M9-AP-1058 Security By Division
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Contents |
Synopsis
This Extended Solution adds security by Division to specific locations in Accounts Payable, Purchase Order and Inventory. Users without clearance will not be allowed to enter Division Codes in specific reports, inquiries and data entry screens. You may choose if users should be included or excluded in the Setup for this Extended Solution.
Installation
Before installing any Extended Solution, please verify that the version level referenced on your installation file is the same version level as your MAS 90 MAS 200 installation. (For more information please call (800) 425-9843). It is recommended to have a complete and tested backup prior to installing any application on your Sage MAS 90 MAS 200 platform.
Extended Solutions Control Center
Installing any Extended Solution will add an Extended Solutions Control Center to the MAS 90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following options will be available:
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- Merge Installation Files
- Extended Solutions Setup options
Custom Office
If you customize your MAS 90 MAS 200, then you must run the Update Utility every time you install this Extended Solution.
Setup
Upon completion of software installation, you will need to access Extended Solutions Setup from the Accounts Payable Setup menu. Select this part number, and the Setup screen for this Extended Solution will appear (Figure 1). Check the ‘Enable Extended Solution’ box to activate this Extended Solution.
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- Figure 1
Answer the following prompts:
- USER CODE ENTRY METHOD: Select ‘Include’ to allow all users entered in the ‘Security’ option added to Division Maintenance access to the particular Division. Select ‘Exclude’ to exclude all User IDs entered in the ‘Security’ option from using the particular Division.
You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution.
Role Maintenance (Example)
The following Security Event has been added to Accounts Payable:
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- Allow Access to Security Option in Division Maintenance and All divisions
Users who are authorized to run any of the above should be granted permissions for the prospective tasks and security events.
Operation
A/P Division Maintenance
A ‘Security’ button has been added (Figure 2). It is accessible only to users who are associated with the A/P security event ‘Allow Access to Security Option. . .’ noted in Setup.
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- Figure 2
After you enter a Division and click the ‘Security’ button, Security by Division maintenance will appear (Figure 3).
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- Figure 3
Specify the list of User Codes who are allowed access to this division or prevented access depending on what method you noted in Setup.
Vendor Maintenance During A/P Vendor Maintenance, the user cannot create new vendors or enter on-file vendors which reference a division the user is not authorized to use (Figure 4).
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- Figure 4
Invoice Data Entry and Manual Check Entry
During Invoice Data Entry and Manual Check Entry, the user cannot create or maintain entries which reference a division the user has not been authorized to use.
A/P Reports and Inquiries
Security has been added to:
- Invoice History Inquiry
- Payment History Inquiry
- Vendor Inquiry
- Payment Selection
- Check Maintenance
- Vendor Listing
- Vendor Listing with Balances
- Vendor Mailing Labels
- Aged Invoice Report
- Trial Balance Report
- Purchase Analysis
- Monthly Purchase Report
- AP Expense by GL Account Report
- Check History Report
- Invoice History Report
- Payment History Report
Repetitive Invoice is not affected by this Extended Solution.
Purchase Order
The user will be prevented from creating new vendors, or entering a vendor on an order or receipt that references a division the user is not authorized to use. The user cannot enter a Master/Repeating Purchase Order number that references a vendor that they have not been authorized to use. This protection only protects Purchase Order Entry, Receipt Entry, Return of Goods Entry, and Purchase Order Form printing.
Purchase Order Reports
A ‘Division’ field has been added to the selection grid on the Open Orders by Item Report (Figure 5) and the Purchase Order Recap (Figure 6). Users may only enter Divisions they have been authorized to use when using these reports. Security has also been added to the Receipt History Report, Purchase History Report, and Open Purchase Order Reports.
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- Figure 5
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- Figure 6
Inventory
The Orders tab of Item Maintenance and Item Inquiry has been modified when the when Purchase Order option is selected. Only the Purchase Orders for those Vendors for which the user has security access will be displayed. The totals at the bottom of the tab will include only the orders included in the display.
The Inventory Sales History Report, sorted by Primary Vendor Number will prevent report printing if the selection references a division the user has not been authorized to use.
Crystal Reports and the ODBC Dictionary
The files listed below have been added, or changed, in the ODBC Dictionaries by this Extended Solution for Crystal Reports purposes.
Be aware that the ODBC Dictionaries may contain other files and data fields that will be unavailable without their corresponding Extended Solutions installed.
What’s New
With the 5-11-07 release:
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- Converted to Business Framework
- The AP_DS file converted to the AP_DivisionSecurity_001 table
Upgrades and Compatibility
The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade.
Documentation
Only changes made by Blytheco, LLC to the standard operation of Sage Software, Inc. MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document.
Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200.
Acknowledgments
Copyright © 2010 Blytheco, LLC. MAS 90 and MAS 200 are registered trademarks of Sage Software, Inc.
Revision Note: 4.4
