Access Control - Others tab

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This option enables you to allow or restrict a user from access to create, edit or delete master files in a specific Set of Books. You may also set the point-of-sale settings (i.e. edit selling price and/or quantities) select the mode for the user to perform all functions (Invoice/Accounting) only Accounting or only Point-of-Sale functions. If you are processing documents or Point-of-Sale invoices, you may also link the user to a salesperson, if salespersons were created in the Setup → System parameters → Salespersons menu option. This facility adds more security to Point-of-Sale access.

In addition to this, custom limitation settings allows you to select a menu option from a list, and to select the hide, show, enable or disable parameter, and add it. A script will automatically be generated for each custom limitation added for the selected user.

In a small business you would normally have all options selected. Should you operate as a service entity (not trading in stock items), the Stock Items may be de-selected. As for larger businesses, where you wish to allocate specific accounting functions to specific users, you may wish to block or restrict a user from creating editing or deleting master files (such as General Ledger Accounts, Debtor Accounts, Creditor Accounts, Tax Accounts, Bank Accounts and / or Stock Items), for example:

1.Edit Accounts - Allow access to create and edit General Ledger Accounts and General Ledger Sub-Accounts or delete General Ledger Accounts only to the person working with the general bookkeeping function (i.e. Accounts Controller). You may then block or restrict other users (e.g. the Purchaser and / or the Credit Controller) from this function.

It is also recommended that the person to which this function is allowed, also has access to print and view General Ledger Reports (e.g. General Account (Chart of Accounts) Listing, etc).

It is also recommended that the person to which this function is allowed, also has access to print and view General Ledger Reports (e.g. General Account (Chart of Accounts) Listing, etc).

2.Edit Creditor Accounts - Select to allow access to create new Creditor Accounts, or edit the contact information, delivery address and remittance advise message or the accounting information, such as credit limit, charge amounts, VAT/GST/Sales Tax Reference number, etc., changes. If a Creditor is no longer active, the Creditor Account may also be deleted.

It is also recommended that the person to which this function is allowed, also has access to print and view Creditor Reports (Creditor's Age Analysis, Creditor Listing, Print Creditor Address Labels, Creditor Transactions and Remittance Advises).

These functions may, for example, only be allowed to the person working with the procurement or purchasing function (e.g. Procurement Officer, Purchaser, etc.). You may then block or restrict all other users not working with Creditors or Procurement from this function.

3.Edit Debtor Accounts - Select to allow access to create new Debtor Accounts, or edit the contact information, delivery address and statement message or the accounting information, such as credit limit, charge amounts, interest on overdue debtor accounts, allocate a different Selling Price and Customer Discount (for documents and stock items only), VAT/GST/Sales Tax Reference number, etc., changes. If a Debtor is no longer active the Debtor Account may also be deleted.

It is also recommended that the person to which this function is allowed, also has access to print and view Debtor Reports (Debtor's Age Analysis, Debtor Listing, Print Debtor Address Labels, Debtor Transactions and Debtor Statements).

These functions, may for example, only be allowed to the person working with the credit control function (e.g. Credit Controller, etc.). You may then block or restrict all other users not working with Debtors or Credit Control from this function.

4.Edit Stock Items - Allow access to create and edit Stock Items or to delete Stock Items only to the person working with Stock (e.g. Stock Controller, Purchaser, etc.). You may then block or restrict all other users not working with Stock Items from this function. This function may be disabled for service entities (not generating documents and not trading in stock items).

It is also recommended that the person to which this function is allowed, also have access to print and view Stock Reports (Stock Activity, Back Order, Stock Item Labels, Stock Movement Summary Stock Re-Order and Stock Item Listing).

5.Edit User Reports - Allow access to create, edit User Reports or to delete User Reports only to a specific person or persons. It is also recommended that the person or persons to which this function is allowed, also have access to print and view User Reports.

6.Mode - Allow or restrict the user to the following modes or profiles:

a)Invoice / Accounting - Allow all functions to the user.

b)Accounting - Will only allow Accounting functions to the user.

c)Point-of-Sale - Will allow only Point-of-Sale Invoicing functions to the user.

