Set Up Company Users, Passwords, and Access Rights
To implement data security and password protection, you must set up user records. When user names and passwords are set up, Sage 50 prompts you for a user name and password combination when you open a company. If you know the password, you can access the areas of the program to which you have rights.
Setting up users in Sage 50 involves setting up a company administrator first. After that, you can set up individual users, as many as you have licenses for.
Note: Passwords must be at least seven characters. They must contain both numbers and letters. It's a good practice to include both upper- and lower-case letters, although this is not required. An example of a strong password: MLsmith707.
From the Maintain menu, select Users, then Set Up Security. Sage 50 displays the User Security window.
Note: If you don't have access to the User Security option in the Maintain menu, then your user profile does not have privileges to set up or maintain users/passwords in this company. Check with your system administrator, or open the company using a user name and password combination that has this privilege.
To use user/password security in a Sage 50 company, you must first set up a single user record. After that, all other users will need a user name and password to access the company.
The first user you set up must be an administrative user with full rights to each area of Sage 50 and the ability to set up and maintain user records and passwords. Once the administrator is set up, he/she can then add other users to the system.
- Click New User.
- Enter a user name (for example, Admin) and its corresponding password.
User Name
Enter up to 16 characters that will be used to identify the person attempting to open this company and maintain its data. Do not include the forward slash (/) character in your user name. You may want to use something descriptive, such as a person's name. Or, you can set up user names depending on the user's intended access rights (for example, "Sales rep"). User names are NOT case sensitive.
Note: If you are operating on a network, multiple individuals can access the company data using the same user name. For example, two individuals can log on using the "Administrator" user name at the same time. This defeats the purpose of Sage 50's audit trail feature and so is not generally advised.
In the unfortunate event that you lose your user name or password and no one else can open the Sage 50 company, contact Sage 50 Customer Support.
Password
Enter the user's password. You enter up to 16 alphanumeric characters. Do not include the forward slash (/) character in your password. Avoid passwords that are obvious, like birthdays or names of relatives.
Passwords are case sensitive (that is Password, PASSWORD, and password are all different passwords) and must be unique. Two or more user records cannot have the same password.
Passwords must be at least seven characters. They must contain both numbers and letters. It's a good practice to include both upper- and lower-case letters, although this is not required. An example of a strong password: MLsmith707.
Note: In the unfortunate event that you lose your Administrator user name or password and no one else can open the Sage 50 company, contact Sage 50 Customer Support.
- To give the user full access to the program plus the ability to create individual users, select the Administrator option.
- When finished, click OK. The User Security window returns.
The User Rights window appears.
Notes: The user name and access level information have been added to the grid at the center of the window.
The Licensed checkbox is automatically checked. You're now ready to set up additional users.
- Click New User.
- Enter a user name and its corresponding password.
User Name
Enter up to 16 characters that will be used to identify the person attempting to open this company and maintain its data. Do not include the forward slash (/) character in your user name. You may want to use something descriptive, such as a person's name. Or, you can set up user names depending on the user's intended access rights (for example, "Sales rep"). User names are NOT case sensitive.
Note: If you are operating on a network, multiple individuals can access the company data using the same user name. For example, two individuals can log on using the "Administrator" user name at the same time. This defeats the purpose of Sage 50's audit trail feature and so is not generally advised.
In the unfortunate event that you lose your user name or password and no one else can open the Sage 50 company, contact Sage 50 Customer Support.
Password
Enter the user's password. You enter up to 16 alphanumeric characters. Do not include the forward slash (/) character in your password. Avoid passwords that are obvious, like birthdays or names of relatives.
Passwords are case sensitive (that is Password, PASSWORD, and password are all different passwords) and must be unique. Two or more user records cannot have the same password.
Passwords must be at least seven characters. They must contain both numbers and letters. It's a good practice to include both upper- and lower-case letters, although this is not required. An example of a strong password: MLsmith707.
Note: In the unfortunate event that you lose your Administrator user name or password and no one else can open the Sage 50 company, contact Sage 50 Customer Support.
- Choose the appropriate level for the user: Full access, Selected access, or None.
None (No Program Access)
Select the None option if you want the user to have no access to the current Sage 50 company. When they try to log on, the system will display a message telling them to contact the company administrator. Only the administrator can give the user access to the company or change the areas of Sage 50 to which the user has access.
Why would you want to give a user NO access to the company? You might want to do this if the individual has temporarily left the company or is on leave of absence. Also, if you work with multiple companies, you might want the user to have no access to one of your companies but have access to one or more additional companies.
- When finished, click OK or Next, whichever appears.
The User Rights window appears.
- If you have chosen Full access or None, the Users window returns.
Notes: The user name and access level information have been added to the grid at the center of the window. The Licensed checkbox is automatically checked. You're now ready to set up additional users.
- If you have chosen Selected access, the Sage 50 User Security window appears. It lets you select exactly the areas of the Sage 50 that you want the user to be able to access.
- Select the New User button. The User Rights window appears.
- Enter a user name and its corresponding password.
User Name
Enter up to 16 characters that will be used to identify the person attempting to open this company and maintain its data. Do not include the forward slash (/) character in your user name. You may want to use something descriptive, such as a person's name. Or, you can set up user names depending on the user's intended access rights (for example, "Sales rep"). User names are NOT case sensitive.
Note: If you are operating on a network, multiple individuals can access the company data using the same user name. For example, two individuals can log on using the "Administrator" user name at the same time. This defeats the purpose of Sage 50's audit trail feature and so is not generally advised.
In the unfortunate event that you lose your user name or password and no one else can open the Sage 50 company, contact Sage 50 Customer Support.
Password
Enter the user's password. You enter up to 16 alphanumeric characters. Do not include the forward slash (/) character in your password. Avoid passwords that are obvious, like birthdays or names of relatives.
Passwords are case sensitive (that is Password, PASSWORD, and password are all different passwords) and must be unique. Two or more user records cannot have the same password.
Passwords must be at least seven characters. They must contain both numbers and letters. It's a good practice to include both upper- and lower-case letters, although this is not required. An example of a strong password: MLsmith707.
Note: In the unfortunate event that you lose your Administrator user name or password and no one else can open the Sage 50 company, contact Sage 50 Customer Support.
- Choose the Selected access option.
- Click Next. The Selected Access window appears.
- From the menu bar on the left side of the window, select the area of the Sage 50 program that you want to set access levels for—Customers & Sales, for example.
- If you want to grant either full or no access to this whole area of the Sage 50, use the drop-down list at the right-hand top of the window.
- If you want to grant access to some subareas but not others—for example, Sales Invoices—you can use the drop-down list opposite the appropriate area. You can choose from a range of security access levels.
- 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.
- When you're finished, click OK to return to the Sage 50 User Security window.
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.
If a user listed in the User Security window has access to another company but not the current one (the user name is marked with an asterisk), the Roles for This Company column will read No access. It will also have a blue Add user to this company link.
If you want to grant the user access to the current company, click this link. Then, in the User Roles window,
- Give the user a password.
- Do one of the following:
- Select an existing role or roles for the user; then select Save.
- Click the New Role button to set up a new role for the user in the Role Setup window. Follow the directions under "Setting up a new user and a new role".
Important! If you forget your user name or password, you won't be able to access the company data. It's your responsibility to maintain user names/passwords. It is critical that you store this information in a secure place. If you're the company administrator, you're responsible for all user name/password information; be sure that individual users know and keep secure their own user names/passwords.
In the unfortunate event that you lose your Administrator user name or password and no one else can open the Sage 50 company, contact Sage 50 Customer Support.