch, the user will be granted permission to change trade numbers.
Change Serial No. If you activate this toggle switch, the user will be granted permission to change serial numbers. More information on this can be found in the Changing Serial Numbers section.
Change Item No. If you activate this toggle switch, the user will be granted permission to change item numbers linked to service items.
Changing Over-Allowance Type allowed If you activate this toggle switch, the user will be granted permission to change the over-allowance type in CPQs.
Delete Telematics History If you activate this toggle switch, the user will be granted permission to delete telematics data.
Manual Closing of Intervals allowed If you activate this toggle switch, the user will be granted permission to manually close intervals. More information on this can be found in the Service Intervals chapter.
Manual Reopening of Intervals allowed If you activate this toggle switch, the user will be granted permission to change the status of an interval. More information on this can be found in the Service Intervals chapter.
Manual Closing of Damages allowed If you activate this toggle switch, the user will be granted permission to manually close damages. More information on this can be found in the Service Item Damages chapter.
Manual reopening of Damages allowed If you activate this toggle switch, the user will be granted permission to change the status of damages.
Approve Calculation Review If you activate this toggle switch, the user will be granted permission to approve the calculation review.
Posting Date Check (Service) Specify how the posting date will be shown on service documents.
Machine Community Administrator If you activate this toggle switch, the user will be granted permission to create machine community customers. More information on this can be found in the Machine Communities chapter.
Machine Community Doc. Permissions Select whether the user should be authorized to edit comments, percentage, or comments and percentage in machine community share documents. If you leave this field empty, the user cannot create, edit, or delete comments or share percentages in share documents.
Workshop Mode This field is only relevant when working with Aptean Equipment Mobile Service. Activate the toggle switch to activate workshop mode. This means that certain functions are simplified for work in the workshop.

Rental/Rent Permissions

Important

This FastTab will only be displayed if Aptean Rental is installed. More information on rental settings can be found in the Base Setup chapter.

The following fields are displayed under Rental:

Field Description
Default Rent Location Enter a rent location that will be used by default for rent documents created by this user.
Order Type Enter a rent order type that will be used by default for rent documents created by this user.
Order Type (Sub-Rent) Enter a sub-rent order type that will be used by default for sub-rent documents created by this user.
Rent Person in Charge Specify a person in charge that will be used by default for rent documents created by this user.
Display Hints (Rental) Activate this toggle switch if hints should be displayed on rent documents for the selected user.
Posting Date Check (Rental) Specify if the posting date should be checked for rent documents of this user:

No Check – No checks will be carried out.
Empty Values – A notification will be displayed if a document contains an empty posting date.
Document Dates – A document date check will be carried out.
Workdate – A check will be carried out if a workdate was entered.
Show Document Lines Activate this toggle switch to specify that document lines should be shown in the document list.

The following fields are displayed under Rent Permissions:

