As financial and budget information is sensitive, to maintain privacy, only a Phocas administrator can give users permission to manage Budgets and Forecasts or Financial Statements.
A ‘Phocas site administrator' is different to a ‘budget administrator’. The Phocas site administrator controls who can access a database and what information they can see within a database. See below to learn about a budget administrator.
There are three categories of users in the Budgets and Forecasts module:
Owner
To be eligible to be a budget owner, you need to have the Manage Budgets and Forecasts permission assigned to your Phocas user profile. You also need permission to access to the relevant database(s).
The owner is the user who creates the budget workbook and has overall control of that budget and its workflow. Owners can perform all actions in the budget. Ownership can be changed and often, administrators will become owners during part of the budget process to control the workflow, as required.
Administrator
The owner can add administrators to the budget workbook, for the purpose of delegating tasks and assisting with the workflow management. Administrators have additional permissions within the budget workbook compared to general users (contributors). In addition to the standard data entry, administrators can change the budget owner to themselves, add comparison rows, assign tasks in the workflow (but not change the workflow baseline, which is the owner), add drivers and publish driver tabs (where applicable).
Contributor
To be eligible to contribute to a budget, you need to be assigned a task in that budget. The owner or administrator can assign tasks in the workflow to other users. These users are known as contributors, and they are responsible for entering the budget values in the worksheet.
In general, the Phocas database permissions are carried through to the budget, so users can only view rows (budget lines) corresponding to those databases, for which they have been assigned tasks in the workflow.