User Roles: Predefined Roles

To ease the process of defining and administering roles, MYOB Acumatica provides a set of predefined roles that are stored in the System tenant (for details, see Tenants: General Information).

Some of these roles grant the users access to a specific functionality, while other roles are used by the system and should not be assigned to users manually.

Service Roles

The following service roles are available in the system:

AcumaticaSupport: The role, which is reserved for the predefined AcumaticaSupport user, is used to give support engineers access to a tenant.
Anonymous: This role is reserved for system use.
DashboardDesigner: The system has automatically designated this role as the dashboard owner role for dashboards that were created in previous versions of MYOB Acumatica. We recommend that you create specific roles for users who should own particular dashboards. For details, see Administering Dashboard Forms.
Guest: This role is used for backward compatibility.

Administrative Roles

The following administrative roles are available in the system:

Administrator: A user with this role has full access to all system objects, and any access restrictions to system objects are not applied to this role. Therefore, we recommend that you assign users to this role only during initial system setup, so that these users can define roles and enter other users, and then assign the role only in extraordinary cases. We recommend that you create a separate user role for system administrators with access to only MYOB Acumatica forms that are used for the configuration and management of the system.
Note: The Administrator role does not grant access to MYOB Acumatica — Payroll forms; the People Payroll User role is required for this.
Tip: When you add a new form, such as a generic inquiry, to the site map, we strongly recommend that you set the Granted level to this form for the Administrator role.
Attention: A user with the Administrator role cannot publish reports or modify original dashboards (which have an owner role other than Administrator).
BI: A user with this role can access the BI Views—that is, the generic inquiries that are exposed through the OData protocol, meaning that the Expose via OData check box is selected for the inquiry on the Generic Inquiry (SM208000) form. For more information, see Exposing an Inquiry by Using OData.
BusinessDateOverride: A user with this role can change the business date in the info area of MYOB Acumatica. This role appears only if the Secure Business Date feature is enabled on the Enable/Disable Features (CS100000) form. For details, see User Roles: Restrictions on Changing the Business Date.
Customizer: A user with this role can customize MYOB Acumatica applications. For details, see To Assign the Customizer Role to a User Account.
CS Admin: Users with this role can access system functions and configuration entities that might be needed by users in financial positions. More specifically, they have administrative permissions to configure most of the common settings, including segmented keys, numbering sequences, tasks, and business process scenarios, as well as to manage business events, notification templates, and document templates. Users with the CS Admin role also have full access to row-level security settings and most of the integration functions.
Data Privacy Controller: A user with this role has access to the compliance tools for General Data Protection Regulation. For details, see Handling Personal Data.
Field-Level Audit: A user with this role can view the audit trail directly from an audited form. When you assign this role to a user, the Audit History command in the Tools menu on the form title bar becomes available to the user. The user can open any audited form, select a document created by using the form, and click Audit History to view the audit trail for the selected document. For details, see Managing Field-Level Auditing.
OData4 User: A user with this role can access data exposed through the OData Version 4 protocol.
Tip: If a user does not have this role, through the OData Version 4 protocol, the user has access to the same data that is visible to them via UI according to their access rights.
ReportDesigner: A user with this role can publish reports in MYOB Acumatica. Any user can create reports in Report Designer, but for publishing reports in MYOB Acumatica, the user needs to be granted this role.
Wiki Admin: A user with this role can set other users' access rights to wikis. For details, see Wiki Access Management.
Wiki Author: A user with this role can create wiki articles. For details, see Wiki Access Management.

User Profile–Related Roles

The following roles that manage access to a user personal settings are available in the system:

Internal Employee: Users with this role have full access to personal settings, tasks, events, email, and time cards, as well as expense receipts and claims. Additionally, these users can view Help.
Internal User: A user with this role can change personal settings and view Help. It is automatically assigned to all user accounts linked with the Employee user type.

