User Security and Access to the Sage 50 Navigation Centers
If you're an administrator responsible for setting up and maintaining user access to your Sage 50 company, you can choose settings that will limit access to information in Sage 50 Navigation Centers. For example, if you want a certain user to have limited access to company revenue information, you could make sure the user has no access to general ledger master list and transaction list reports or financial statements. However, you might want that same user to be able to view company budgets but not change them in any way.
When you set up Sage 50 security, you can fine-tune settings to give users exactly the kind of access you want them to have. The Role Setup window has embedded Help for each security setting; just select a setting to see Help about it. This will aid you in deciding which areas you want users to have access to and which you don't.
For more information about security and access rights, see the following topics:
Minimum Settings for User Access to Information in the Navigation Centers
The following tables show you at a glance the minimum settings you will need to grant a user in order for that user to view and/or work with information in Sage 50 Navigation Centers.
These are minimum settings needed to access the Change System Date and Change Accounting Period buttons in the Button Control Bar:
|
Security Area |
Specific Task or Tasks |
Task Area |
Minimum Security Level for Access to Data |
|---|---|---|---|
|
Company |
Change System Date |
Options> Change System Date |
Full |
|
Company |
Change Accounting Period |
Tasks>Change Accounting Period |
Full |
|
Security Area |
Specific Task or Tasks |
Task Area |
Minimum Security Level for Access to Data |
|---|---|---|---|
|
Banking & GL |
Account Balances table |
Reports> Master Lists or Transaction Lists or Financial Statement |
Full |
|
Banking & GL |
View Account list |
Maintenance>Chart of Accounts |
View Only |
|
Banking & GL |
View Balance Sheet/Statement of Financial Position |
Reports>Financial Statements |
Full |
|
Banking & GL |
Reconcile accounts, import bank statements |
Tasks>Account Reconciliation |
View Only |
|
Banking & GL |
Add new account (no previous account exists) |
Maintenance>Chart of Accounts |
View Only |
|
Banking & GL |
Drill down from GL cash account type |
Reports>Transactions Lists |
Full |
|
Customers & Sales |
Drill down from AR cash account type |
Tasks>Receive Money |
View Only |
|
Vendors & Purchases |
Drill down from AP cash account type |
Tasks>Payments, Write Checks |
View Only |
|
Banking & GL |
Drill down from account type other than cash |
Maintenance>Chart of Accounts |
View Only |
|
Banking & GL |
Maintain Chart of Accounts |
Maintenance>Chart of Accounts |
View Only |
|
Security Area |
Specific Task or Tasks |
Task Area |
Minimum Security Level for Access to Data |
|---|---|---|---|
|
Banking & GL |
Revenue line graph |
Reports> Master Lists or Transaction Lists or Financial Statement |
Full |
|
Banking & GL |
View Income Statement/Statement of Revenues and Expenditures |
Reports>Financial Statements |
Full |
|
Banking & GL |
Maintain Budgets, set up a budget |
Maintenance>Budgets |
Add |
|
Banking & GL |
Maintain Budgets, edit a budget |
Maintenance> Budgets |
Edit |
|
Banking & GL |
View Account Variance Report |
Reports>Master Lists |
Full |
|
Security Area |
Specific Task or Tasks |
Task Area |
Minimum Security Level for Access to Data |
|---|---|---|---|
|
Customers & Sales |
Aged Receivables graph/table |
Reports> Master Lists or Transaction Lists or Other Reports |
Full |
|
Customers & Sales |
Customers Who Owe Money |
Maintenance>Maintain Customers |
View Only |
|
Customers & Sales |
Receive Money at time of sale window |
Tasks>Receive Money |
View Only |
|
Customers & Sales |
View Aged Receivables Report |
Reports>Other Reports |
Full |
|
Company |
Drill down from aging category |
Analysis>Collection Manager |
Full |
|
Security Area |
Specific Task or Tasks |
Task Area |
Minimum Security Level for Access to Data |
|---|---|---|---|
|
Vendors & Purchases |
Aged Payables graph/table |
Reports> Master Lists or Transaction Lists or Other Reports |
Full |
|
Vendors & Purchases |
Vendors to Pay |
Maintenance>Maintain Vendors |
View Only |
|
Vendors & Purchases |
Make a payment |
Tasks>Payments, Write Checks |
View Only |
|
Vendors & Purchases |
Make multiple payments |
Tasks>Payments, Write Checks |
View Only |
|
Vendors & Purchases |
View Aged Payables Report |
Reports>Other Reports |
Full |
|
Company |
Drill down from aging category |
Analysis>Payment Manager |
