Sage 500 ERP has a very complex security system. The system is actually three-levels deep in respect to security. You can control access to the application using native Microsoft Windows security. You can also control access at the Microsoft SQL Server level. Lastly, the Sage 500 ERP application itself offers security for every module down to every field within the system. Setting up the security system can be very confusing for new or untrained users. It is important to understand how the system is setup in respect to security groups, companies, sites, menus, tasks, users, roles, and security events.
Users are assigned to security groups which control access within the system. You can have (and probably should have) multiple security groups. Security Groups cross all Sage 500 modules. Task security allows for different permissions for accessing various tasks in the application. Permission options are explained below:
- Select Excluded to prevent users in the security group to view the task. If this option is selected, an entry field involved in the task may be bypassed, the button used to access the task does not appear, or a dialog box that is involved does not display.
- Select Display Only to allow users in the security group to only view the data. If this option is selected, the users cannot change the values at the fields or click buttons in the task.
- Select Normal to allow users in the security group to enter or change data. If this option is selected, buttons and dialog boxes related to the task are available to the users.
- Select Supervisory to allow users in the security group to enter or change data as well as perform supervisory tasks (for example, posting private batches).
Sage 500 ERP also includes security events which are essentially overrides and are application specific. For example, if a customer exceeds the limit of credit, the user can, if they have permission, allow the customer to override the credit limit. The user would see a dialog asking whether to allow the credit overrun. Depending on which tab you have selected (tasks or events), the security events grid displays the task description and access permission level for each task, or the security event description and security rights for each security event. You can change access permission levels and security rights two ways: use the grids pull-down features or apply a new default permission for all highlighted lines using the Default Permission field.
To learn more about Sage 500 ERP security, download our free Sage 500 ERP Owner’s Manual available here or by clicking the button below.