Team Members License Features

Understanding what Team Members can and cannot do is crucial for proper license assignment and user expectations.

What Team Members CAN Do

✅ View and Read Access

Financial Data:

Customer information and ledger entries
Vendor information and transactions
Item information and inventory levels
General ledger accounts and entries
Financial reports and statements
Budget information and variance analysis

Operational Data:

Sales and purchase documents (read-only)
Project information and job entries
Workflow entries and approval status
Dimension data for assigned areas
Municipal data within access scope

System Functions:

Run reports and export to Excel
Access personal settings and preferences
View help and documentation
Use search and filtering capabilities
Navigate through role centers

✅ Limited Transaction Capabilities

Approved Activities:

Approve workflow requests - Can participate in approval processes
Post time sheets - Submit time and attendance data
Submit expense reports - Enter expense claims
Personal configurations - Modify personal settings and preferences
Report generation - Create and run standard reports
Data export - Export data to Excel for analysis

✅ Municipal-Specific Access (Muncipal manager)

Account Budget Overview:

View account numbers, names, and types
Access net changes and budgeted amounts
See variance calculations (Budget vs Actual)
Drill down to ledger entries (read-only)
Analyze balance by dimensions and periods

Filtered Access:

Automatic filtering by assigned municipality
Income/Balance categorization viewing
Field class information (read-only)
Dimensional data within security scope

What Team Members CANNOT Do

❌ Master Data Management

Restricted Creation/Modification:

Cannot create new customers, vendors, or items
Cannot modify critical master data fields
Cannot set up new dimensions or dimension values
Cannot create or modify posting groups
Cannot change account structures

❌ Transaction Processing

Posting Restrictions:

Cannot post sales or purchase transactions
Cannot create or post general journal entries
Cannot process payments or receipts
Cannot modify posted documents
Cannot perform inventory adjustments

❌ System Configuration

Setup Limitations:

Cannot access most setup pages
Cannot modify system configurations
Cannot create new users or modify permissions
Cannot change number series
Cannot modify field class VAT setup
Cannot access account dimension relations

❌ Advanced Features

Developer/Admin Functions:

Cannot access developer tools
Cannot create or modify objects
Cannot import/export configurations
Cannot manage user permissions
Cannot access system administration

License Comparison

Feature	Team Member	Essential	Premium
Read Access	✅ Full	✅ Full	✅ Full
Transaction Posting	❌ No	✅ Yes	✅ Yes
Master Data Creation	❌ No	✅ Limited	✅ Full
System Setup	❌ No	✅ Limited	✅ Full
Workflow Approval	✅ Yes	✅ Yes	✅ Yes
Report Generation	✅ Yes	✅ Yes	✅ Yes
Cost per User/Month	Low	Medium	High

Application Area Access

Team Members typically have access to these application areas:

Basic: Core functionality for viewing data
Suite: Extended features for analysis (if assigned)
Warehouse: Basic warehouse visibility (read-only)
Fixed Assets: Asset information viewing

Automatic Restrictions

The system automatically enforces Team Member restrictions through:

License Type Checking: System verifies license before allowing actions
Page-Level Controls: Entire pages can be read-only
Field-Level Restrictions: Individual fields can be hidden or protected
Application Area Filtering: Features filtered by assigned application areas
Dimension Security: Access limited by dimensional assignments

Best Practices for License Assignment

Assess User Needs: Determine if read-only access is sufficient
Consider Workflows: Ensure approval processes are available if needed
Plan for Growth: Users may need upgrades as roles expand
Monitor Usage: Track what features users actually need
Regular Review: Reassess license assignments quarterly