Selected Access

Related topics

Set up user records and passwords

License Sage 50 users

Log in to a Sage 50 company

Change a user's password and access rights

Copy user information to a new user record

Set up your accountant as a user

Delete user records

Remove user and password security

Read the Sage 50 security overview

Perform other administrative tasks

Read the users and passwords overview

This window lets you choose areas of the Sage 50 program to which users will have access. Setting up user security is part of the process of setting up a Sage 50 user:

Administrator, Company Administrator

If you are going to use the Sage 50 security feature, you must set up at least one user as company administrator. The administrator will have full access to the Sage 50 program AND will be able to set up and maintain company users, and passwords, and user roles. You set up the administrator through the Sage 50 User Security window.

  1. In the Sage 50 User Security window, choose the New User option to add a user to the system.
  2. Next, in the User Rights window, choose whether the user will have Administrator rights, Full access, Selected access, or None.
  3. If you choose to give the user Selected access, click Next, and Sage 50 brings up the Selected Access window, where you grant individual rights to the user.

Setting up roles with access to areas of Sage 50

In Role Setup, you set up roles so that users with them can access certain areas of the Sage 50 program within the current company. Sage 50 program areas include the following:

  • My Dashboard (Sage 50 Quantum Accounting)
  • Customers & Sales
  • Vendors & Purchases
  • Inventory & Services
  • Employees & Payroll
  • Banking & General Ledger
  • Company
  • Sage HR

For each area, the drop-down list at the top right-hand side of the window lets you grant blanket access. For example, you can set up a role with either Full Access or No Access to the Customers & Sales area.

The left side of the window indicates which access level you've chosen for that area.

Custom Access

In addition to full or no access, you can use the grid to set different levels of access for subareas such as maintenance, tasks, and reports. For example, in the Customers & Sales area, you can set up a role with limited access to maintenance areas such as Customer Information or Customer Beginning Balances.

When you set up a role with other than full or no access rights to an area, the left side of the window will read Custom Access.

Setting access levels: Drop-downs let you set different access levels for different subareas of the program—for example, Payments/Write Checks.

User Roles: Security Access Levels

You can select the following access levels. These levels affect the areas of the Sage 50 program that users can access, as well as the extent of access available.

  • No Access: The user cannot open any Sage 50 window within the program area. Menu options related to the program area or window will be disabled.
  • View Only: The user can display the program area or specified Sage 50 window or view existing data but cannot enter a new record or change existing data.
  • Add: The user can display the program area or specified Sage 50 window and add new records or transactions.
  • Edit: The user can display the program area or specified Sage 50 window, add new records or transactions, and maintain (edit) existing data.
  • Full Access: The user can display the program area or specified Sage 50 window, add new records or transactions, maintain (edit) existing data, and delete data. Full access also allows the ability to perform specified system functions.