Purchase Orders Security: Overview

If security is turned on for your Sage ERP Accpac ERP system, users without Purchase Orders security assignments have no access to Purchase Orders.

To view records and to print reports in Purchase Orders, users must belong to a security group with Common Inquiry permission.

Common Inquiry permission by itself does not let users edit any Purchase Orders records. To allow users in a security group to edit records or perform processing tasks, you must grant the group access to additional tasks from the following list:

• Setup Maintenance

  Allows users to view and edit Options and G/L Integration; view, add, edit, and delete Ship-Via Codes, Vendor Contract Costs, E-mail Messages, Optional Fields, Templates, Additional Costs, and Account Sets; and in a stand-alone system view Items, Vendor Details, and Weight Units of Measure.

• Item Maintenance (Service)

  Allows users in a stand-alone system to view Items and Vendor Details.

• Cost Inquiry (in stand alone P/O systems)

  Allows users in a stand-alone system to view the default vendor cost when entering a transaction (vendor cost will appear as zero for users not granted this permission).

  Users can view Receipts if they also have the Show Receipt Costing Information permission.

• Requisition Entry

  Allows users to view, add, edit, delete and post a Requisition Entry; view and print Purchase History (if Transaction Inquiry is permitted in P/O, or with Day End Processing rights); view, add, edit, and delete Vendor records (if permission granted in A/P); select O/E order numbers for item details (if permission granted in O/E); view and print Requisition List (from the Transaction List form).

• Requisition Printing

  Allows users to view and print a Requisition List (from the Transaction List form).

• Purchase Order Entry

  Allows users to view, add, edit, delete and post Purchase Order Entry (default costs appear only if Cost Inquiry is allowed in I/C); view Purchase History (if Transaction Inquiry is permitted in P/O, or with Day End Processing rights); view, add, edit, and delete Vendor records (if permission granted in A/P); select O/E order numbers for item details (if permission granted in O/E); view, edit, delete and post Copy Purchase Orders; view and print Purchase Order List.

• Edit Blanket PO Amount (requires rights to PO Entry)

  Allows users to change the Original Amount field on blanket purchase orders; add and post Purchase orders.

• Create POs Automatically

  Allows users to automatically Create Purchase Orders From Requisitions, Create POs From I/C, Create POs From OE (if you Transaction Inquiry permission also granted in Order Entry)

• Day End Processing (Service)

  Allows users in a stand-alone system to use the Day End Processing feature; view and print the Posting Journals, G/L Transactions, Payables Clearing Audit List, and Item Transaction History reports; post Create G/L Batch and Post A/P Batch; view, print, and - if the Allow Edit Of Statistics option is selected - edit statistics in Purchase History, Purchase Statistics and Purchase History in transaction entry (for requisitions, purchase orders, receipts, invoices, returns, credit/debit notes).

• Purchase Order Printing

  Allows users to print Purchase Orders (both from the Forms folder and Purchase Order Entry).

• Receipt Entry

  Allows users to view, add, edit, and post Receipt Entry (default costs appear only if Show Receipt Costing Information is assigned in P/O or if Cost Inquiry is allowed in I/C [when no purchase order is referenced]); view Purchase History if Transaction Inquiry is permitted in P/O, or with Day End Processing rights); add and post Invoices (if Invoice Entry permission granted in P/O); view, add, edit, and delete Vendor records (if permission granted in A/P); view Pending Receipts Inquiry; view and print Receipt List.

• Receiving Slip Printing

  Allows users to print Receiving Slips (from the Forms folder and the Receipt Entry form).

• Return Entry

  Allows users to view, add, edit, and post Return Entry (costs appear only if Cost Inquiry is allowed in I/C and you are entering returns without receipt numbers); view Purchase History (if Transaction Inquiry is permitted in P/O, or with Day End Processing rights); view, add, edit, and delete Vendor records (if permission granted in A/P); Select O/E order numbers for item details (if permission granted in O/E); view Receipt List; view and print Return List.

• Return Printing

  Allows users to print Returns (from the Forms folder and the Return Entry form).

• Invoice Entry

  Allows users to view, add, and post Invoice Entry (quantities and costs entered with receipt numbers editable only if permitted in P/O); view Purchase History (if Transaction Inquiry is permitted in P/O, or with Day End Processing rights); view, add, edit, and delete Vendor records (if permission granted in A/P); select O/E order numbers for item details (if permission granted in O/E); view Receipt List; view and print Invoice List.

• Edit Invoiced Quantity (requires rights to Invoice Entry)

  Allows users to view, add, edit quantity and post Add invoices, change item quantities on invoices to receipts.

• Edit Invoiced Cost (requires rights to Invoice Entry)

  Allows users to view, add, edit costs and post Add invoices, change item costs on invoices to receipts.

• Credit/Debit Note Entry

  Allows users to view, add and post in Credit/Debit Note Entry (quantities and costs editable for a return only if permission granted in P/O), view Purchase History (if Transaction Inquiry is permitted in P/O, or with Day End Processing rights); view, add, edit, and delete Vendor records (if permission granted in A/P); select O/E order numbers for item details (if permission granted in O/E); view Invoice Entry, Return List; view and print Invoice List, Credit Note List, Debit Note List.

• Edit Credit Note Quantity (requires rights to Credit/ Debit Note Entry)

  Allows users to view, add, edit quantity and post in Add credit notes and change item quantities on credit notes to returns; view Invoice Entry.

• Edit Credit Note Cost (requires rights to Credit/ Debit Note Entry)

  Allows users to view, add, edit costs and post in Add credit notes and debit notes and change item costs on credit notes to returns; view Invoice Entry.

• Mailing Label Printing

  Allows users to print in Forms - Mailing Labels.

• Transaction Inquiry

  Allows users to view and print Purchase Statistics; view and print Purchase History and Analytical Reports; view Requisition Entry, Purchase Order Entry, Receipt Entry, Invoice Entry, Return Entry, Credit/Debit Note Entry, Pending Receipts Inquiry.

• History Clearing

  Allows users to Clear History and Delete Inactive Records (in a stand-alone system).

• Import Processing (requires rights to the form to import into)

  Allows users to import edit, and delete the following records: Ship-Via Codes, Templates, Additional Costs, Vendor Contract Costs, E-Mail Messages, Optional Fields, Requisitions, Purchase Orders, Receipts, Purchase Statistics (if Allow Edit Of Statistics is selected and you have Day End Processing security rights) Receipts require Show Receipt Costing Information permission to edit costs.

• Export Processing (requires rights to the form to export from)

  Allows users to export the following records: Requisitions, Purchase Orders, Receipts, Invoices, Returns, Credit/Debit Notes, Purchase Statistics, Ship-Via Codes, Templates, Additional Costs, Vendor Contract Costs, E-Mail Messages, and Optional Fields.

• Transaction Optional Fields

  Allows users to add, edit, and delete optional fields in Requisition Entry, Purchase Order Entry, Receipt Entry, Invoice Entry, Return Entry, Credit/Debit Note Entry, and in Purchase Orders functions that create transactions automatically.

• Show Requisition/ Receipt Costing Information

  Allows specific users to view costing information in Receipt Entry. Only those viewers assigned this security right can view and edit costing information.

• Requisitions Manual Approval

  Allows specific users to post approved requisitions. (Unapproved requisitions are placed On Hold.)

• Dashboard

  Allows users to view the Purchase Orders dashboard.