CRM-Related Roles

The following roles that manage access to CRM functionality are available in the system:

CR Marketing Manager: A user with this role has access to marketing functions and settings.
CR Sales & Marketing Admin: A user with this role has full access to sales and marketing functions and settings.
CR Sales Representative: A user with this role has access to sales functions and settings.
CR Support Admin: A user with this role has full access to support functions and settings.
CR Support Representative: A user with this role has access to support functions and settings.
CR Viewer: A user with this role has view-only access to marketing, sales, and support functions and settings.

Finance-Related Roles

The following roles that manage access to finance functionality are available in the system:

AP Admin: A user with this role has access to functions and settings related to accounts payable, as well as view-only access to general ledger transactions.
AP Clerk: A user with this role has access to accounts payable functions, as well as view-only access to accounts payable settings and general ledger transactions.
AP Viewer: A user with this role has view-only access to accounts payable functions.
AR Admin: A user with this role has access to functions and settings related to accounts receivable, as well as view-only access to general ledger transactions.
AR Clerk: A user with this role has access to accounts receivable functions, as well as view-only access to accounts receivable settings and general ledger transactions.
AR Viewer: A user with this role has view-only access to accounts receivable functions.
CA Admin: A user with this role has access to cash management functions and settings.
CA Clerk: A user with this role has access to cash management functions and view-only access to cash management settings.
CA Viewer: A user with this role has view-only access to cash management functions.
CM Admin: A user with this role has access to functions and settings related to currency management.
CM Viewer: A user with this role has view-only access to currency management functions.
DR Admin: A user with this role has access to functions and settings related to deferred revenue.
DR Viewer: A user with this role has view-only access to deferred revenue functions.
FA Admin: A user with this role has access to functions and settings related to fixed assets.
FA Clerk: A user with this role has access to fixed asset functions, as well as view-only access to fixed asset settings.
FA Viewer: A user with this role has view-only access to fixed asset functions.
Financial Supervisor: When the Restrict Access to Closed Periods check box is selected on the General Ledger Preferences (GL102000) form, a user with this role can post to closed financial periods, while all other users are not able to work with these periods. A financial supervisor can also reopen Closed periods and unlock Locked periods.
GL Admin: A user with this role has access to functions and settings related to the general ledger.
GL Clerk: A user with this role has access to general ledger functions, as well as view-only access to general ledger settings.
GL Viewer: A user with this role has view-only access to general ledger functions.
Project Accountant: A user with this role can upload and process GL and PM transactions for project tasks with the Completed, Canceled, or In Planning status, while all other users are not able to process transactions for such project tasks.
TX Admin: A user with this role has access to functions and settings related to taxes.
TX Viewer: A user with this role has view-only access to tax-related functions.
Customer Data Manager: A user with this role is responsible for entering master data related to customer profiles.
Vendor Data Manager: A user with this role is responsible for entering master data related to vendor profiles.

Inventory and Order Management-Related Roles

The following roles that manage access to inventory and order management functionality are available in the system:

SO Admin: A user with this role performs the setup of the sales orders functionality and configures the sales processes.
SO Manager: A user with this role creates sales orders, manages customer contracts (such as blanket sales orders), views account receivables invoices and payments, negotiates customer terms, manages approvals, and oversees the sales operations staff and their activities.
SO Clerk: A user with this role enters data of sales orders, creates customer returns, prints and sends order confirmations, and manages customer inquiries.
SO Viewer: A user with this role can view the progress of the sales orders processing but cannot change the orders.
PO Admin: A user with this role performs the setup of the purchase orders functionality and configures the processes of purchasing.
PO Manager: A user with this role creates purchase orders, requisitions, views accounts payable bills and payments, negotiates vendor credit terms, manages vendor returns, manages approvals, and oversees the purchasing staff and their activities.
PO Buyer: A user with this role procures inventory to replenish the warehouse stock levels or to fulfill orders (planning of purchases, creation of purchase orders, linking of purchase orders to fulfill sales orders), reviews seasonality and replenishment settings for optimization and procurement.
PO Clerk: A user with this role enters data of purchase orders, creates vendor returns, and views inquiries and reports.
PO Viewer: A user with this role can view the progress of the purchase orders processing but cannot change the orders.
IN Admin: A user with this role performs the setup of the inventory functionality and configures the inventory processes.
IN Manager: A user with this role analyzes and manages warehouse activities and performance, takes responsibility for the physical movement of goods to and from the warehouse as well as inventory optimization and efficiency within the warehouse, and oversees the warehouse staff and their activities.
IN Receiver: A user with this role receives purchases, inbound transfers, and customer returns, puts away received goods into designated warehouse locations.
IN Shipper: A user with this role picks, packs, and ships customer sales orders, outbound transfers, and vendor returns, and confirms shipments.
IN Clerk: A user with this role performs cycle counts and inventory adjustments and restocks the inventory within the same warehouse according to the warehouse manager's plan.
IN Viewer: A user with this role can view the documents related to the warehouse processes and inventory settings but cannot change orders and settings.
Inventory Data Manager: A user with this role is responsible for entering master data related to inventory item profiles.

