Permissions for Payment Processing, Backdating a Payment, and Flooring Plans

Being able to open a customer's account does not carry any right to collect money on it, to backdate a payment, or to open Setup Flooring Plans. Payment Processing, the payment Date field, and Flooring Plans are each governed by their own role permission, granted in Settings > Organization > Roles. This article explains which one covers what.

Questions this answers

• "Why can't I pull up the Payment Processing screen to collect a customer's payment even though I can see their account fine?"
• "Our collector says the curtailment terms and floor plan setup screen won't open for them even though they handle collections all day. Is that a bug?"
• "I need to backdate a payment to last week because the customer actually paid us then, but changing the date field doesn't seem to do anything when I save. Why not?"

This article is only about role permissions on the payment, collections and flooring screens. It is not about the Automatic Payment Processing status, and it is not about lot-level plan modules.

Payment Processing is gated separately from viewing the account

Every action on the Payment Processing side of an account — opening the screen, taking a payment, adding or deleting a stored card, changing a payment's status — is checked against the accounting permission on the user's role. Viewing the customer's deal does not imply it, because that is a different permission entirely.

The levels behave differently, which is why the screen sometimes opens but does nothing useful:

• No access: the screen refuses to open at all. You are sent to the access-denied page instead.
• View only: the screen opens but the whole form is locked read-only. You can look at what happened; you cannot save.
• Add or higher: required to actually collect a payment or add a payment method.

When it refuses, the page says Access Denied along with a line beginning "Required permission:" and the exact path to the permission. Read that line and hand it to whoever administers your roles — it names the permission group and the permission, so nobody has to guess.

It is checked for the lot the account belongs to

The check is made against the lot that owns the deal, not simply the role in general. On a multi-lot setup, a user working in Lot A who opens a deal belonging to Lot B is capped at view-only for that deal even if their role has full accounting access. To collect a payment on it, switch to that lot first.

Why the payment Date field won't take a different date

On the payment collection screen, the Date field is only editable for users whose role has full access to the separate payment-date-change permission. Without it, the field is rendered read-only, and if a different date does reach the server it is ignored when working out the date the payment takes effect — allocation and interest are calculated as of today instead.

So a user without that right cannot backdate a payment to the day the customer actually paid, and it will look exactly like the change did not save. Users on a System Admin role have this right automatically. For everyone else it has to be granted on the role; if you cannot find it on the role screen, contact support before assuming the feature is broken.

Backdating a payment moves the effective date used for allocation and interest, so treat it as a correction to be made deliberately rather than a routine step.

Flooring Plans and curtailment terms are a different permission again

Flooring plans, and the curtailment schedule inside them, are configuration rather than collections. They sit under Setup Flooring Plans, and they are controlled by a flooring plans permission that is granted independently of the accounting permission and of any collections work.

This is why a collector with complete access to accounts, payments and collections still cannot open the flooring plan editor with its Days, Curtailment % and Fee rows. It is configuration, not a bug. The flooring permission also has levels:

• View: can see flooring plans, including in the plan picker when flooring a vehicle.
• Edit: needed to attach, change or unwind flooring on a vehicle.
• Full: needed to open a flooring plan for editing and to change its curtailment terms.

If a collector genuinely needs to maintain flooring plans, grant the flooring permission on their role. There is no need to widen their accounting access to do it.

How to grant any of these

1. Go to Settings, then under Organization choose Roles.
2. Open the role you want to change. Permissions are grouped into collapsible panels; use Expand All to see everything at once.
3. Find the permission named on the Access Denied message and set its level. Some permissions are a simple checkbox; others are a dropdown with access levels.
4. Save the role. The user may need to sign out and back in for the change to take effect.

Note that a lot has to be active for permissions to resolve at all. If a lot is disabled, non-administrator users get no access on it regardless of their role.

When to contact support

Contact support if the Access Denied message names a permission that does not appear on the role screen, or if a user has the named permission at the required level, is working in the correct lot, and is still refused.