Security by Warehouse IM-1154 Overview This Extended Solution to the standard MAS 90 MAS 200 Inventory Management module adds security by warehouse to Bill Of Materials, Inventory Management, Purchase Order and Sales Order. Users without clearance will not be allowed to enter Warehouse Codes in various Reports, Inquiry and Data Entry Screens. You may choose if users should be included or excluded in the Setup for this Extended Solution. Installation Before installing this Extended Solution, please verify that the version level(s) printed on the CD label are the same as the version level(s) of the MAS 90 MAS 200 module(s) you are using. For further information, please see the Upgrades and Compatibility section below. Check your Shipping Manifest for a complete list of Extended Solutions shipped. For detailed installation instructions, please refer to the Sage website at: http://support.sagesoftware.com/mas/extended_solutions/main.cfm Installing Your Extended Solutions under Windows From a CD If you have the autorun function turned on for your PC, the installation program will start up automatically. If not, find the autorun.exe file on your CD-ROM drive and double-click it to start the installation program. Follow the on-screen instructions. From the Sage FTP site When your Extended Solution is ready to be downloaded, you will receive an email from extendedsolutions.na@sage.com telling you that it is ready. The email will contain the Customer Name, Cross Reference, a case-sensitive Password, a link via which you can download your Extended Solution, instructions and a Shipping Manifest. If you have any problems with this order, please email extendedsolutions.na@sage.com and we will assist you during normal business hours. Extended Solutions Control Center Installing any Extended Solution will add an Extended Solutions Control Center to the MAS 90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following options will be available: Extended Solutions Manuals Remove Extended Solutions Unlock Extended Solutions Merge Installation Files Extended Solutions Setup options 2005 Sage Software, Inc. All rights reserved. IM-1154 (Revised 07/05) Page 1
Custom Office If you customize your MAS 90 MAS 200, then you must run the Update Utility every time you install this Extended Solution. Setup Once the disk is installed, you will need to access the Inventory Management Setup menu option screen. After the standard MAS 90 MAS 200 option screens have been displayed, a Setup screen for this Extended Solution will appear. Check the Enable Extended Solution box to activate this Extended Solution (Figure 1). The manual for this Extended Solution, if it has been installed, can be viewed by clicking the Manual button next to the Enable Extended Solution check box. It can also be viewed via the Extended Solutions Control Center (see Installation, above). Figure 1 Answer the following prompts: APPLY SECURITY FEATURES TO B/M: If this option is checked, this Extended Solution s security features will be applied to the Bill Of Materials Production and Disassembly entry and register printing. See Operations for details. INCLUDE/EXCLUDE USER IDS FROM WAREHOUSES: Select Include to allow all users entered in the More... option added to Warehouse Code Maintenance access to that particular Warehouse Code. Select Exclude to exclude all User IDs entered in the More... option from using the particular Warehouse Code. MASTER USER ID 1... 5 Enter the user IDs you wish to give full access to all places secured by this Extended Solution. Master User IDs will have access to the More... option during Warehouse Code Maintenance. 2005 Sage Software, Inc. All rights reserved. IM-1154 (Revised 07/05) Page 2
You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution. Operation During Warehouse Code Maintenance Master User IDs will have access to the More... option (Figure 2). Figure 2 After you enter a Warehouse Code and choose this option, a pop-up window will appear (Figure 3). Figure 3 2005 Sage Software, Inc. All rights reserved. IM-1154 (Revised 07/05) Page 3
Prompts are available for entering User IDs or User Groups. If you chose to include all User IDs in Setup, all IDs you enter will be allowed access to the Warehouse Code. If you chose to exclude all User IDs in Setup, all IDs you enter will be prevented from accessing or using the Warehouse Code (Figure 4). The following security measures will be taken for User IDs with limited access. Figure 4 INVENTORY MAINTENANCE Users without access to a particular warehouse cannot enter an unauthorized warehouse code on the Quantity on Hand, Cost Detail Inquiry and Transaction Detail Inquiry. Inventory Transaction Entry Users without access to a particular warehouse cannot perform transaction entry for that warehouse. This protection applies to all transaction types. A new option has been added to the Inventory Transaction Journal print selection screen for Warehouse Code (Figure 5). Figure 5 The user may enter a single warehouse code. The user will be prevented from entering an unauthorized warehouse code or leaving the field blank. The Transaction Journal will print entry numbers where the Default Warehouse (the From Warehouse for Transfer Entries) matches the warehouse code entered on the selection screen. No check is made of the line referenced warehouse code within the transaction entry. The user is prevented from entering an unauthorized warehouse code during data entry. 2005 Sage Software, Inc. All rights reserved. IM-1154 (Revised 07/05) Page 4