Full |
View Reports:
|
Security Area |
Specific Report |
Task Area |
Minimum Security Level for Access to Data |
|---|---|---|---|
|
Customers & Sales |
Aged Receivables |
Reports> Other Reports |
Full |
|
Customers & Sales |
Cash Receipts Journal |
Reports>Transaction Lists |
Full |
|
Customers & Sales |
Customer Ledgers |
Reports> Transaction Lists |
Full |
|
Customers & Sales |
Customer List |
Reports>Master Lists |
Full |
|
Customers & Sales |
Customer Management Detail |
Reports>Transaction Lists |
Full |
|
Customers & Sales |
Customer Master File List |
Reports>Master Lists |
Full |
|
Customers & Sales |
Customer Sales History |
Reports>Transaction Lists |
Full |
|
Customers & Sales |
Customer Transaction History |
Reports>Transaction Lists |
Full |
|
Customers & Sales |
Invoice Register |
Reports> Transaction Lists |
Full |
|
Customers & Sales |
Items Sold to Customers |
Reports>Transaction Lists |
Full |
|
Customers & Sales |
Picklist Report |
Reports>Other Reports |
Full |
|
Customers & Sales |
Proposal Register (Sage 50 Premium Accounting and above) |
Reports>Transaction Lists |
Full |
|
Customers & Sales |
Proposal Report (Sage 50 Premium Accounting and above) |
Reports>Transaction Lists |
Full |
|
Customers & Sales |
Prospect List |
Reports>Master Lists |
Full |
|
Customers & Sales |
Quote Register |
Reports>Transaction Lists |
Full |
|
Customers & Sales |
Sales Backorder Report |
Reports>Other Reports |
Full |
|
Customers & Sales |
Sales Journal |
Reports>Transaction Lists |
Full |
|
Customers & Sales |
Sales Order Register |
Reports>Transaction Lists |
Full |
|
Customers & Sales |
Sales Order Report |
Reports>Transaction Lists |
Full |
|
Customers & Sales |
Sales Rep Report |
Reports>Transaction Lists |
Full |
|
Customers & Sales |
Sales Tax Codes |
Reports>Master Lists |
Full |
|
Customers & Sales |
Taxable/Exempt Sales |
Reports>Other Reports |
Full |
|
Security Area |
Specific Report |
Task Area |
Minimum Security Level for Access to Data |
|---|---|---|---|
|
Vendors & Purchases |
1099 Vendor Report |
Reports>Transaction Lists |
Full |
|
Vendors & Purchases |
Aged Payables |
Reports> Other Reports |
Full |
|
Vendors & Purchases |
Cash Disbursements Journal |
Reports> Transaction Lists |
Full |
|
Vendors & Purchases |
Cash Requirements |
Reports>Other Reports |
Full |
|
Vendors & Purchases |
Check Register |
Reports>Transaction Lists |
Full |
|
Vendors & Purchases |
Electronic Payment Register (Sage 50 Premium Accounting and above) |
Reports>Transaction Lists |
Full |
|
Vendors & Purchases |
Items Purchased from Vendors |
Reports>Transaction Lists |
Full |
|
Vendors & Purchases |
Purchase Journal |
Reports>Transaction Lists |
Full |
|
Vendors & Purchases |
Purchase Order Journal |
Reports>Transaction Lists |
Full |
|
Vendors & Purchases |
Purchase Order Register |
Reports>Transaction Lists |
Full |
|
Vendors & Purchases |
Purchase Order Report |
Reports>Other Reports |
Full |
|
Vendors & Purchases |
Vendor Insurance Report |
Reports>Master Lists |
Full |
|
Vendors & Purchases |
Vendor Ledgers |
Reports>Transaction Lists |
Full |
|
Vendors & Purchases |
Vendor List |
Reports>Master Lists |
Full |
|
Vendors & Purchases |
Vendor Management Detail |
Reports> Transaction Lists |
Full |
|
Vendors & Purchases |
Vendor Master File List |
Reports>Master Lists |
Full |
|
Vendors & Purchases |
Vendor Transaction History |
Reports>Transaction Lists |
Full |
|
Security Area |
Specific Report |
Task Area |
Minimum Security Level for Access to Data |
|---|---|---|---|
|
Employees & Payroll |
Current Earnings Report |
Reports> Transaction Lists |
Full |
|
Employees & Payroll |
Direct Deposit Pre-Sync Report (if Direct Deposit is activated for the company) |
Reports> Transaction Lists |
Full |
|
Employees & Payroll |
Employee Compensation Report |
Reports> Master Lists |
Full |
|
Employees & Payroll |
Employee List |
Reports> Master Lists |
Full |
|
Employees & Payroll |
Exception Report |
Reports> Other Reports |
Full |
|
Employees & Payroll |
Payroll Check Report |
Reports> Transaction Lists |
Full |
|
Employees & Payroll |
Items Purchased from Vendors |
Reports>Transaction Lists |
Full |
|
Employees & Payroll |
Payroll Journal |
Reports>Transaction Lists |
Full |
|
Employees & Payroll |
Payroll Register |
Reports> Transaction Lists |
Full |
|
Employees & Payroll |
Payroll Tax Report |
Reports> Other Reports |
Full |
|
Employees & Payroll |
Quarterly Earnings Report |
Reports> Transaction Lists |
Full |
|
Employees & Payroll |
Tax Liability Report |
Reports> Transaction Lists |
Full |
|
Employees & Payroll |
Yearly Earnings Report |