7.Link to Salesperson - You may select the salesperson (created in the Setup → System parameters → Salesperson menu option) from the drop-down list for the selected user. This will only allow access to the selected user on the point-of-sale invoicing.

8.Edit Price - By default, all users are allowed to change selling prices at the point-of-sale. You may select to restrict the selected user from changing preset stock item selling prices.

9.Edit Quantity - By default, all users are allowed to change quantities at the point-of-sale. You may select to restrict the selected user from changing preset stock item quantities.

10.Custom Limitation - You may use this powerful feature to set the access levels what the user will see or have access to. This custom limitation settings allows you to select a menu option from a list, and to select the hide, show, enable or disable parameter, and add it. A script will automatically be generated for each custom limitation added for the selected user.

To Set the Other Access Options (Edit Master Files) for a User:

1.Click on the Setup → System parameters → Access Control menu, if the Access Control screen is not already displayed.

The Access Control screen will be displayed.

2.Click on the Others tab.

3.Make sure that the correct User is selected, or click on the User icon.

4.Accounts - Select the following options, if necessary:

a)Edit Stock - Remove the tick to restrict the selected user, or place a tick in the field to allow access to create, edit or delete stock items on the Edit menu.

b)Edit User Report - Remove the tick to restrict the selected user, or place a tick in the field to allow access to create, edit or delete user reports on the Reports menu.

c)Edit Accounts - Remove the tick to restrict the selected user, or place a tick in the field to allow access to create, edit or delete general ledger accounts on the Edit → Accounts menu.

d)Edit Debtors - Remove the tick to restrict the selected user, or place a tick in the field to allow access to create, edit or delete debtor accounts on the Edit → Debtor menu.

e)Edit Creditors - Remove the tick to restrict the selected user, or place a tick in the field to allow access to create, edit or delete creditor accounts on the Edit → Creditor menu.

5.Stock Access Type - Default (All Rights).

6.Link to Calendar - Default is User or TurboCASH (as in the resources file).

The Multi-User Agenda Plugin allows you to create resources for the Calendar. You may link these resources to each of your users.

7.Point-of-Sale - Select the following options, if necessary:

a)Mode:

i)Invoice / Accounting - Allow all functions to the user.

ii)Accounting - Will only allow Accounting functions to the user.

iii)Point-of-Sale - Will allow only Point-of-Sale Invoicing functions to the user.

b)Edit Price - Remove the tick to restrict the selected user, or place a tick in the field to allow access to edit or change the selling prices of stock items on the Point-of-Sale Invoicing.

c)Edit Quantity - Remove the tick to restrict the selected user, or place a tick in the field to allow access to edit or change the quantities of stock items on the Point-of-Sale Invoicing.

d)Link to Salesperson - Select the salesperson from the drop-down list for the selected user. This will only allow access to the selected user on the Point-of-Sale Invoicing.

8.Custom Limitation - All the available menu options are listed for each user. You may use this feature to set the access levels what the user will see or have access to. This custom limitation settings will only be reflected on the menu items when the selected user logs in on the Set of Books.

9.Click on the Apply button to save the changes for this user.

10.Select the next available user to restrict or allow access to batches and / or accounts, if necessary.

11.Click on any of the tabs to set the access levels for each selected user.

12.Once finished, click on the Close button to exit the Access Control screen.


To Set the Custom Limitation for a User

1.Click on the list to select a feature or menu.

2.Select Hide, Show, Enable or Disable from the list.

3.Click on the Add button. The script for the selected custom limitation will be displayed in the text area. For example, if the Delete Set of Books menu option is selected, it will display as follows:

Each selected or added custom limitation is preceded by a semi-colon ; In this example, File indicates that it is an item on the File menu, and Delete is the Delete (Set of Books) item on that menu. The option to hide, show, enable or disable the selected menu option, is indicated as follows:

o=H -the menu item will not be displayed

o=S - the menu item will be displayed.

o=E - the menu item is enabled.

o=D - the menu item is disabled and will be displayed as an inactive menu item.

4.Click on the OK button to save the selection or changes.

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