AutoCount Plugin: Item Scope Plugin
Control What Employees Can See and Sell
The AutoCount Item Scope Plugin empowers businesses to control which inventory items specific users can view and interact with in AutoCount. Instead of everyone seeing all products, administrators can define item scopes based on attributes like brand or category and assign them to roles or individual users — so sales, purchasing, warehouse, and reporting staff only see what’s relevant to their responsibilities. This capability is especially valuable for companies with multiple brands, product divisions, or specialist teams, ensuring employees work only within their authorized product range.
AutoCount Item Scope Plugin Video Guide
Watch this comprehensive video guide on how to use the AutoCount Item Scope Plugin to control item visibility and usage across different modules in AutoCount Accounting.
Core Features
Item Scope Definition
The core function of the plugin is to let administrators define item scopes — logical groupings of inventory products based on attributes such as:
Brand
Product
Item Attributes
Each scope represents a product subset that can be tailored to specific teams or roles within the organization.
Why it matters?
By restricting product visibility, you eliminate cross brand errors, reduce selection clutter, and help teams focus on what matters to their function.
User Level Item Access Control
Once item scopes are defined, they can be linked to individual users or user groups. Staff members then see only the products included in their assigned scopes across relevant AutoCount modules — including sales, stock, purchase, and reporting areas.
Outcome: Greater operational precision and reduced risk of accessing or selling the wrong products.
Flexible Scope Combinations
Users can be associated with multiple scopes. When this happens, the system combines the permissible product sets so the user can see all items from each of their assigned scopes.
Use case: A user handling both Brand A and Service Items can be given both scopes to see all necessary inventory without opening access to unrelated products.
Step-by-Step Guide to Define Item Scopes (Product Range) in AutoCount
Step 1
- Click Item Scope to open Item Scope Maintenance.
Step 2
- In the Item Scope Maintenance window, choose the products or brands the employee should have access to (e.g., Nokia and Motorola).
Step 3
- Save the scope by clicking OK.
Step-by-Step Guide to Assign Scopes to Users
Step 1
- Go to User Maintenance.
Step 2
- Select the employee (e.g., LOW) you want to restrict.
Step 3
- Assign them to the relevant item scope (e.g., Nokia & Motorola only).
Step 4
- Click the OK button to apply the permissions.
Step-by-Step Guide to Test User Permissions
Step 1
Log out and log in as the restricted user (e.g., LOW).
Step 2
- Open Stock > Stock Item Maintenance.
Step 3
- Confirm that only authorized items (like Nokia and Motorola) are visible.
Step 4
Other items (like Samsung) should be hidden. This ensures the item scope is working as intended.
Benefits & Business Value
The Item Scope Plugin adds intelligent access control to your AutoCount system:
Access Control
Only authorized users see designated products.
Operational Efficiency
Teams work within defined product boundaries, reducing selection errors and improving speed.
Reporting Accuracy
Sales and inventory reports reflect relevant product sets for each user.
Security & Compliance
Sensitive product data remains shielded from users without scope permission.
This functionality enhances internal process control and accountability — particularly in environments with multi‑brand portfolios or segmented business units.
Advanced Item Module Integration
The Item Scope Plugin works best when rich item classifications are available. The Advanced Item Module lets you assign enhanced metadata (Brand, Category, Class) to stock items, which can then be used as criteria when building scopes.
Step:
Click Tools > Program Control > Module Setting.
Core benefits of the Advanced Item Module include:
Advanced Item Categorization for precise inventory logic.
Flexible Filtering & Reporting across detailed item attributes.
Batch Processing for efficient updates.
Seamless Integration with core modules like stock, BOM, sales, and POS.
Custom Item Applications tailored to sales, purchasing, or point of sale workflows.
This module lays the foundation for more intelligent control of item visibility via scopes.
Tips & Best Practices
Plan Scopes by Role
Define scopes according to job functions or responsibilities for clarity and consistency.
Use Brand or Category Filters
Efficiently group items using metadata to reduce manual scope maintenance.
Preview Scope Definitions
Before assignment, confirm that scope criteria capture the intended item set.
Maintain Scopes
Review and update item scopes periodically as inventory evolves.
Note: New products do not automatically join existing scopes unless the scope criteria include their attributes.
Important Before You Start — Set Access Rights First
Before you start creating item scopes and assigning users, make sure the right employees have permission to use the Item Scope Plugin.
Reminder: If a user doesn’t have Item Scope access rights, they won’t even see the Item Scope functions in AutoCount, even if you’ve already configured scopes.
Step 1
Go to General Maintenance > Access Right Maintenance
Step 2
- In the pop-up window, select which users can access Item Scope features via Set Group Access Rights.
Step 3
Click OK to save.
Conclusion
The AutoCount Item Scope Plugin gives you powerful, role‑based inventory visibility control. By defining item scopes and linking them to users, you can streamline workflows, enforce access boundaries, and improve data accuracy across key business processes.
This plugin helps you make your AutoCount system both efficient and secure, tailored to your organizational needs.
Frequently Asked Questions
Will this plugin affect existing data?
No — it applies visibility filters without altering underlying item or transaction data.
Does it work with core AutoCount modules?
Yes — it works with Sales, Purchase, Inventory, and Reporting modules. For specialized modules, consult your dealer.
Are there limits on how many scopes I can create?
No — you can define as many item scopes as required to align with your business structure.
Can one product be included in multiple scopes?
Yes — this allows flexible combinations of access across roles.
What happens if a scope is removed?
Users previously assigned to the deleted scope will no longer have access to the items defined by that scope. Reassign or adjust scopes as needed to maintain continuity.
Will performance be impacted?
The plugin operates at the database query level, so performance effects are minimal.
Can I export/import scope configurations?
Not currently — configuration is managed manually per company file.
What if a user has multiple scopes?
The visible item set is the combined union of all assigned scopes.
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