User manual

Administration and Set Up

The directory, the audit trail, and the eleven pages that configure everything else in Procufy.

The directory and the audit trail

Organization

/organization

Who: Administration Admin, executives
Where: Sidebar → Organization
Purpose: The directory of every organisation and person in the system.

Five tabs — Overview, Administration, Client, Vendor, Project Management. Each lists that stakeholder's organisations with counts; clicking through opens a detail panel.

Audit Log

/audit-log

Who: Super Admin only
Where: Direct URL — it is not in the sidebar
Purpose: A single feed of significant system events: user changes, tax changes, mail sent, authentication, and vendor and client changes.

Filter by category, status, date range or free text. Categories are USER, TAX, MAIL, AUTH, VENDOR, CLIENT, SYSTEM and OTHER.

The Set Up hub

The sidebar shows one Set Up entry however many Set Up pages you hold. The individual pages appear as cards on the Set Up page — and only the cards you actually hold.

A missing card is a missing grant

If you expect a Set Up card and cannot see it, you have not been granted that page. It is not hidden by a bug and there is no other route to it.

Card	What it configures	Held by
Users Set Up	User accounts, per stakeholder	Super Admin, Procurement Admin, Software Engineer
Core Management	Clients, vendors, departments, PM teams	Super Admin, Procurement Admin, Software Engineer
Client Unit Set Up	Client units — sites and divisions	Super Admin, Procurement Admin
Warehouse Set Up	Warehouses goods are shipped to	Super Admin, Procurement Admin
Client Unit Map	Account manager ↔ client mappings	Super Admin
Financial Set Up	Client Map and Bank Setup tabs	Super Admin, Finance Admin
Bank Set Up	Banks used for cheque payments	Super Admin
Role Designation	Roles, per stakeholder	Super Admin, Software Engineer
VAT Tax	VAT and tax rates	Super Admin, Procurement Admin
Control Unit	Page permissions	Super Admin only

Rule

Tabs inside a card are scoped too. A Procurement Admin opening Core Management or Users Set Up sees the Client and Vendor tabs but not Administration or Project Management. The card is the grant; the tabs enforce data segregation within it.

Creating a user

Users Set Up

/set-up/users

Who: Super Admin, Procurement Admin, Software Engineer
Where: Sidebar → Set Up → Users Set Up
Purpose: Create and manage user accounts. Tabbed by stakeholder, each a paginated table with add and edit dialogs.

Steps

Choose the stakeholder tab — Administration, Client, Vendor or Project Management.
Add — enter the name, email, phone and password.
Set the reference: a department for Administration, a client (and optionally a client unit) for Client, the vendor for Vendor, or the team for Project Management.
Choose the role. The dropdown is filtered to that stakeholder's roles, and selecting a client unit narrows it further to unit roles.

What happens next

The new user receives a one-time code by email and must verify their address before the account can be used.

Watch out

For a Finance account manager, creating the user is only half the job. Until you map them to clients in Client Unit Map, their bill pages will be completely empty.

Control Unit — page permissions

Control Unit

/set-up/control-unit

Who: Super Admin only
Where: Sidebar → Set Up → Control Unit
Purpose: Decide which role can open which page. This is where the entire access model actually lives — nothing about it is written into the software.

Watch out

A change here takes effect for a user only after they sign out and back in — their permissions were read into their session when they signed in. Tell people this when you change their access, or they will report it as broken.

Each grant carries four separate flags — read, write, delete and export — so a role can be allowed to see a page without being allowed to change anything on it.
A department must be assigned a page before a role inside that department can be granted it. If a page will not appear in the list, check the department assignment first.

The other Set Up pages

Page	Use it to
Core Management	Register client and vendor organisations, and maintain departments and Project Management teams. A vendor must be registered here, and active, before it can be invited to quote.
Client Unit Set Up	Add the sites and divisions that order and receive independently within one client.
Warehouse Set Up	Maintain the warehouses vendors ship to. A warehouse must exist here before it can be chosen on a shipment.
Client Unit Map	Map account managers to the clients whose bills they handle. This is the setting that most often explains an empty Finance page.
Bank Set Up	Maintain the banks available when an Assistant Account Manager prepares a cheque.
Role Designation	Create and maintain roles for each stakeholder. A new role starts with no pages until it is granted them in Control Unit.
VAT Tax	Set the VAT and tax rates that Quotation Select prefills. Change them here, never on an individual selection.

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