Reports>Transaction Lists |
Full |
|
Security Area |
Specific Report |
Task Area |
Minimum Security Level for Access to Data |
|---|---|---|---|
|
Inventory & Services |
Assemblies Adjustment Journal |
Reports> Transaction Lists |
Full |
|
Inventory & Services |
Assembly List |
Reports> Master Lists |
Full |
|
Inventory & Services |
Bill of Materials Report |
Reports> Master Lists |
Full |
|
Inventory & Services |
Buyer Report |
Reports> Master Lists |
Full |
|
Inventory & Services |
Component Use Report |
Reports> Other Reports |
Full |
|
Inventory & Services |
Cost of Goods Sold Journal |
Reports> Transaction Lists |
Full |
|
Inventory & Services |
Inventory Adjustment Journal |
Reports>Transaction Lists |
Full |
|
Inventory & Services |
Inventory Profitability Report |
Reports>Master Lists |
Full |
|
Inventory & Services |
Inventory Reorder Worksheet |
Reports> Other Reports |
Full |
|
Inventory & Services |
Inventory Stock Status Report |
Reports> Master Lists |
Full |
|
Inventory & Services |
Inventory Unit Activity Report |
Reports> Master Lists |
Full |
|
Inventory & Services |
Inventory Valuation Report |
Reports> Master Lists |
Full |
|
Inventory & Services |
Item Costing Report |
Reports>Transaction Lists |
Full |
|
Inventory & Services |
Item List |
Reports>Master Lists |
Full |
|
Inventory & Services |
Item Master List |
Reports>Master Lists |
Full |
|
Inventory & Services |
Item Price List |
Reports>Master Lists |
Full |
|
Inventory & Services |
Physical Inventory List |
Reports>Master Lists |
Full |
|
Inventory & Services |
Serial Number History Report (Sage 50 Premium Accounting and above) |
Reports>Transaction Lists |
Full |
|
Inventory & Services |
Shipment Register |
Reports>Other Reports |
Full |
|
Inventory & Services |
Work Ticket Register |
Reports>Transaction Lists |
Full |
|
Security Area |
Specific Report |
Task Area |
Minimum Security Level for Access to Data |
|---|---|---|---|
|
Company |
Cost Code List (Sage 50 Premium Accounting and above) |
Reports>Jobs |
Full |
|
Company |
Estimated Job Expenses |
Reports>Jobs |
Full |
|
Company |
Estimated Job Revenue |
Reports>Jobs |
Full |
|
Company |
Job Costs by Type |
Reports>Jobs |
Full |
|
Company |
Job Estimates |
Reports>Jobs |
Full |
|
Company |
Job Ledger |
Reports>Jobs |
Full |
|
Company |
Job List |
Reports>Jobs |
Full |
|
Company |
Job Master File List |
Reports>Jobs |
Full |
|
Company |
Job Profitability Report |
Reports>Jobs |
Full |
|
Company |
Job Register |
Reports>Jobs |
Full |
|
Company |
Job Retainage Report |
Reports>Jobs |
Full |
|
Company |
Phase List (Sage 50 Premium Accounting and above) |
Reports>Jobs |
Full |
|
Company |
Unbilled Job Expense |
Reports>Jobs |
Full |
|
Company |
Work in Progress |
Reports>Jobs |
Full |
Account Reconciliation Reports
|
Security Area |
Specific Report |
Task Area |
Minimum Security Level for Access to Data |
|---|---|---|---|
|
Banking & GL |
Account Reconciliation |
Reports> Account Reconciliation |
Full |
|
Banking & GL |
Account Register |
Reports> Account Reconciliation |
Full |
|
Banking & GL |
Bank Deposit Register |
Reports> Account Reconciliation |
Full |
|
Banking & GL |
Deposits in Transit |
Reports> Account Reconciliation |
Full |
|
Banking & GL |
Other Outstanding Items |
Reports> Account Reconciliation |
Full |
|
Banking & GL |
Outstanding Checks |
Reports> Account Reconciliation |
Full |
System Reports
|
Security Area |
Specific Report |
Task Area |
Minimum Security Level for Access to Data |
|---|---|---|---|
|
Company |
Audit Trail Report (Sage 50 Premium Accounting and above) |
Reports |
Full |
|
Company |
Internal Accounting Review |
Reports |
Full |
|
Security Area |
Specific Task or Tasks |
Task Area |
Minimum Security Level for Access to Data |
|---|---|---|---|
|
Customers & Sales |
Customer list (Customers & Sales Navigation Center) |
Maintenance> Customer Information |
View Only |
|
Vendors & Purchases |
Vendor list (Vendors & Purchases Navigation Center) |
Maintenance>Vendor Information |
View Only |
|
Inventory & Services |
Inventory list (Inventory & Services Navigation Center) |
Maintenance>Inventory Item Information |
View Only |
|
Employees & Payroll |
Employee list (Employees & Payroll Navigation Center) |
Maintenance>Employee Information |
View Only |
|
Vendors & Purchases |
1099 Vendor list (Employees & Payroll Navigation Center) |
Maintenance> Vendor Information |
View Only |
|
Vendors & Purchases |
Bills to Pay list (Banking & GL Navigation Center) |
Tasks>Sales/Invoicing |
View Only |
|
Company |
Job List (Jobs Navigation Center) | Maintenance>Jobs | View Only |