Explanation of User Roles

A description of the various permissions and restrictions that can be applied to users

Prerequisites

None

Getting there

Setup → Users

Elevated Permissions

Elevated permissions allow users to perform tasks that do not tend to be commonly performed as part of day-to-day work.

Permissions that require elevation to function, or grant additional functionality when elevated, are marked with a ⭐ in the descriptions below.

When assigned one of these roles, a user will need to click their name on the right-hand side of the navigation bar and click Elevate Permissions before performing the associated task.

Setup Access

These permissions are related to accessing and configuring the setup of your company. Most Access permissions in this section are required for normal use of Brew Ninja in any role.

Business Partners

Access Access existing business partners
Modify Create, modify, and delete business partners
⭐Admin Mark business partners as government partners and set a standard discount for business partners

Recipes

Access Access existing recipes
Modify Create, modify, and delete recipes

Materials

Access Access existing materials
Modify Create, modify, and delete materials
⭐Costing Override the calculated cost of materials

Product SKUs

Access Access existing product SKUs
Modify Create, modify, and delete product SKUs
⭐Costing Override the calculated cost of products

Equipment

Access Access existing serialized equipment
Modify Create, modify, and delete serialized equipment

Administration

Company Info Configure company information, including categories and third-party integrations 
User Roles Add users, configure user roles, and retire users
Notifications Create, modify and delete notifications for different groups of users

Production Access

These permissions are related to the production process, including your inventory, tanks and scheduled brews.

Inventory

Access Products Access existing product inventory levels
Access Materials Access existing material inventory levels
Create Count Create, perform, and delete inventory counts and snapshots
Finalize Count Finalize inventory counts to apply them to your inventory
Setup Warehouses Create, modify, and delete warehouses
Transfer Transfer material and product inventory between warehouses
⭐Modify Directly modify inventory levels

Tanks

Access Access existing tanks
Contents Access the contents of a tank
Transfer Transfer the contents of a tank into packaged product, another tank, or another warehouse
Configure Create, modify, and delete tanks
⭐Modify Create, modify, and delete tank contents

Schedule

Access Access existing scheduled events
Create Event Create, modify, and delete scheduled events
Modify Brew Sheet Enter data for the brew sheet associated with a scheduled event
Configure Brew Sheet Create, modify, and delete fields that exist on your brew sheets

Transactions Access

These permissions are related to transactions involving your brewery and your business partners, such as sales orders, retail sales and purchase orders.

Retail Transfers

Access Access existing taproom and consignment transfers
Create Create, modify, and delete taproom and consignment transfers
Approve Approve taproom and consignment transfers
Finalize Finalize taproom and consignment transfers to apply them to your inventory

Rentals

Access Access existing rental records for serialized equipment
Modify Directly modify rental records
Return Mark rented serialized equipment as returned

Deliveries

Access Access existing scheduled deliveries
Modify Create, modify, and delete scheduled deliveries
Perform Complete scheduled deliveries

Sales Orders

Access Access existing sales orders
Create Create, modify, and delete sales orders, alongside being able to submit them for approval
Approve Approve sales orders
Finalize Finalize sales orders to apply them to your inventory
Pricing Override Override the default item pricing and customer discount for sales items
All Drafts Access sales orders marked as a draft by other users

Purchase Orders

Access Access existing purchase orders
Create Create, modify, and delete purchase orders, alongside being able to submit them for approval
Approve Approve purchase orders
Finalize Finalize purchase orders to apply them to your inventory

Retail Sales

Access Access existing retail sales
Create Create, modify, and delete retail sales
Finalize Finalize retail sales to apply them to your inventory
Setup Taproom Configure your taproom
Pricing Override Override the default item pricing and customer discount for sales items

Point of Sale

Supervisor Access the point-of-sale system as a supervisor
Profile Access the point-of-sale system

Reports Access

These permissions are related to the reporting system of the application.

All Reports

Production

Grants access to the following reports: 

  • Historical Material Inventory

  • Historical Product Inventory

  • Inventory Missing Cost of Goods Sold

  • Purchase Report

  • Material Planning Report

  • Material Quantity Report

  • Material Usage Report

  • Tank WIP Status

  • Volume Per SKU and Recipe

Sales Manager

Grants access to the following reports:

  • Cash Out Report

  • Pareto By Recipe (Revenue)

  • Pareto By Recipe (Volume

  • Product Profitability

  • Retail Sales Summary

  • Sales Person Report

  • SKU Makeup of Recipe Sales

  • Volume By Recipe

  • Volume Growth and Decline

  • Volume to Customer by Recipe

  • Wholesale Summary

Sales Representative

Grants access to the following reports:

  • Contact Summary

  • Customer Details

  • Customer List

  • Customers Past Reorder Period

  • Customer Sales Summary

  • Keg Location Report

  • Median Reorder Report

  • Order Ease - Customer Export

  • Order Ease - Product SKU Export

  • Out Kegs Report

  • Price List Summary

  • Product Inventory Export

  • Product Sales by Container

  • Product Sales by Customer

  • Product Sales by Prov/State

  • Product Sales by Recipe

  • Product Sales by Region

  • Rentals/Deposits Export

  • Retail Pricing with Taxes

  • Total Sales By Warehouse

Taxes

Grants access to the following reports:

  • AGLC Sales Upload
  • BC Direct Sales Web Report
  • Canadian Federal Excise Tax Report
  • Canadian Spirits Excise Tax Report
  • Ontario Schedule A Report
  • QuickBooks Audit Report
  • Retail Sales Deposit and Levy Summary
  • Sales Order Deposit and Levy Summary
  • Sales Tax Report
  • SK Craft Producer Report
  • Sask Production Levy Report
  • TTB Quarterly Report

Restrictions

These restrictions allow you to limit employee access to specific parts of the application.

Recipes

Restricted Access Prevents employees from accessing recipes that they have not been given explicit access to view

Further Reading

Setting User Roles