Skip to main content

Clerk Maintenance

Clerk Maintenance​

The Clerk file contains all of the information about the clerk and certain settings for additional permissions. Each employee accessing the application should have their own unique clerk id and password.

From the menu select System Administration, Security, Clerk Maintenance. Then select a clerk to maintain or add a new one.

Note: Once created, a clerk cannot be inactivated. If you created the clerk and no transactions have been made using that clerk's id it is OK to delete it. However if you need to block a clerk from accessing the application it is recommended that the password be changed on the clerk instead of deleting the id after transactions have been processed.

  • Clerk ID - Enter a Clerk ID; any combination of up to 8 letters and/or numbers can be used. Special characters are not allowed. For ease of entry when transaction it is suggested that the clerk id be a two or three digit number.
  • Name - Enter the clerk's name exactly as you want it to appear on reports and invoices. A maximum of 20 characters may be used.

General Information Tab​

The general information tab contains the clerk's location overrides, assigned techs and some general settings.

  • Password – Enter a Password for this clerk. Passwords can be left blank but it is recommended that every clerk have their own password. Check the show password box to display the current password.
  • Email – Enter an Email address for this clerk. This address will serve as the default when this clerk sends an email. Note if your email provider does not allow relaying then at the current time only the primary email address in DockMaster Parameters is used for sending email.
  • Group Email – Enter an Email address for this clerk. If defined this serves as the default reply to address when this clerk sends an email. Note if your email provider does not allow relaying then at the current time only the primary email address in DockMaster Parameters is used for sending email.
  • Technician– If this clerk manages technicians in service and you are utilizing the service schedule. Then the clerk’s techs can be added here to give an option to only view the clerk’s techs in the schedule.
  • Inventory/WO Location – Enter a default Inventory Location for this clerk. This prompt is used by the Point Of Sale, Inventory Management, and WO Processing modules. If the Allow Override box is checked, the Location Code Listing window will be displayed each time this clerk enters any area of the module that requires a location to be selected.
  • Storage and Billing Location – Enter a default Location for the Marina Management module. This prompt is used throughout the Marina Management module to default the Location when applicable. If the Allow Override box is checked, the Location Code Listing window will be displayed each time this clerk enters any area of the module that requires a location to be selected.
  • AR Location – Enter a default Accounts Receivable (AR) Location for this clerk. If the Allow Override box is checked, the Location Code Listing window will be displayed each time this clerk enters any area of the module that requires a location to be selected.
  • Storage and Billing Location - Enter a default Location for the Storage and Billing and VisualMarina modules; click the down arrow to see additional choices. This prompt is used throughout the Storage and Billing and VisualMarina modules to default the Location when applicable. If the Allow Override box is checked, the Location Code Listing window will be displayed each time this clerk enters any area of the module that requires a location to be selected.
  • Sales Management Location – Enter a default Location for the Sales Management module. This prompt is used throughout the Sales Management module to default the Location when applicable. If the Allow Override box is checked, the Location Code Listing window will be displayed each time this clerk enters any area of the module that requires a location to be selected.
  • Can create Special Orders – When this flag is checked the clerk is allowed to create special orders in Point Of Sale.
  • Secure End Of Day – When this flag is set the clerk cannot see the expected totals column of the Detail check out tab in Point Of Sale.
  • Restrict time Card date – When this flag is set the clerk cannot access the date on the time card entry form. Note the time card’s default date will be set to the current system date.

Prospecting Info Tab​

The Prospecting Info tab allows you to define security levels for each clerk that has access to prospect functions in Sales Management. By defining security levels for each clerk administrators have additional options to control prospecting functions.

  • Prospecting Location– Select a default location to the clerk to work out of. This option is not available if Sales Management is not set as multiple locations.
  • Allowable Override Locations – If the clerk can work out of multiple locations for prospecting add the additional locations here. This option is not available if Sales Management is not set as multiple locations.
  • Allow B/M/T Prospecting– When this flag is set the clerk can access the follow up tab in prospect maintenance for Sales Management actions.
  • Allow Service Prospecting– When this flag is set the clerk can access the follow up tab in prospect maintenance for WO Processing actions.
  • Allow Storage Prospecting– When this flag is set the clerk can access the follow up tab in prospect maintenance for Marina Management actions.
  • Receive Inquiry Notices– When this flag is set and another clerk accesses a prospect that is assigned to the clerk an email notification will be sent stating which clerk inquired on the prospect.
  • Auto Update Contacts – When this flag is set and the clerk’s Email and Contacts Settings has been defined, then changes made to the prospect’s contact information will be updated in the clerk’s Google Apps or Outlook contacts group.
  • User Level – This drop down contains the clerk’s assigned user level access. Refer to the Levels group for choosing an access level 0 – 6. Note setting this level does not affect user group access settings for the clerk.
  • Email and Contacts Settings – This group of controls contains the clerk’s login,password, calendar name, contacts group, and PIM system when Google Apps or MS Outlook. Note at the current time Google Apps is the only supported calendar and contacts PIM that is supported.

Miscellaneous Tab​

Miscellaneous Information – Custom prompts can be defined for the clerk as needed. To set the prompts go to System Administration, Utilities, Custom Prompts and select Clerks