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The team here at ITAS are always looking at ways to help users get the most out of their Sage 200c system. No two requirements are ever the same, so thankfully there are lots of ways to optimise the software to meet specific needs. It’s all in the configuration! One of the ways you can really enhance your system is through user permissions and access rights, which we’ll be focusing on throughout this article. The possibilities are almost endless, allowing you to have complete control over what users see and what tasks they can perform.
Accounting Period Permissions
There may well only be a select few individuals within your department who you wish to have influence over the accounting periods. And for good reason! The last thing you want is for periods to be closed prematurely, have period lengths changed or be left with a build-up of transactions within the deferred list.
Changing the accounting period permissions is really straightforward. Simply head to the Accounting System Manager, find Accounting Periods and select Edit User Permissions. You can then simply change the permissions by module for each user.
Company User Permissions
Perhaps your department is overseeing the accounts of multiple companies within a group. Individuals within the team may only be responsible for certain companies within the group. Sound familiar? Well, you can grant users access to the companies that are only relevant to their workflow.
To change user company access rights, simply open the Sage 200 System Administrator and select Users. You then need to double-click the user’s system name, or right-click and select Properties. Select the Company Access tab, then choose which companies you want the user to have access to. From the Available Companies list, select a company and click > to bring it over to the Selected Companies list. Simply repeat for each company as required.
Feature Access Rights
Assigning company access rights is great and all, but why stop there when you can get deeper into the detail? Your department may consist of teams or individuals who are responsible for specific tasks within the system. Let’s say you have purchase ledger and sales ledger clerks. It doesn’t make much sense to give these teams access to the opposing ledgers. So, once more with the Sage 200 System Administrator, you can easily assign users access to ‘features’. From modules right down to specific reports and commands, you can grant as much or as little access as possible. It’s as simple as ticking boxes. Literally! You select which features you need for each role, then assign those roles to the individual user.
A clear advantage of tailoring a user’s access to features is the more focused workspace they will have. Not to mention eliminating possible accidents in other modules not relevant to the user.
Invoice and Order Permissions
The final permission possibility we’ll be looking at is for invoices and orders. But, why would you need to change access rights for these? Well, if you’re fortunate enough to be processing high order volumes, you may also be applying customer discount groups and/or tracking individual invoice profits as part of wider sales analysis. You may need some of this information to remain exclusive and fixed. Or maybe, there is just some information you would rather end users do not have access to.
With invoice and order permissions, which are set within the modules, you can control what users see and what they can alter. Simply go to the Sales Order Processing or Invoicing module, as required, then select Utilities > System Set Up > User Permissions and apply any permissions that you see fit.
Once again, you can go into a lot of detail here, including but not limited to:
- View of the profit on invoices and orders;
- Viewing of discounts;
- Changing of prices and discounts;
- Changing of credit fulfilment method;
- Overriding of credit limitations;
- Altering of confirmation methods;
- Creation of purchase orders from sales orders;
- Modifying the cost prices;
- Setting default warehouse and more.
Getting user permission settings right for your business is a great way of optimising your Sage 200c system. We’ve outlined a whole load of permission possibilities and the ways it could benefit department operations. Remember, it’s all in the configuration. If you would like help with user permissions or anything else Sage 200c, then get in touch with a member of the team who’ll be happy to help.