Manufacturing-Related Roles

MYOB Acumatica also provides a number of predefined roles to manage users' access to manufacturing functionality, including the following:

MFG Engineer: A user with this role has full access to the functions related to bills of material and engineering change control, as well as view-only access to bill of material settings.
MFG Engineering MGR: A user with this role has full access to the functions and settings related to bills of material, except for labor codes, overhead, and shifts.
MFG Shop Floor: A user with this role has view-only access to production orders, full access to clock entry functions, full access to production schedules, and view-only access to production dashboards.
MFG Production MGR: A user with this role has full access to production-related functions, production-related settings, and functions related to the approval of clock entries.
MFG Scheduler: A user with this role has full access to material requirements planning functions, full access to production schedules, and view-only access to material requirements planning settings.
MFG Scheduling MGR: A user with this role has full access to material requirements planning functions, material requirements planning settings, production schedules, and advanced planning and scheduling maintenance.
MFG Planner: A user with this role has full access to master production schedule functions, forecast functions, production schedules, and to some of the material requirements planning functions.
MFG Planning MGR: A user with this role has full access to master production schedule functions and settings, forecast functions, production schedules, and some of the material requirements planning functions.
MFG Sales Engineer: A user with this role has full access to estimating functions.
MFG Warehouse: A user with this role has full access to material transaction functions and to lot- or serial-tracking functions.
MFG Viewer: A user with this role has view-only access to production orders.
MFG Admin: A user with this role has full access to all manufacturing functions and settings.

Payroll-Related Roles

The following roles for managing access to payroll functionality are available in the system:

PR Admin: A user with this role has full access to payroll functions and settings, and view-only access to banking, payables, projects, finance, and configuration settings.
PR Clerk: A user with this role has limited access to payroll functions (such as data entry and internal reporting), view-only access to payroll settings, and view-only access to banking, payables, projects, finance, and configuration settings.
PR Manager: A user with this role has full access to payroll functions, view-only access to payroll settings, and view-only access to banking, payables, projects, finance, and configuration settings.
PR Viewer: A user with this role has view-only access to payroll functions.

Self-Service Portal–Related Roles

The following roles that manage access to MYOB Acumatica Customer Portal are available in the system:

Guest: This role is used for backward compatibility.
Internal Employee: Users with this role have full access to personal settings, tasks, events, email, and time cards, as well as expense receipts and claims. Additionally, these users can view Help, and they have view-only access to payroll inquiries.
Internal User: A user with this role can change personal settings and view Help. Also, these users have view-only access to payroll inquiries, such as personal pay stubs. This role is automatically assigned to all user accounts linked with the Employee user type.
Portal Admin: A user with this role can access the MYOB Acumatica Customer Portal configuration forms and configure Customer Portal. For more information about MYOB Acumatica Customer Portal, see Customer Portal.
Portal User: A user with this role can access Customer Portal. You should assign this role only to contacts who must have access to Customer Portal. For more information about MYOB Acumatica Customer Portal, see Customer Portal.