M9-AR-1157 Security for Customer-Salesperson by User Code

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Contents

Synopsis

This Extended Solution adds the ability to set up security for Customers or Salespersons by User Code in the Sales Order and Accounts Receivable modules. Only authorized users or users not entered in the security file will be able to access specified Customer or Salesperson data.

Installation

Before installing any Extended Solution, please verify that the version level referenced on your installation file is the same version level as your Sage 100 (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 100 (MAS 90 MAS 200) platform.

Extended Solutions Control Center

Installing any Extended Solution will add an Extended Solutions Control Center to the Sage 100 (MAS 90 MAS 200) Library Master Utilities menu. When you open the Control Center, the following options will be available:

  • Merge Installation Files
  • Extended Solutions Setup options

Custom Office

If you customize your Sage 100 (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 Receivable 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.

AR-1157 Setup Options
Figure 1


Answer the following prompts:

AUTHORIZE USER FOR MULTIPLE CUSTOMERS/SALESPERSONS: Check this box to specify multiple Customers/Salespersons per User.
RESTRICT LISTING OF UNAUTHORIZED CUSTOMERS: Check this box to restrict the Lookup on the Customer field to those customers for which the current user is authorized.
RESTRICT LISTING OF UNAUTHORIZED SALES ORDERS: If you check this box, the Lookup function on the Sales Order Number field will not list S/O Numbers that reference unauthorized Customers and Salespersons.

Roles/Tasks
The following Task has been added to Accounts Receivable, Setup Options:

  • User Code Security Maintenance

Users who are authorized to run any of the above should be granted permissions for the prospective tasks and security events. Please review your security setup in Role Maintenance and make appropriate changes.

You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution.

Operation

User Code Security Maintenance
User Code Security Maintenance allows you to enter a User Code and an associated Customer Number and/or Salesperson Code (Figure 2). If you checked the ‘Authorize User for Multiple Customers/Salespersons’ box in Setup, an unlimited number of User Code or Customer/Salesperson combinations can be set up and maintained. If you did not check this box, then only one Customer Number and/or one Salesperson Code can be entered for each User Code. The Extended Solution is active only for User Codes that have been set up via this new screen; those who are not will have no security restrictions.

AR-1157 User Code Security Maintenance


The User Security Report can be printed by clicking the printer button. This report details the security set up for this Extended Solution (Figure 3). The User Security Report prints one line per User ID, including the Type of security (C=Customer or S=Salesperson), and the Customer or Salesperson that can be accessed by this User ID.

AR-1157 User Security Report


Sales Order Data Entry
During Sales Order Data Entry, the user will be prevented from entering an on file Sales Order Number if the Customer Number or the Salesperson Code referenced on the order has not been entered in Setup for the User Code of the person attempting the entry. Clicking the browse buttons will bring up only the Sales Orders that the user is allowed to view. Unauthorized Customer Numbers will not be accepted.

Note: the First and Last buttons will not bring up any records if the user is not authorized to see the first and last records on file. Also, browsing may seem slow, as the Extended Solution reads though each record on file.

Accounts Receivable Customer Maintenance
The user will be prevented from entering an on-file Customer Number in Customer Maintenance if that Customer Number is not specified for the User Code or where the Customer Masterfile holds a Salesperson Code that has not been entered in Setup for the User Code of the person attempting the entry.

Accounts Receivable Invoice History Inquiry
During Accounts Receivable Invoice History Inquiry, the user will be prevented from entering an Invoice Number where the Customer Number referenced or the Salesperson Code referenced has not been entered in Setup for the User Code of the person attempting the entry.

Restrict Listing of Unauthorized Customers
If you checked the ‘Restrict Listing of Unauthorized Customers’ box, then the Lookup on the Customer field will be restricted to those customers for which the current user is authorized.

Restrict Listing of Unauthorized Sales Orders
If you checked the ‘Restrict Listing of Unauthorized Sales Orders’ box, then the Lookup on the Sales Order Number field will be restricted to those Sales Orders for which the current user is authorized.


Helpful Hint

  • The Customer and Sales Order Lookups may contain extra, empty columns that would contain information if specific options were selected in other Extended Solutions. You can use the ‘User Lookup Wizard’ in Library Master to remove those columns, if desired.


ODBC Dictionary

The files listed below have been added or changed in the ODBC Dictionaries by this Extended Solution for Crystal Reports purposes.

AR-1157 ODBC Dictionary

Be aware that the ODBC Dictionaries may contain other files and data fields that will be unavailable without their corresponding Extended Solutions installed.

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

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