Field Description
Commissioning allowed Activate this toggle switch if the user should be granted the permission to commission and decommission items, service items or resources.
Post Owner Movement Activate this toggle switch if the user should be granted the permission to post object owner movements.
Process Logistics Activate this toggle switch if the user should be granted the permission to process the logistics of a contract.
Skip Delivery/Return Status Activate this toggle switch if the user should be granted the permission to skip setting the delivery and return status, even if these are set as mandatory in the Rent Setup. This field is only visible if the Rent Delivery/Return Order Status Mandatory toggle switch has been activated on the Rent Setup page.
Migrate Objects Activate this toggle switch if the user should be granted the permission to migrate objects from one contract to another.
Create Quotes Activate this toggle switch if the user should be granted the permission to create and edit rent quotes.
Skip Question Archiving/Deleting Quote if Linked Activate this toggle switch if the user should get a confirmation prompt when archiving or deleting a rent quote linked to a purchase document.
Create Contracts Activate this toggle switch if the user should be granted the permission to create and edit rent contracts.
Set Signature Activate this toggle switch if the user should be granted the permission to set the signature on a rent contract or additional contract.
Cancel Contracts Activate this toggle switch if the user should be granted the permission to cancel a signed rent contract.
Create Contract Reprint Activate this toggle switch if the user should be granted the permission to reprint an already printed contract.
Create Add. Contracts Activate this toggle switch if the user should be granted the permission to create and edit additional contracts.
Allow Creation of Temporary Add. Contracts Activate this toggle switch if the user should be granted the permission to create temporary additional rent contracts. Compared to a basic additional contract, a temporary additional contract starts later and ends earlier than the basic contract. That way, it is, e.g., possible to offer the customer a different price for a certain period of time. If you activate this toggle switch, the End Date Add. Contract field will be displayed in the additional contract.
Create Administrative Add. Contracts Activate this toggle switch if the user should be granted the permission to create administrative additional contracts.
Activate Standard Add. Contract Activate this toggle switch if the user should be granted the permission to activate additional contracts.
Activate Administrative Add. Contract Activate this toggle switch if the user should be granted the permission to activate administrative additional contracts.
Create Deposit Documents Activate this toggle switch if the user should be granted the permission to create deposit documents.
Change Invoice Plan Calculation Type Activate this toggle switch if the user should be granted the permission to change the invoice plan calculation type in a contract.
Modify Repair/Swap Interruptions Activate this toggle switch if the user should be granted the permission to adjust interruptions for repairs or a replacement.
Approve Variable Revenue Line Activate this toggle switch if the user should be granted the permission to approve a variable revenue line for a contract.
Create Invoices Activate this toggle switch if the user should be granted the permission to create rent invoices.
Create Manual Credit Memos Activate this toggle switch if the user should be granted the permission to manually create rent credit memos.
Manually Close Invoice Plan Lines Activate this toggle switch if the user should be granted the permission to set an invoice plan line as Invoiced without posting a rent invoice or rent credit memo.
Correct Rent Document Activate this toggle switch if the user should be granted the permission to cancel a posted rent document.
Change invoice settings for (posted) transport documents Activate this toggle switch if the user should be granted the permission to change the chargeability of a (posted) delivery or return document.
Approve invoice settings for (posted) transport documents Activate this toggle switch if the user should be granted the permission to approve the invoice settings in (posted) transport documents.
Approve Rent Break Request Activate this toggle switch if the user should be granted the permission to approve rent break requests.
Approve End of Contract Line Activate this toggle switch if the user should be granted the permission to approve end of contract lines.
Create Manual Invoice Periods Activate this toggle switch if the user should be granted the permission to create manual periods by splitting and combining calculated invoice periods.
Create Sub-Rent Request Activate this toggle switch if the user should be granted the permission to create and edit sub-rent requests.
Create Sub-Rent Contracts Activate this toggle switch if the user should be granted the permission to create and edit sub-rent contracts.
Approve Sub-Rent Contract Activate this toggle switch if the user should be granted the permission to approve sub-rent contracts.
Change Object Information in Sub-Rent Protocol Activate this toggle switch if the user should be granted the permission to edit an external object in an unreleased purchase receipt protocol.

Finance

The following fields are displayed here:

Field Description
Reminder Person in Charge Enter a code for the person in charge that will be used when creating reminders with this user account. More information on this can be found in the Setting up a Person in Charge for a Responsibility Area section.
Finance Charge Memo Person in Charge Enter a code for the person in charge that will be used when creating finance charge memos with this user account. More information on this can be found in the Setting up a Person in Charge for a Responsibility Area section.

Copying User Setup

Once you have successfully completed a user setup, you can copy this setup for another user. To do so, proceed as follows:

Note

The user you are updating cannot be a user that is currently in use.

  • Use the quick search (ALT+Q) to find the User Setup page.
  • Select the user you want to update.
  • Click the Selection Field > Copy User Setup in the menu bar.
  • Select the user setup you want to copy.
  • Click OK to confirm your selection.
  • Click Yes to confirm the dialog window.

You have successfully copied a user setup.

Transferring Users to User Setup

The Transfer User... feature allows you to automatically transfer all users that are not yet listed to the user setup table. This saves time, as you do not have to transfer them one by one.

Proceed as follows to transfer users to the user setup:

  • Use the quick search (ALT+Q) to find the User Setup page.
  • Click Transfer User... in the menu bar.
  • Click OK to confirm the dialog.

The users that were not yet listed in the user setup table have been added automatically.

Setting Up a Location Filter for Users

The location filter ensures that the user only sees the availability of items and service items in the FactBoxes on item and service item cards as well as in documents for the selected location. This improves the clarity of the available stock. To set up the location filter, proceed as follows:

  • Use the quick search (ALT+Q) to find the User Setup page.
  • Select the desired user.
  • Click the Selection Field > Location Filter in the menu bar.
  • In the Location Code column, select the location that will serve as the filter for displaying the availability of items and service items in the corresponding FactBoxes for this user.
  • The Location Name column will be filled in automatically.

You have successfully set up a location filter for the user. From now on, when this user checks the availability through the relevant FactBoxes in documents as well as on item and service item cards, the availability shown will be restricted to the location filter you set up.