The user may update the Transaction Journal, although only entries included on the printed copy of the Transaction Journal will be updated. Multiple users will be prevented from updating journals simultaneously. One update must be complete before another may be started. Physical Count Entry/Update The user may not print the physical count worksheet or perform physical count entry for any warehouse other than those for which they have been authorized for access. The Physical Count Variance Register may be printed and updated for a single warehouse. A new option will appear on the Physical Count Variance Register print selection screen for Warehouse Code (similar to Figure 5). The user may enter a single warehouse code. A user will be prevented from entering an unauthorized warehouse code or leaving the field blank. The Variance Register will print entries only for the warehouse entered on the selection screen. The user may update the Variance Register, although only entries included on the printed copy of the Variance Register will be printed. Multiple users will be prevented from updating journals simultaneously. One update must be complete before another may be started. Inventory Inquiry Warehouse security has also been added to the following tabs in Inventory Inquiry: Main tab, WHS display: Users will only see Quantity information for the Warehouses which they are assigned to and will not be able to drill into a Warehouse for which they are not authorized. Transactions tab: Users will only be able to enter warehouse codes for which they are authorized. Cost Detail tab: Users will only be able to enter warehouse codes for which they are authorized. Inventory Reports The following Inventory Reports will now prevent the user from entering in a warehouse code for which they are not authorized. If the user enters a range of warehouse codes, they must be authorized for all warehouses within the range or they will be prompted to reenter report selections. Stock Status, Reorder, Valuation, Turnover, Sales Analysis, Sales History, Issue History, Detail Transaction, Trial Balance and Negative Tier. 2005 Sage Software, Inc. All rights reserved. IM-1154 (Revised 07/05) Page 5
PURCHASE ORDER Purchase Order Entry/Receipt Of Goods/Receipt Of Invoice/Return Of Goods The user will be prevented from entering a warehouse code on the header or lines screen for which they are not authorized from the following locations: Purchase Order Entry, Receipt Of Goods Entry, Receipt Of Invoice Entry, Return Of Goods Entry Purchase Order Reports The following Purchase Order Reports will now prevent the user from entering a warehouse code for which they are not authorized. If the user enters a range of warehouse codes, they must be authorized for all warehouses within the range or they will be prompted to reenter report selections. Open PO By Item, Expected Delivery, Expected Delivery Recap, and Receipt History. SALES ORDER Sales Order Entry, Invoice Entry The user will be prevented from entering a warehouse code on the header or lines screen for which they are not authorized. The user may inquire into alternate warehouses on the Sales Order line, but may not select an unauthorized warehouse code. Sales Order Reports The following Sales Order Reports will now prevent the user from entering in a warehouse code for which they are not authorized. If the user enters a range of warehouse codes, they must be authorized for all warehouses within the range or they will be prompted to make selections for the report again. Open Orders By Item, Open Orders By Promise Date, Back Order Report, Monthly Recap by Product Line, Monthly Recap by Warehouse, and Monthly Recap by Warehouse/Product Line The features of this Extended Solution are not available in Sales Order Shipping Data Entry. BILL OF MATERIALS Production and Disassembly Entry If the Apply Security Features To B/M Setup option is checked, then Production Entry and Disassembly Entry will prevent the user from entering an unauthorized warehouse code in the Parent and Component Warehouse code fields on the Header Tab as well as the Warehouse field on the Line Tab. Users will be prevented access to an existing entry with an unauthorized Parent or Component Warehouse. Production Register Printing and Disassembly Register Printing During Production Register Printing (if batch processing is not enabled) and Disassembly Register Printing, the user will be prompted for a warehouse code. The register will print 2005 Sage Software, Inc. All rights reserved. IM-1154 (Revised 07/05) Page 6
only entries that contain this parent warehouse code. Register Update will update only those entries that were printed. What s New With the 1-27-05 release: Added warehouse security to Inventory Inquiry: Main tab, Transactions tab and Cost Detail tab. Upgrades and Compatibility The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade. Documentation Only changes made to the standard operation of MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document. Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200. Acknowledgments 2005 Sage Software, Inc. All rights reserved. Sage Software, MAS 90 and MAS 200 are registered trademarks or trademarks of Sage Software, Inc. All other trademarks are the property of their respective owners. 2005 Sage Software, Inc. All rights reserved. IM-1154 (Revised 07/05) Page 7