The sales order records a sale and deducts products from inventory. Access permissions determine who can view, create, process, cancel, and delete such documents.
In this article:
Go to the CRM section > Settings > Inventory access permissions.
You can configure five types of permissions for working with a sales order:
- View — access to view documents only. The employee cannot edit, process, or delete documents. This is useful for monitoring sales and inventory. For example, if a customer receives products in batches, the manager can view sales orders for each shipment and check product deductions.
- Create and edit — the ability to create new documents and make changes to drafts. Assign this to employees who process sales or update information based on a manager's request.
- Process document — allows recording a sale by deducting products from inventory and accounting for revenue. This permission is necessary for employees managing sales records and monitoring product movement.
- Cancel processing — enables canceling a processed document and restoring product inventory to its pre-sale state. Assign this to employees responsible for correcting accounting errors.
- Delete document — allows deleting drafts and canceled documents. This is relevant for employees maintaining document order and removing unnecessary records.
Scenario: the manager sells products in stages. For example, a customer purchases products in batches. The manager creates a sales order for each shipment, processes it, and records the sale. This approach allows deducting products as they are shipped and tracking inventory for each batch.
To configure this workflow, follow these two steps:
- Create a separate role, such as "Manager", and add employees to it.
- Enable the following permissions: View product catalog, View Inventory management area, View and select warehouse, and specify only the warehouses the employee needs access to. For working with the document, enable the View, Create and edit, and Process document permissions. Leave other permissions disabled — the employee will not be able to cancel or delete processed documents.
Additionally, to work with a sales order, the employee needs CRM permissions for Contacts and Companies. This allows selecting a customer in the document. Without these permissions, the document cannot be completed. Once configured, the employee can create and process sales orders to record sales and update inventory.
Role-based access permissions in CRM
