Users are login accounts for Freespace ERP. Create users, assign roles, link employees, and configure per-user defaults and data visibility on the User Settings form.
On this page
Use User Settings for
| **Need** | **Use** | |----------|---------| | Control menus and actions | User Role | | Set default center, branch, employee, payment mode | User Settings | | Lock price, back-date, cancel, clone, or FOC sale | User Settings | | Hide data outside branch, route, employee, or account | User Settings filters | | Give one extra permission | Custom Access |How it fits with roles
How entry and cancel date limits work
Example: Web cashier — Field Sale off; prevent previous date entry with allowed days blank and Previous date entry allowed from set to the start of the open period; prevent cancel with allowed days = 7.
Example: Counter staff — enable both; set Sale Type default to Retail (Disabled).
Example: Van salesman — app access on, geolocation on, employee editing off, set Employee + Inventory Center defaults. See Field Sale App Setup.
Visibility
| **Option** | **Meaning** | |------------|-------------| | Editable | Shown; user can change it. | | Hide | Hidden; default still applies. | | Disabled | Shown but locked. |Each center type is set separately. They can be the same place or different — e.g. ship from warehouse, print bill with shop address.
| **Field** | **Used for** | |-----------|--------------| | Inventory Center | Stock out on sales and inventory docs; Field Sale stock list and Day Report. | | Billing Center | Address on printed sale invoices and orders. | | Sale Return Center | Where returns are received (credit notes). Uses Inventory Center if blank. | | Production Center | WIP on production docs (Production module only; web only). |Field Sale App uses Inventory Center, Sale Return Center, Sale Return Reason, and Billing Center among the defaults below.
Other common defaults
| **Field** | **Used for** | |-----------|--------------| | Sale Return Reason | Pre-fills Return Reason on new Credit Notes and Sale Return Orders (web and Field Sale App). With Data filter on, lists are limited to that reason. If the reason has Is Return To Return Center, inventory uses Sale Return Center. | | Sale Type / Purchase Type | Document type on new bills. | | Payment Mode | Cash or credit default. | | Branch | Branch on transactions (multi-branch). | | Cash / Bank Account | Payment account default. | | Employee | Salesman on transactions and reports. | | Customer / Supplier / Brand | Limits or pre-fills master pickers. |Example: Branch cashier — Inventory Center and Cash Account = Disabled; Billing Center and Branch = Hide.
Multi-select lists that hide data outside the selection — branches, brands, cash/bank accounts, employees, departments, groups, modules.
Filters hide data; they do not add permissions. Use Custom Access for extra actions.
Examples: Sales manager — filter Employees to their team. Cashier — filter cash accounts to one ledger. Branch user — filter Branches to Branch A.
Employee filters control which employees a user can see and act on — in pickers, lists, and reports such as Pay Run, Payslip, Attendance, and Expense Claim. You can filter by individual employees, by department, or by employee group.
Each row pairs an employee selection with a module, so the same user can have different employee access per module.
| **Filter** | **What it does** | |------------|------------------| | Employees | Limits to the selected employees only. | | Departments | Limits to employees in the selected departments. | | Employee Groups | Limits to employees in the selected groups (e.g. Junior Staff, Management). | | Module | The module the filter applies to (e.g. Payroll, HRMS). Leave blank to apply everywhere. |With module vs without module
If no employee filter is set, the user sees all employees their role allows.
Use cases
| **User** | **Filter setup** | **Result** | |----------|------------------|------------| | Junior accountant | Employee Group = Junior Staff, Module = Payroll | Can create and view pay runs and payslips for junior-level employees only; senior and director payroll is hidden. | | Senior accountant | Employee Group = Management + Directors, Module = Payroll | Sees and processes payslips for top-level employees and directors only. | | Department payroll clerk | Department = Production, Module = Payroll | Pay Run and payroll reports show Production staff only. | | HR officer (attendance) | Department = Sales, Support, Module = HRMS | Edits attendance and leave for those departments; payroll figures stay hidden. | | Team lead | Employees = their 5 reports, Module = blank | Sees only their team across all modules (attendance, expense claims, reports). | | Company-wide auditor | No employee filter | Sees every employee the role allows. |Tip: keep payroll separated by seniority by tagging employees with an Employee Group (e.g. Junior Staff vs Management), then filter each accountant's Payroll module to the matching group.
Field salesman — Field Sale role; app access on; defaults: van Inventory Center, linked Employee, van Cash Account; optional customer/route filter.
Branch cashier — Sales role; app access off; prevent back-dating; lock price/discount; defaults: branch Inventory Center + counter Cash Account (Disabled).
Read-only auditor — View-only role with Reports; no User Settings restrictions needed.
Sales supervisor (two branches) — Branch filter = both branches; default Branch = primary (Editable) for new bills.
How do Previous date entry allowed from and allowed days work together? Both can be used at once. Allowed days is a rolling window from today; allowed from is a fixed earliest date. With only a from-date and blank allowed days, dates on or after the from-date are allowed. With prevent on and both blank, only today is allowed.
Users vs My Profile? Users is for admins. My Profile is your own account on the top bar.
Hide vs Disabled? Hide = field not shown, default still applies. Disabled = shown but locked.
Inventory Center vs Billing Center? Inventory Center = where stock moves from. Billing Center = address on the printed bill. They can be different.
Reset password? Use reset on the user record — email is sent when mail is configured.
Field Sale App access? Turn on under Access Control; set Employee + Inventory Center defaults. See Field Sale App Setup.
Can User Settings add Approve? No — use Custom Access or change the Role.
How do I let an accountant see only some employees' payslips? Add an employee data filter with Module = Payroll and select the employees, department, or group. Junior accountant → Junior Staff group; senior accountant → Management group. See Advanced employee data filters.
What does the module column on an employee filter do? It scopes the filter to one module. With a module set, the limit applies only there (e.g. Payroll); left blank, it applies everywhere.
Web visibility on mobile? No — Field Sale uses its own toggles and defaults. See Field Sale user defaults.