Financial area in Shop Manager — sales orders, purchase orders, invoices, gift cards and more.
This article walks through the permissions that govern functions in Shop Manager under the Financial area — that is, sales orders, purchasing, invoicing, gift cards, payments and which screens are visible. It is the largest permission area in Sapera.
You assign these permissions in Financial under Security → Groups → select a group → Permissions (set Allow/Deny per permission).
Functional permissions
These permissions govern the action itself or, where noted, whether a particular field can be edited.
Purchase orders
Approve purchase orders — Allows approving a purchase order (and changing its approval state). When denied, approval is rejected.
Sales orders
Allow custom sales price — Lets the user set a deviating sales price on an order/invoice line instead of the product's normal price.
Allow manual change account on sales order — Lets the user change the booking account on a sales-order line.
Manage My Day for other users — Lets the user view and manage "My Day" for other employees, not just their own. The permission is also required to approve an employee's time in My Day and to reopen an approval – without it the user can only request approval for themselves. When the lock on approved days is turned on, only users with this permission can reopen an approval and thereby unlock the time registrations.
Credit notes
Allow credit notes — Lets the user create credit notes.
Invoices
Allow manual change of account on item — Lets the user change the booking account on an invoice line.
Allow modification of booked invoice — Lets the user edit details on an already-booked invoice (e.g. contact info). When denied, the change is rejected.
Allow resetting ean invoice to generate and send it again — Lets the user reset an EAN/OIOUBL invoice so it is generated and sent again. When denied, the action is rejected.
Allow re-booking invoice — Lets the user re-book (repair the accounting on) an invoice, sales order or dispatch. When denied, the re-booking is rejected.
Purchase invoices
Allow manual change of account on purchase invoice item — Lets the user change the booking account on a purchase-invoice line.
Book purchase invoice — Lets the user book a purchase invoice in the given organizational unit. When denied, booking is rejected.
Allow re-booking purchase invoice — Lets the user re-book a purchase invoice. When denied, the re-booking is rejected.
Approve/reject purchase invoices for other approvers — Lets the user approve or reject a purchase invoice on behalf of other approvers and withdraw an approval request, even if the user is not the person responsible for the purchase invoice. Without the permission, only the approver chosen on the request can respond to it, and only the person responsible for the invoice can withdraw it. Used together with the setting Approval flow enabled (see Approval flow for purchase invoices).
Gift cards
Allow Discard Gift Card — Lets the user discard (cancel) a gift card. When denied, the action is rejected.
Allow Undo Discard Gift Card — Lets the user undo a discard of a gift card. When denied, the action is rejected.
Allow Multiple Gift Card Creation — Lets the user create multiple gift cards at once.
SAF-T (audit file)
Allow export SAF-T — Lets the user export a SAF-T file (a standardized audit/accounting file).
Allow import SAF-T — Lets the user import a SAF-T file.
Import/Export (per organizational unit)
These two are granted per organizational unit.
Use Import/Export — Access to run import/export of financial data.
Setup Import/Export — Access to configure import/export setups.
Menu visibility
The permissions below only control whether a given screen or menu item is visible and can be opened. They are not data security: they hide/show the entry, while the data and actions behind the screen are protected by organizational-unit access and/or the functional permissions above.
Each permission is shown with its name → the screen it gives access to:
Sales
Access sales orders → Sales orders
Access sales order quotes → Quotes
Access sales order types → Sales order types
Access sales order item states → Sales order line states
Access my day → My day
Access sales subscriptions → Subscriptions
Access rental contracts → Rental contracts
Access dispatches → Dispatches
Access tasks → Tasks
Access time trackers → Time tracking
Purchasing
Access purchase orders → Purchase orders
Access purchase deliveries → Purchase deliveries
Access purchase invoices → Purchase invoices
Invoicing and payments
Access invoices → Invoices
Access invoice EAN → Invoice EAN
Access incoming EAN → Incoming EAN
Access outgoing payments → Outgoing payments
Access Outgoing Expenses → Outgoing expenses
Access gift cards → Gift cards
Access gift card types → Gift card types
Access refund coupons → Refund coupons
Access payment links → Payment links
Access payment link messages → Payment link messages
Access payment link message settings → Payment link message settings
Setup and other
Configure discounts → Discounts
Configure limits → Limits
Access action codes → Action codes
Access loyalty programs → Loyalty programs
Access shipping methods → Shipping methods
Access document types → Document types (attachments)
Access shop manager settings → Shop Manager settings
Access recalculate stock consumption → Recalculate stock consumption
Access UI Dashboards → Dashboards
Access UI Dashboards setup → Dashboard setup
Access data health checks → Data health checks
Access survey → Surveys
Access survey types → Survey types
Access incoming E-mails → Incoming e-mails
Access incoming E-mail inboxes → Incoming e-mail inboxes
Access incoming E-mail categories → Incoming e-mail categories
Good to know
Functional permissions vs. menu visibility: The functional permissions (at the top) block the action itself or lock a field. The menu-visibility permissions hide or show the screen.
Allow vs. Deny: An explicit Deny wins over an inherited Allow.
Per organizational unit: *Use/Setup Import/Export* and *Book purchase invoice* take effect per unit.
Administrators have all of these permissions by default.
New permissions: price visibility and expenses
See sales price / See cost price – control whether sales prices and cost prices respectively can be seen on sales documents.
Access outgoing expenses – shows or hides the menu item for outgoing expenses.